How often do you find yourself typing the same responses to emails? I bet if you think about it you’ll come up with a number of emails that you answer all the time. For example:
- “How do I make a donation to your charity?”
- “What sponsorship opportunities are available for your events?”
- “You never sent me a gift acknowledgment and I need it for my taxes!” (this one always arrives on April 14th and you always did send the letter, but I digress)
For emails that require the same sort of answer over and over, consider creating a canned response template. With just one click, your response will auto-populate. You take a few seconds to personalize it and then click send, it’s really that easy. A quick google search will help you find out how to create a canned response for your specific email client (I use gmail and its canned responses plugin).
This certainly saves a lot of time but it also allows you to be more donor centered. You can craft the best response possible and then use it over and over again. Often times when we’re answering email we’re in a rush, so we’re not quite as thorough or helpful as we could be. Develop email response templates that are truly donor centric and continue to make sure the donor (or prospective donor) has an incredible experience in all interactions with your charity. Email templates take your current mood and available time out of the equation and allow you to be the best fundraiser that you can be, all the time.
Researchers estimate that our email volume is growing by about 15% per year. It’s not going away and you’re going to be getting even more of these types of emails. So, create your templates. Tweak them over time to be more and more donor centric and use the time saved to work on your key innovative tasks — not email.