The best thing about TextExpander is it works in every application-not just email. Make sure to give your snippet a name in the "Label" field and create a keyboard shortcut in the "Abbreviation" field.Īfter creating your snippets and keyboard shortcuts, just type the appropriate abbreviation into an email response, and TextExpander will automatically insert the snippet.
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TextExpander lets you create and save snippets of text and insert them into new emails and replies instantly using a keyboard shortcut.Ĭreate an account and download the app from the TextExpander website.Ĭreate a snippet in the TextExpander app for each response you send frequently. And with the right tool, it's easy to set up. Use a tool to save commonly used responses and add them to new emails with one click.ĭoor #3 requires the least amount of time and effort. Recreate and retype the answer every time.įind an old answer and copy-paste it into the new email. There are a few ways to deal with responding to FAQ's. Being an SME sounds much fancier than it is: For the most part, it just means answering the same questions over and over again-usually via email. Get Promotional Emails out of Your Inbox AutomaticallyĪutomatically Move Tasks out of Your Gmail InboxĪutomate responses to frequently answered questionsīack when I worked as a product manager, I was the go-to subject-matter expert (SME) for my product. Follow the instructions below to set up workflows for the most common time-wasting inbox management tasks, and start reclaiming the time you waste in your inbox.Īutomate Responses to Frequently Answered Questions Once you know the types of emails you want to automate, it's time to set up your automated workflows. Reviewing a month's worth of emails probably won't catch every task you should automate, but it will help you identify the ones that eat away at your time most often. Tasks: To-dos that belong in your task management system.
Unsolicited requests: Strangers who want you to do something for them. Newsletters and marketing emails: Things you want to read or review… later. Here are some examples of common time-wasting emails:įrequently answered questions: Questions you answer over and over again.Īvailability requests: People looking for openings in your schedule to set a meeting. Take notes on the types of things you do regularly. Track the types of tasks you complete in your inbox for a month.
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Scan through a month's worth of emails in your archive to look for examples of repetitive tasks you completed recently. Start by deciding what tasks you should automateīefore automating your inbox, you need to determine what types of inbox management tasks to automate. And the more inbox automation workflows you create, the more time you save, and the more time you have to focus on the important tasks that happen outside of your inbox. These tasks are necessary, but they're usually repetitive and mindless.Įven if you're just automating the process of moving newsletters into a to-do folder-a task that takes no more than five seconds-the time you save adds up. We answer the same questions over and over again, go back and forth looking for a good time to schedule a meeting, and move newsletters into a folder of emails we'll get around to reading… one of these days. When you think about it, a lot of the emails we receive are redundant. Inbox automation is the process of setting up workflows that complete repetitive email tasks automatically-so you don't have to.
Here are the tips, tools, and templates you need to get started. To reclaim your time, automate your inbox.
Bottom line: the benefits of email often come at the expense of productivity. Email helps us connect, communicate, and collaborate-but does it help too much? We receive an average of 94 business emails every day and devote almost one-third of our time at work to email management.
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