Tips for Replying To email
Have you ever wondered why it takes so long to get an answer to an email? Is it because you’re accessing information from around the world? Or, is it the process of splitting and reassembling the data that is creating a network overload? I tested the system by sending an email to myself; click and send… It came right back to my inbox. It’s not the system that is slow, then what could it be? Okay, enough of the sarcasm.
It’s common to get a reply 2-3 days after sending an email. What does this tell you about the person or the company? Would you want to work with a company that doesn’t seem to care?
email is one of the greatest benefits of the Internet. Either reply to inquiries in a timely manner or remove your email address from your website, business cards, and the company letterhead because it will result in the same thing; you will lose a lead/customer just as easily by not answering their emails as you would by removing your contact information.
In today’s fast-paced world we expect things to work quickly. Professionalism is emphasized by prompt and accurate replies to email. On average it takes only a minute or two in order to write a simple response and hit reply. If you have thirty emails in your inbox it would only take approximately 30 minutes if the replies are simple.
What Will Be Accomplished By Answering email Promptly?
1. It will get you into the habit of keeping your business relations current and active.
2. Many email requests are similar. If you track the emails you have feedback that can tell you where you need to improve.
I can hear your objections “But, I don’t have the time each day to read and answer a bunch of emails.” All I can say is, if you want to good customer service, you have to make time to answer the emails. Replying within a maximum of 24 hours is what you should do, though replying within a few hours is preferred.
Tips To Maximize Efficiency
1. Use an autoresponder. It is an automatic program that will send out a response as soon as the email is received. It may be a simple message informing the sender that their request has been received.
2. Prepare templates of Frequently Asked Questions. By tracking the emails you receive, you will find that many customer requests are similar to each other. You can put together some pre-written emails that will save you time when you reply.
3. Categorize the emails. Set up individual email addresses to organize the requests. You can create a different email address for each department.
4. Set up the email accounts to automatically sort and place each account into a separate folder. This will keep the correspondence organized and it will help you to stay focused in each department.
The invention of the Internet and email is a blessing to mankind. Use it to communicate effectively.
That’s The Way I See It!