Sept. 6, 2021

Baby Steps - Email & Text Templates

Baby Steps - Email & Text Templates

In this episode Kristina is talking about saving you valuable time, money, energy and effort by creating email templates or automations… and it is not as hard as you may think.

You’re a small business owner and you want to save time, money, energy and effort, right? What Kristina is talking about in this episode will help you accomplish all those things through streamlining your email and text communications with the use of templates. We know you’re a little intrigued to hear more… So how about you tune in!?

Communication is everything! It is a representation of your business. You want it to reflect who you are, how you talk and the lingo you use. And in the case of email or text message communication, you don’t have to start from scratch every time. Tune in to this episode to hear Kristina discuss digital communication templates and emails that will help you become more efficient.

Think about the email communications you send on a daily basis. Are they repetitive in that they are similar answers to similar requests or questions each time? If so, this episode is a must listen! If you aren’t quite ready to go full out with automations, Kristina is sharing some simple ways you can streamline this process with templates… saving you valuable time.

BY THE TIME YOU FINISH LISTENING, YOU’LL UNDERSTAND that something as simple as email and text templates will make you more efficient giving you more time to work on your business instead of in your business.

 Tell us how you have implemented email and text templates or automations and how it has saved you time and tag us on Facebook or Instagram @theringtheblingandallthethings

Connect with the host:

Kristina Stubblefield - www.kristinastubblefield.com social media @kristinastubblefield  

Transcript

Kristina Stubblefield  0:00  
You're a small business owner, and you want to save time, money, energy and effort, right? What I have to tell you in this episode will help you accomplish all of those things through streamlining your email and text communications with the use of templates. I know you're a little intrigued to hear more. So how about you tune in? 

Welcome to Marketing Monday on The Ring The Bling And All The Things podcast. My name is Kristina Stubblefield. And for over 15 years, I've served as a marketing strategist, and business coach. Also, I was once a wedding vendor. In these podcast episodes, I'm providing bite sized, digestible marketing solutions, and information that can be immediately implemented, and make an impact on your business. Now, let's dive in to this episode. 

In today's topic, I'm going to be diving into the benefits of using email templates. And this can go across the board some beyond emails, this could be applied with text messages, social media messaging. So it doesn't just have to apply to email templates. But I want to talk first by saying, you know, communication is so important in many things, especially when dealing with clients, potential clients, and even past clients. that communication is a representation of your business. And you want it to reflect who you are, how you talk. The lingo that you use, you know, it's one thing to be professional. But it's another thing to be able to be yourself and showcase your personality, and speak not so stuffy, as some people will call it in your email communication. This is not to say at all that it shouldn't be professional because it should be. But my point in doing this episode, this has happened to me a lot. And I've been putting thought to it, how could I save myself some time. And a lot of times, I do send out very similar emails to clients, potential clients, and even past clients, as I mentioned in the first part of this. And it really got me thinking, why do I not use more email templates. And that's why I want to take a few minutes and kind of dive into this topic to let you start thinking about maybe how you can implement this in your own business. When we're talking about events, especially weddings, communication is probably at the forefront. Whether there's something going on with an event, there's a change to an event, there's event details, the list goes on and on. But where email templates can really come in handy is communication that you do over and over and over again, that you could save out in many different ways. And I'll go into some of those that all you have to do is copy and paste and make some tweaks instead of writing the entire email the entire text message, or dm, over and over again. But still showcasing who you are, it's still being your own wording, but it can save you a lot of time. Let's take for an example that you get three to four inquiries or more a week. And every inquiry that comes in, you type a reply email. Now I would love to hope everyone out there listening has a timely fashion that they reply to it. Now that's a whole nother episode on its own. But I really hope that you get back to clients in a timely fashion. Now, if it's on the weekend, that's a different story, because you're probably tied up with events. But without going down that rabbit hole. Let's stick to this one. So when someone inquires about your services, do you have maybe a paragraph or two or a few sentences that are the same thing that you send out time and time again? The answer is probably yes. Although you may be tweaking it a little bit. There's probably similarities there that could save you time and allow you to respond quicker to those inquiries. It really doesn't matter the context to which is in your email. If you're using the same sentences, paragraph, however much information

and you can keep that saved. If you use Gmail, you can actually save it as a template. You can actually Save it in Word. Maybe you reply more on the go, and you need to save it in your notes section on your cell phone. I have a lot of people out there that I know that I work with that use the note section of their phone for hashtags for social media post for text message templates, that if someone reaches out to them, they have wording that they use, you know, you need to send an email inquiry to this email address for me to check your wedding date. For example, there are many tools out there, some of which are even free, that you can utilize to save templates, or to save wording that can be used for templates in your email, communication or messages for that matter. You can almost even think of it as an autoresponder. But it's not that because there may be times that you need to tweak the first sentence, or maybe you want to go ahead and put in their date, maybe they're inquiring about a certain event date. So it's not necessarily an autoresponder, but you can think of it like that. And even though I've mentioned about inquiries, you could have an email that goes out when someone's ready to sign a contract. And instead of writing that from scratch, you just have to have a paragraph saved, that you just copy and paste in and maybe attach your contract to it. And for that matter, it could be when you're sending them the contract, when you've received their contract back. Maybe you have steps a process that a new client follows for using your services. And you outline that in an email for new clients, that could be something that is saved. And I'm gonna say it could be easily saved in Word to where you just pull up that Word document, copy, change out anything you need to and paste it in your email system. This is an episode that I could actually give a little bit of homework, if you really want to dive into your own business. Think about what you do on a regular basis, whether it's daily, weekly, monthly, with any kind of email, text, or social media messaging, and look and see are the messages, any of the messages or emails you're sending, somehow related close in wording that you could take one to start with or two. And you could make your own template, or save it out in word or a notepad on your phone, to where in when you start getting inquiries, or you start having an action happen, that you would use that communication, that you start copying and pasting, instead of writing it from scratch. The more you do that, the more things are going to come to your mind. Oh, well, I also send this out, I send that out a week before an event I always send this email are three days before the event, I always send this text message. And this doesn't just have to be to clients. This can also be to other wedding professionals. I guess you could think about it from all different aspects. Anything that you're repeating, repetitive task, or repetitive wording that you're manually typing each time, it will be a benefit for you to turn that into some type of template to where you can copy, make a few adjustments, paste and send. At the end of the day, we're wanting to save time, money, energy effort, you know, you may be looking for better ways to run your business. And communication is probably at the very top level of your business. If not, it probably should be. And if there is a way to take one of the number one things in your business and save yourself some time with you're going to be more efficient. You're probably going to be more timely with your responses or getting that information out.

Now can we dive in and talk about client onboarding or client onboarding? email templates or wording? Absolutely. If you have a system or process that you use for onboarding clients, or once an events done off boarding clients, whether it be thanking them for booking Can you if they're coming on board. And here's the information you're going to need from them, you need them to sign this contract, so forth and so on. Of course, that can be a template, the onboarding process can be one as well. You know, thank you so much for trusting in my business to help you on your special day. I would love if you would take just a few minutes, and write a review and send it to me, or record a video testimonial and send it to me. That can be the same wording for each client when they get off boarded. But you can still go in and tweak it, change their name changed their event date, it can still be personalized, even though it's generated from a template. And I always encourage people, can you go out there and find templates online? Absolutely, you can. And you can do that if that's how you want to research it. But I always encourage you put your own spin on it, your own personality, use your own lingo. So even if you use a template as a guide, leave room to be you to let your business shine through. And although we've talked about clients, and past clients, let's not also leave out email templates that can be utilized for closing clients for actually getting them to book your services for their special day. Those can also be templates. The follow up, even before you take the step with email automation, or funnels. This step right here with email templates can help you get your business more in line or aligned in a direction of using automations. And funnels, baby steps. And if this is not something that you've done before or thought of, or you've never really looked internally at your own business to say, wow, I send the same email 567 times a week. These very small steps can help point your business in a better direction, the time that it saves you. Although it may be just a few minutes will add up over time, then you can shift that energy to maybe marketing your business. Or maybe it's time with family, maybe it's not even directed towards your business. But if you're doing the same repetitive task, or the same repetitive emails, messages, text, figure out a way that works for you. To save drafts to save templates to save copies in Notepad or word to where you're not starting from scratch with every email when the outcome is almost the same every single time. What we're doing is helping you develop a workflow in your business. And it's not going to be the same for every person. And some people can adopt a small item like this in their business with very little time or effort. Others it can take longer. It has to be what works best for you in your business. But at the end of the day, the better the workflow is inside your business. The better all around your personal and business life can be. So I hope that you found this episode helpful. As we talk more and more about marketing topics, and automations and social media, and online presence, and all of that information that we hope to bring bite size, easy to implement systems, processes, tips and tricks into your business. I would love to hear your feedback. Do you have a topic that you'd like to know more about? All you have to do is visit the website or send me a message on social media. We're always looking for topics. What are you dealing with right now inside your own business

because the likelihood that others out there are dealing with something very similar are pretty high. So please feel free to reach out if you haven't already done so. Follow us on social media. 

Until next time, stay safe. Thank you for tuning in to this Marketing Monday episode of The Ring The Bling And All The Things. If you would like to get notified of upcoming episodes, make sure to click the subscribe or the Follow button on your favorite podcast platform. We welcome any feedback from topic ideas to questions you may have. You can visit our website for previous episodes, or to send us a message, just visit theringtheblingandallthethings.com

Transcribed by https://otter.ai