The average business professional spends four hours a day on email! That’s thirty hours a week. A thousand hours a year. Yup. Wow. We are going to show you how to cut that in half!
If you’ve been communicating with people via email for long, you would have realized that they often want the same thing. And often, one response to a question or situation works well for many different people. What this means for you who has to write these responses is rewriting the same email over and over until you pretty much want to pull your own hair out.
But it doesn’t have to be that way! You can use canned responses to make your job easier.
Whether you have heard of them or not, canned responses are the way to go if you happen to spend a significant amount of time answering emails.
What are Canned Responses?
Canned responses are your best friend when you have to deal with recurring emails that say the same thing. It’s likely that even if you have not heard of canned responses, that you have most likely received one.
You know those emails you receive from businesses that, no matter how relevant they may be, could just have easily made sense to anybody else in your situation? Below is an example of one that we use for our site launch emails.
Eternity | Client Name - 3..2..1..Lift Off!
"Houston, we have lift off!..."
Congratulations on your new website launch. We know we are bias, but the new website is beautiful and we hope you think so as well.
But the site launch is just step #1. You would not launch a human into the world and praise "Mission Completed" would you?
Eternity wants to be here to help your website and your business grow for years to come.
We will follow up with a full debrief email in the next few weeks with action plan recommendations of what we can do now to ensure your website continues to be a stellar success.
If you have a support issue or website problem, please email: firstname.lastname@example.org
Emailing that single email will notify the entire Eternity crew and ensure the quickest action on our part.
Onward and upward!
Yeah, those are canned emails, and they can cut your email time to a mere fraction of what it is now if you are not already using them. Rather than having to type out these responses every time they are needed (which is often) you can write them up, can them, and bring them out of the locker every time you need them.
Benefits of Using Canned Responses
Once you start with canned responses there is no going back, and here is why:
- Smart Autoresponder
Take advantage of built-in filters in email autoresponders to send out the right email to the right person at any defined time. All you have to do is write different canned responses for different recipients and then forget about it.
- Sending Out the Same Email Multiple Times
No need writing out 100 emails to 100 clients talking about the same issue. A carefully crafted canned response will solve your problem in a fraction of the time which writing 100 emails will take.
- Manage Multiple Signatures
Many email clients don’t allow people to use multiple signatures from the same email address. You can easily side-step this restriction by creating multiple signatures and saving each as a canned response, so that before you write an email you can simply add any signature you want with a click.
- For Miscellaneous Purposes
You can use canned responses to make any part of your email communications easier. You are limited only by your creativity. Is there a particular email you realize you have to write every once in a while, say weekly? Why not can and send whenever asked?
Now, not every piece of software enables you to unlock the full power of canned responses. At their very best, canned messages should be accessible from anywhere and at anytime so that you are truly in charge of your communications between your clients and between your team.
This understanding is the reason why we both use and highly recommend PasteAway as the go-to software for collaboration and communication.
With PasteAway you can:
- Keep your team on the same page because all changes made in the cloud repository--either by you or a team member--are synchronized with what is available in your paster tool.
- Easily choose between various canned messages and save time by searching using clip keys, names, or tags.
- Make communications a one-two affair by clicking pop-ups using your chosen keyboard shortcut and clicking enter to paste it.
- Declutter your mind by applying filters so that you only see clips that are relevant to the project you are working on.
- Automatically capture everything you type for easy selecting and re-pasting.
- Quickly save new clips to the cloud repository for easy access from anywhere and from every device.
With PasteAway, canned messages can change the way you work, the way you collaborate, and also the way you do business. You can start to explore the possibilities by signing up for a free trial today.