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Canned Responses: Which Emails Should You Standardize?

Canned Responses: Which Emails Should You Standardize?

    I’ve got a whole stack of standard responses that I cut and paste into emails. There are certain requests for information, for instance, that I get on a pretty regular basis. I don’t really have an interest in retyping the same message over and over again, so I have saved my commonly used emails and just cut and paste. Gmail made that whole process much easier this week with the new Canned Response feature available from Google Labs. I have it turned on and I’ve been converting all my saved messages into canned responses. It’s given me an opportunity to take a look at the messages I routinely use, and I figured I’d share them with you.

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    My Standard Emails

    1. Availability — Whenever someone wants to meet, whether in person, over the phone or online, I find it easiest to just paste in my normal availability and best times for meetings. I do tweak the email after I get my normal availability listed; after all, I might have a non-reoccuring appointment to take into consideration. But, for many of us, a general email about what time of day we are free isn’t going to vary much from week to week.
    2. Forms — I have a couple of reports that I have to send out once a week. I’ve created basic text forms, where I just add the current week’s information. I do something similar with my invoices, but I have to be very careful about making sure that my books and emails match up.
    3. Nagging Emails — There are a whole set of emails that I really hate having to send and I’ve lumped them all into my ‘nagging’ emails pile. I’ve got form emails for reminding clients that payments are late, that someone has violated my copyright and all the other letters that ten years ago I would have just Xeroxed and stuffed in an envelope.
    4. Cover Letters — As a freelancer, I’m pretty much always looking for work. I know a couple of full-time employees who are also on a perpetual hunt, too. We all make a habit of looking for work that will fit us and responding with a cover letter, a resume and some samples. It’s exceedingly rare that I’ll write a cover letter from scratch. I’m pretty confident in my cover letter; it’s already landed me plenty of work. There are some jobs that I don’t do more than change the name at the top before sending out my email.
    5. Websites — I belong to a couple of websites that I routinely receive email from that I have to respond to. One, for instance, is a site that allows me to trade books. I have to email other members to exchange shipping information on a regular basis. This category of emails is one reason I’m particularly excited about Canned Responses: I want to set up filters to handle responding to such emails automatically without my having to do anything except go to the post office. Craigslist is the sort of site that a canned response is especially ideal for.
    6. Projects — When I’m starting a new project, there’s a few general question I like to start with so that everyone involved has a similar idea of what we’re working on. While those questions don’t generally make up a complete email starting a project, I like being able to drop them in easily. I have a few other bits and pieces of text that are useful on emails for a lot of different projects, such as requests for certain types of information necessary to proceed.

    The Key is Customization

    I have plenty of other standard emails. But I don’t want you to get the idea that I only send out form emails — that I never put thought into the messages I send out. With only a few exceptions, it’s pretty rare that I send out one of my standard responses without adding, tweaking or generally changing it up. My standard responses are more templates than form letters, in most cases.

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    I started using templates as a way to cut down the amount of time I spent staring at my email inbox. If I have at least a starting point for the most common emails I receive, I can pound out the full email in short order. I can answer a full day’s worth of email in half the time that it would take if I started from scratch on each one. Lately, it seems like it takes more time for me to copy and paste a response than it does for me to tweak that message for its recipient.

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    If I think I’ve had to answer the same question twice, I generally save my response. I’ve got a pretty healthy file now — even though some of my responses aren’t actually useful on a very regular basis. But I’ve found that, as my stack of standard emails has grown, I’ve got some sort of template response for 90 percent of the email I get.

    Canned Response will make those template easier to manage, I think: I’ve used simple text files, TextExpander and even drafts in my Gmail account to try to manage my standard responses. While all of those options are okay, none of them are great — they weren’t really created with such a task in mind. But Canned Response really is made with this approach to email in mind. Those other methods will continue to work, however, if you aren’t interested in using Gmail.

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    Last Updated on December 2, 2018

    7 Public Speaking Techniques To Help Connect With Your Audience

    7 Public Speaking Techniques To Help Connect With Your Audience

    When giving a presentation or speech, you have to engage your audience effectively in order to truly get your point across. Unlike a written editorial or newsletter, your speech is fleeting; once you’ve said everything you set out to say, you don’t get a second chance to have your voice heard in that specific arena.

    You need to make sure your audience hangs on to every word you say, from your introduction to your wrap-up. You can do so by:

    1. Connecting them with each other

    Picture your typical rock concert. What’s the first thing the singer says to the crowd after jumping out on stage? “Hello (insert city name here)!” Just acknowledging that he’s coherent enough to know where he is is enough for the audience to go wild and get into the show.

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    It makes each individual feel as if they’re a part of something bigger. The same goes for any public speaking event. When an audience hears, “You’re all here because you care deeply about wildlife preservation,” it gives them a sense that they’re not just there to listen, but they’re there to connect with the like-minded people all around them.

    2. Connect with their emotions

    Speakers always try to get their audience emotionally involved in whatever topic they’re discussing. There are a variety of ways in which to do this, such as using statistics, stories, pictures or videos that really show the importance of the topic at hand.

    For example, showing pictures of the aftermath of an accident related to drunk driving will certainly send a specific message to an audience of teenagers and young adults. While doing so might be emotionally nerve-racking to the crowd, it may be necessary to get your point across and engage them fully.

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    3. Keep going back to the beginning

    Revisit your theme throughout your presentation. Although you should give your audience the credit they deserve and know that they can follow along, linking back to your initial thesis can act as a subconscious reminder of why what you’re currently telling them is important.

    On the other hand, if you simply mention your theme or the point of your speech at the beginning and never mention it again, it gives your audience the impression that it’s not really that important.

    4. Link to your audience’s motivation

    After you’ve acknowledged your audience’s common interests in being present, discuss their motivation for being there. Be specific. Using the previous example, if your audience clearly cares about wildlife preservation, discuss what can be done to help save endangered species’ from extinction.

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    Don’t just give them cold, hard facts; use the facts to make a point that they can use to better themselves or the world in some way.

    5. Entertain them

    While not all speeches or presentations are meant to be entertaining in a comedic way, audiences will become thoroughly engaged in anecdotes that relate to the overall theme of the speech. We discussed appealing to emotions, and that’s exactly what a speaker sets out to do when he tells a story from his past or that of a well-known historical figure.

    Speakers usually tell more than one story in order to show that the first one they told isn’t simply an anomaly, and that whatever outcome they’re attempting to prove will consistently reoccur, given certain circumstances.

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    6. Appeal to loyalty

    Just like the musician mentioning the town he’s playing in will get the audience ready to rock, speakers need to appeal to their audience’s loyalty to their country, company, product or cause. Show them how important it is that they’re present and listening to your speech by making your words hit home to each individual.

    In doing so, the members of your audience will feel as if you’re speaking directly to them while you’re addressing the entire crowd.

    7. Tell them the benefits of the presentation

    Early on in your presentation, you should tell your audience exactly what they’ll learn, and exactly how they’ll learn it. Don’t expect them to listen if they don’t have clear-cut information to listen for. On the other hand, if they know what to listen for, they’ll be more apt to stay engaged throughout your entire presentation so they don’t miss anything.

    Featured photo credit: Flickr via farm4.staticflickr.com

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