When productivity is at your core, you will always be seeking ways to save time, especially when it comes to repetitive tasks at work, such as emails.
It is hard to be efficient with official job duties when you are always bogged down with an inbox full of emails needing your response.
As they tend to be one of those items needed for work, but can quickly become frustrating and an annoyance. Repeatedly copying and pasting the same email response is a nightmare.
While you continue to look for better methods on how to effectively schedule your day, there is one practical technique you can use to take the need for constant email replies from your hectic plate.
You can choose to use canned email templates, instead.
What Are Canned Email Templates?
Canned email responses are predetermined replies to common questions. Basically, instead of having to type the same answer repeatedly, you can use a canned response for emails, alternatively.
Often easy to set up inside your chosen email provider, it takes the hassle out of email and is a huge time saver.
If you use Gmail, for example, there is a feature they offer which allows users to create and save multiple email templates in their inbox.
To start using it, you must enable this feature, located under your Gmail Settings, and have the templates, or “canned responses” ready to go.
Why Use Canned Email Response Templates?
If you want to save yourself time and become more productive throughout your day, then there is no doubt, you should use canned email response templates.
“Everyone I know feels harassed by email which has invaded their waking and sleeping hours.” – Margaret Heffernan
Can you relate to this quote? Your answer is most likely, yes!
In a 2018 report, it showed there were approximately 124.5 billion business emails sent and received each day — As well as, about 111.1 billion consumer emails sent and received each day. It created an average of 121 emails being received by office workers each day.
With this many emails, it is any wonder we can complete any other work duties.
In a separate report, it showed that the average worker spends about 28 percent of their work week on email, which equates to more than 11 hours per week.
If you work an eight hour work day, you use one of those days, plus three hours on top of it just on emails alone.
It is astonishing, but wait; there is more.
Every time you stop to check your email, you lose focus on what you were working on before. The average person needs 23 minutes to get fully back on task after an interruption.
That means even more time is being wasted due to recovering from checking your emails.
To put it all into perspective; the time spent reading, writing, and getting refocused after checking emails takes up around 1,048 hours each year. That’s 52 % of your time at work.
These numbers are tough to hear but accurate. With canned response email templates, you will spend less time in your inbox and more time on the tasks at hand.
You can go from spending hours on emails to creating a sixty-second canned email response. It is up to you.
What Do Canned Email Templates Look Like?
You have most likely seen or possibly even used a canned response template, at some point in your career, but called it by a different name or just referred to it as an email template.
Remember, to use these types of templates you must use the feature offered by your email provider for canned emails; otherwise, it will not work.
3 Examples of Canned Email Templates
Here are some popular examples of canned email templates.
Example One: The “Need Time to Properly Respond” Canned Template
Use this template when your email response requires more research, time, or legwork. extra thought or legwork. Since you do not want to ignore the person, send this instead, to let them know you have not forgotten about them.
Thank you for your question about [topic].
I want to let you know that I am currently looking into it and will get back to you before the end of week with an answer.
If you need me to get back to you sooner, please let me know!
Thank you for your patience and time.
Example Two: The “Please See Attachment” Canned Template
This is great to use when you have to send many email attachments during the day, let alone each week.
I hope you are having a fantastic day.
Here is that document I promised you. Please find it attached below.
If you have any questions, please let me know.
Example Three: The “Diffuse a Situation” Canned Template
Communication breakdowns happen all the time, especially when tensions are running high at work.
Instead of sending a heated or highly emotional email, use a pre-created template to be sure you are using a workplace appropriate tone, when situations like these arise.
Thank you for your honest and constructive feedback. I understand where you are coming from, and think it would be helpful to discuss this matter further.
Do you have time for a call this week? Please let me know your availability.
I think it would better for us to take some time to talk about the next steps, and how we can try to avoid similar miscommunication in the future.
I hope to from you soon. Thank you.
One of the best things you can do for yourself, colleagues, and clients, is to put your focus and time where it matters. Use canned response email templates and bring productivity back to your workday.