I'm sure you've been there before...
Sitting at your computer or laptop...
Writing up the simplest email... which can sometimes take as long as 5-10 minutes—especially if you’re a perfectionist.
Not only do you have to figure out the right way to phrase your message so it makes sense to the client/vendor/agent/etc., but you also have to proofread for things like typos, weird formatting, and misplaced punctuation.
And it's never just one email; you might send dozens of emails in a single day. And all of those little 5-minute tasks really start to add up.
“The day is lost in 5-minute chunks.”
- Kendyl Young, owner/broker, DIGGS
When Kendyl Young, owner and broker at DIGGS, started using Realvolve several years ago, she made an incredible discovery.
She added up all of the emails, text messages, and social media posts she put out each month...and realized she was saving 200 hours each year (or 16 hours a month) by automating those tasks using templates and workflows.
Are you losing your day to 5-minute tasks? Read on to learn how templates will greatly reduce the amount of time you spend on emails, text messages, and social media posts.
But first, let’s cover a few basics.
What is a template?
A template is a pre-designed email, SMS text message, or Facebook/Twitter/LinkedIn post that is saved in your real estate CRM and can be set up to automatically send to your contacts (in Realvolve, you automate these sends through workflows). Email templates are the most frequently used type of template, so we’ll be focusing primarily on those in this blog post.
Templates should be used for any message that you’ll be sending more than once. For example, during each listing transaction, you might always send an Meet The Team email, a Prepare Your Home For Listing email, and a 3 Days Prior To Close email. Each of these messages can be a pre-written template that is saved in your CRM and automated as part of a workflow. (Check out our recent blog on real estate email templates for lead conversion).
You can personalize your templates through the use of merge fields.
What is a merge field?
A merge field is a code inserted in a template to signal where personalized information should be pulled in. In Realvolve, for example, you can begin your email template with Dear [Contact#FirstName] and it will pull in the name of the contact you are emailing: Dear Thomas.
Here’s an example of an email template that uses merge fields:
The above example includes four merge fields:
- [[Greeting]] pulls in the custom name you’ve created for a contact (e.g., John and Mary).
- [[Contact#HomeAddress]] pulls in the contact’s address.
- [[CurrentUser#CellPhone]] pulls in the cell phone number you’ve provided in your Realvolve account.
- [[Signature]] pulls in the custom signature you’ve created for yourself.
How Templates Save You TONS Of Time
So, how exactly do templates add 16 hours back to your month? They eliminate four major time-wasters from your day.
1) No writing from scratch
Any email that you’re going to be sending more than once can be made into a template. Then, every time you need to send that email, it’s already written and ready to go!
2) No proofreading
Once you’ve perfected an email and turned it into a template, you never have to proofread before sending again. In fact, you don’t even have to click Send. You can create an action in a workflow to automatically send your email (which is great for preventing those of us with control-freak tendencies from obsessively—and unnecessarily—proofreading it anyways).
3) No mental To Do lists
How many times have you found yourself sitting at your computer, drumming your fingers on the keyboard as you try to remember all of the emails you need to send that day? Even if it only takes a couple of minutes, those are two minutes you could be spending on something else!
When you use templates—and pair them with workflows—you don’t have to spend time consulting your mental To Do list and fretting over what you might be forgetting. The right emails will be sent automatically, at the right time, to the right people.
4) No distractions
Pre-creating all of your emails allows you to prevent a lot of potential distractions. For instance, you might be tempted to give your favorite mortgage lender a call when you’re referring a client, but that could lead to a 20-minute conversation about your kids, your cats, last summer’s vacation, and so on. On the other hand, if you have a Lender Referral email template already created, it will take 5 seconds to select the template and click Send.
Email Templates: A time-saver & a game-changer
I hope this blog adequately explained the incredible value of using templates in your real estate CRM. In addition to saving you a ton of time, templates also ensure that you provide an excellent client experience. When all of your messages are pre-written and set up in workflows, you’ll never miss sending an email, text, or social media post. You’ll be able to provide a consistent and well-crafted client experience for every transaction.
And an extra 16 hours each month...that doesn’t hurt, either.