I’m a huge fan of saving time, especially when it comes to email. And one of my favorite tricks for doing so is not typing out more than I absolutely have to.
No, I don’t use some email version of shorthand—I use Google’s Canned Responses. Not familiar? This Google Lab lets you save any number of responses and easily insert them into your emails. (See how to set it up, courtesy of Gadgetwise.)
My rule of thumb? If I've had to type out exactly the same thing more than once in one day, it becomes a canned response. Here are some I find myself using over and over that will save you tons of time (and typing!), too.
Your work phone number or conference call details
Your office address, with directions and building entrance or parking instructions, if needed
The description of your product or service
Information about timing or pricing for your product
Your role and job (I work in marketing here at [company] and focus on [topics].)
Any kind of policy that you regularly discuss with people
Details on signing contracts or agreements (Please review and initial sections A, C, and E.)
Any regular update emails you send to your team (This week’s sales numbers were...)
Information about an upcoming company event (Please join us for [event] at [location] on [date], where the featured speaker will be [name].)
A nice rejection to cold sales emails (This looks interesting, but we’re not taking on new vendors at this time.)
Company payment information (Send the invoice to payments@company.com, and you will be paid within 30 days.)
Short email starter when you introduce two people to each other ([Name], I’d like to introduce you to [Name].)
Double-opt-in intro email ([Name], I wanted to check in with you before introducing you to [Name].)
The hand-off email (My colleague, [Name], will be able to help you with [topic].)
Inter-office hand-off email ([Name], I got this in, but it seems like your territory, so I am passing it along.)
Pushing something off to a later point (I'm a little swamped right now, but can you email me in two weeks to pick this back up?)
Re-starting an old email thread (I hope all is well. I wanted to pick this back up.)
Setting up a time to talk or meet (I’m confirming our meeting on [date] at [time] at [location] and look forward to meeting you.)
Your response when someone asks you about a job with your company (The best way to see all of our available jobs is to visit our Careers page.)
The quick response when someone wants to pick your brain for advice (I’m happy to schedule a 15-minute phone call to discuss. Fridays are typically great for me.)
Scheduling an interview with prospective candidates
Turning down candidates you don’t hire
A nice congrats email on a new job or promotion
A conclusion to your email (Please let me know if you have any questions or things you'd like to discuss. Thank you.)
Anything else you have to explain over and over again
