Are you tired of spending too much time crafting responses to client inquiries while trying to maintain a consistent tone? Let me help you find a way to save time and keep your communication with clients on point.
Several productivity tools, such as TextExpander, Magical, Phrase Express, and others, can eliminate repetitive typing tasks and help you communicate consistently and quickly across your firm with prospects or clients. These are known as text expanders.
These applications enable users to save common emails, responses, or frequently used communications by using so-called “snippets”. With a snippet, you type an abbreviation which represents a longer phrase. When you type the snippet, it populates the communication quickly and efficiently and also allows you to customize the responses by using dynamic fields such as pop-up boxes, dates, or other types of formatting that the application supports.
If you have a particular communication for your clients, such as quarterly reports, analysis, or follow-up emails, you can share the snippet across your firm or even add the keystroke into the CRM, so the user knows how to communicate to the client or prospect for a particular communication.
Using a text expander can help you when hiring a white label operator, as they can quickly see how you like to communicate with clients and even use the snippets to communicate with the prospect or the client on your behalf. The email will sound like you - as you wrote it as a snippet - and all the white label operator needs to do is add the client’s name or other data to make the communication accurate or more personable. If you have the employee write the email, they can share it with you, and you can easily edit the snippet the way you would like it to sound so the communication is what you want every time.
Here are some other ways to text expander applications besides email:
1. Short phrases that you commonly use, such as “Have a great weekend”.
2. Common misspellings such as “Regardm” and have it be corrected as “Regards,” as that misspelling is the short key.
3. Commonly used links such as Calendly or your website.
4. Creating a file configuration snippet ensures your files are saved how you want them to be.
5. Saving programming code that you may need to use later for your website or another application.
Regardless of how you use text expander applications for your business, it is important to have appropriate documentation in place. This will help you and your employees understand what the snippet is and how to use it. Additionally, it is crucial to use a descriptive short key that is easy to remember and use. These steps will ensure that your text expander application is used correctly, improves communication within your firm, and saves time for you and your employees.
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