Category Archives: email

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4 Email Productivity Tips

Email is a major time sink. We’re talking multiple hours per day for many busy individuals, and as much as half their workdays can be spent on email for those among us with high rates of communication with clients, contacts, and colleagues.

What’s worse, people often feel like they’re being way more productive than they actually are as well when they’re working out of their inboxes. Sure, you might be wheeling and dealing on your keyboard, but the effective hours of solid work achieved when constantly checking email starts to get diminished quickly.

And even still worse than that is the fact that it’s a necessity. Regardless of where you are or what you do, email is a near universally expected communication tool and those you work with will expect you to consistently check and respond to any incoming messages.

So, how can you make your email time more productive and stop it from leaking into your day? Here are a few tips for getting started:

1) Because email is not a live messenger (though some people use it like one!), it is OK if responses are generally put off a few hours. For this reason, email productivity experts often recommend that you set 3 times throughout the day to check your email, and then stick to those times, never checking in between.

2) During your designated email check-in times, respond to every message you’ve received, right when you read it. Often, we read something, think “that’s going to take a bit to fully address!”, and then mentally note that we’ll get back to it later when we have more time. However, this forces you to read such emails twice instead of one time, and the procrastinating generally serves no helpful purpose. When you read an email, decide if it requires a response. If the answer is yes, write it then, on the spot.

3) Use shortcuts. Many email productivity add-ons (Boomerang is a popular one right now, by the way), allow you to setup shortcuts that will automatically fill in words or sentences when you begin typing a certain key sequence. If you have an opening greeting you always use, or other information that doesn’t make sense to save as a standard email signature, you can use these shortcuts to save you time. Got a long company name you have to type out constantly? Set a shortcut so that you can trigger it by just hitting two letters in a row that normally wouldn’t follow each other. You get the idea.

4) Turn off push notifications. Of course, we receive email on much more than just our PC’s these days, and the constant buzzing of a phone or dinging of an iPad can pull you out of what you’re working on and cause you to lose focus and time, even if you just check your lock screen to see who or what it was. Instead, put these items in do not disturb mode or at least turn off email client notifications when you’re in between your designated email checking times.

Stick to these, and you’ll be well on your way to shaving off minutes or even hours from your workday!

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5 Tips for Emails that Get Opened and Convert

Email marketing is a bit of an odd duck: As other marketing channels have seen a distinct rise and fall in the face of social media and new communications technologies, email marketing still remains effective. In fact, despite all of our new ways to communicate, people still retain the use of their email for daily use. Receiving invoices, communicating with customers, etc.; sure, other platforms have sprung up for these communications, but none are as ubiquitous as email. That said, email marketing has aged, and therefore it has changed. Getting your emails opened, then read, then obeyed, is no easy task. It was hard in the beginning, and it’s super hard now that everyone and their mother is used to receiving promotional emails. Let’s take a look at how your emails can be the exception to the rule in a “no open” world.

Give before you take: Many marketers have gotten a lot smarter about this now, but it wasn’t always the case, and there are still many who fall flat on their face when balancing their value. Think about the reasons you follow the accounts you do on twitter. Think about which emails you open when they slide into your inbox. They’re the ones that are important to you, not the ones that sell and annoy you the most. Your customers are just like you, so make sure you’re building trust and value through emails that really offer something, before you every ask for any action(s) in return.

Avoid subject line cliches: This is the most controversial piece of advice here. Most people these days are used to the types of subject line formulas that have traditionally performed well, and haven’t realized that their effectiveness is dying down. Consider simply summarizing your subject lines in a way that makes them sound like they’re from a genuine person. Companies now more than ever perform better when viewed as individuals or collectives of individuals rather than businesses.

Keep it short: How many of you have received emails from some marketer whose email list you opted which are pages long? How many of you read them to the end? How many of you send these types of emails yourself? If you want an email to be a sales letter, keep it short, visual, and enticing, then use a CTA to get people to click out of an email and onto one of your pages where you have more control. People are turned off when they expect a helpful message and are greeted with a 9 paragraph sales letter in email form.

Get feedback: One really can’t stress enough how valuable it is to hear back from your customers directly about how you’re doing and how they interact with your brand or your product. The assumptions you make may not be helping you at all, so it’s important that you reach out and invite feedback; you may just find that a slight tweak to your sales funnel could address something that is currently a huge conversion killer for your customers. This could take the form of either a personal email message or a survey.

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How to Get Your Emails Opened

Email marketing is still as relevant today as it was 10 year ago, but, like most things, approaches have had to be evolved in order to remain effective. No place is this more true that with opening rates, in which marketers evaluate how often their email communications are opened and read.

Every email you send that doesn’t get read is a missed opportunity, and subject line tricks and formulas that may have worked a few years ago might not carry the same weight today. Much of this is due to the problem of volume inundation. The average email account today is spammed with anywhere between tens and hundreds of junk communications per day, on top of a varying volume of legitimate/wanted ones.

Along with this inundation, comes the fact that people have become desensitized to sensational headlines. Things that may have piqued interest in 2010 now just scream “scam!” or “yeah right, I don’t believe THAT!” to the average consumer.

What all of this means, in a nutshell, is that you’ve got to get creative in order to get opens these days. At the very least, you’ll need to invest in some longterm strategic thinking.

In fact, your plan for improving open rates should be occurring long before an actual email is sent or a subject line is read. The largest factor in any open is going to be the sender, so you need to make sure you have established trust with whoever you are mailing.

One of the first steps to this, and something I cannot stress enough, is using confirmed – also called “double” opt in. It forces people to see your name twice, and gets the recognition process started. The people you lose because they couldn’t be bothered to confirm their subscription were probably not great prospects to begin with.

Next, make your opt-in incentive excellent. I mean award-winning. Make it actually useful and give them something they’re not finding somewhere else. Most marketers in any given niche are giving away half-solutions or useless “5 steps” PDF’s – be the one person in your area who isn’t.

Next, and this is probably a step where the most dropoff in open rates occurs despite not getting much attention, is that you ensure that the quality of your email followups can compete with that of your first email/incentive. Especially your second and third email, really overdeliver and give people information they can’t live without. Really prove you’ve done your homework and have the answers they’re looking for.

I cannot stress this enough. People get hung up on writing the perfect subject line when the reality is that you could have the worst headlines in the game and still pull off stellar open rates if you’re a trusted sender whose advice is valued. By the same token, you could find your traditionally excellent subject line methods scoring low on open percentage because no one remembers who you are or thought that it became too obvious early on that you were more interested in selling to them than helping them.

Once you have this trust established, feel free to go crazy with your subject line split testing, but know that this step – the one email marketers spend probably the most time on – is insignificant in the grand scheme of things.

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Is Email (Finally) Dead?!?

For years, people in the tech industry have been predicting (or lamenting) the death of email as a form of communication.

“Kids don’t use email anymore.” “There are better, faster and more effective ways to interact with other people, such as texting and social media.” “I know people who don’t even have an email address.”

These are some of the most common statements you hear regarding the death of email. (Perhaps it’s telling that I’ve been hearing these same statements for nearly a decade now.)

 

The Death of Email?

So what’s the real deal? Is email actually dead?

To answer this question, let me ask one of my own: When was the last time you checked your email account? This week? This morning? Just now?

The truth is that most people will go to their email every time their smart phone beeps, vibrates or otherwise indicates that a new email message has just landed in their inbox. It’s just a natural human response, kind of like when people used to answer their home telephones whenever it rang. It takes some time to de-program it.

 

More Popular than Ever

In reality, email is more popular than ever, especially among marketers. According to an April, 2015, study conducted by Yahoo! Labs and the University of Southern California – called “Evolution of Conversations in the Age of Email Overload”, most people are now receiving more emails in their inbox than ever before.

Part of that is businesses finally catching up with available marketing technology. While many small businesses have been collecting customers’ email addresses for years, it’s only been recently that many have finally figured out what to do with them.

People are more willing to give up their email address than they are, say, their mobile phone numbers. That’s because they know they can easily ignore or delete emails they don’t really want to see.

 

Too Many Emails

Today, most people receive more emails than they can conceivably read and respond to. Personally, I usually begin each working day by deleting about 80% to 90% of the emails in my inbox – mostly from marketers or others promoting something I’m not interested in.

Yet like me, most people won’t go to the trouble of unsubscribing from the source of all those emails out of fear that they might miss out on the one offer or email that they genuinely are interested in.

 

Ease of Email

It’s also easier than ever for people to keep up with their emails. Spam detectors have done an effective job of filtering out the truly irrelevant and unwanted emails. And now people can read their emails – or at least their subjects and who they are from – as a scroll on their smart phones, tablets and other mobile devices.

And because more emails today are being sent and received on mobile devices, they tend to be shorter. Perhaps this is why the average amount of time it takes for people to respond to emails sent from smart phones (28 minutes) is so much shorter than those sent from tablets (57 minutes) or from desktop computers or laptops (62 minutes,), according to the Yahoo!/USC study. Could that mean that emails and text messages are beginning to morph into the same thing?

 

The Myth of Young People and Email

As expected, older people tend to use emails more than younger people. But the difference may not be as big as many people might think.

During the course of the study, 53% of adults between 35 and 50 years old sent emails from their phones or tablets at least once, compared to only 49% of teenagers between13 and 19 and 48% of young adults between 20 and 35 years old. Older people (51+) sent the fewest emails via mobile devices, at 43%, according to the study.

So email is definitely not dead. It’s not even wounded. Eventually, however, it may eventually morph into something entirely different, in the way the telephone did.