The most important time for a salesperson is the time they spend selling.
And the more time set aside for selling, the better your chances are of meeting your quota.
So there’s a simple equation we want to help you with:
Time Saved on Admin = Extra Time for Selling = More Quotas Hit = $$$$$
That’s an equation, right? I was never one for math. But I know this checks out.
If every article on the Pipedrive blog helps you increase one of those four figures, we’re doing our job right.
In this guide, we will be focusing on the essential but time-consuming task of sending sales emails. You spend a sizable chunk of your time sending emails, so I want to give you some practical advice that will increase that Time Saved on Admin figure and eventually put more of those $$$$$ in your pocket.
The Time-Slashing (and Time-Sucking) Dangers of Email
Sending emails is table stakes for anyone trying to drive revenue in a fast-growing business.
Even if you’re doing face-to-face sales calls, setting up an in-person meeting, or working on a low-touch model - you’ll still need to use emails to manage customer relationships. After you seal your deal, there’s a red hot chance you’ll use email as a key channel to develop the relationship and increase lifetime value by upselling and reducing churn.
To help you sidestep the usual time-sucking traps that come with sales emails, we’ve collected four simple and practical tactics from a collection of Pipedrive sales experts to help you cut down on your inbox admin and spend more time closing deals.
Timesaver #1 - Use Sales Email Templates
Time spent drafting the same email over and over again is not the best use of your hours. One of the best ways to make emailing more efficient is to use templates from your sales CRM.
While it may seem like an obvious timesaver, not everyone takes advantage of the technology available to automate your sales emails with customizable templates.
Email templates will help you scale your communications at speed, while still maintaining a high-quality standard.
You can even integrate your email service provider with your Pipedrive hub using email sync, allowing you to send and receive email from Pipedrive. This way, you keep all of your email data in your one centralized sales hub. That means anyone else in your team working on a contact or a deal can see the contextual information from related emails inside Pipedrive.
Here’s a little explainer video to show you how easy it is for a sales rep to log into their Pipedrive CRM, select a pre-loaded email template, customize the template for a relevant contact, and send the email with one click - direct from their Pipedrive sales inbox.
Pipedrive also allows each user to customize the email signature, helping you to maintain that personal touch.
Whether you use the templates that come with your CRM or custom ones that you created yourself - having a preset group of emails in your toolkit can cut down on so much daily email composition time that you’d rather spend selling.
Bonus Time-Saving Resource - Want to strap your cold email conversion rates to a rocket ship?
You need to download our free cold email templates tailored to over 25 different sales situations.
Each template has been crafted by Pipedrive sales experts who have refined these over their career to maximize conversions and score more quality leads. You can customize them to suit your unique needs, otherwise, they are all ready to use right now!
Timesaver #2 - Set Up Email Sequences
Another great way to shave down the hours spent composing emails is to set up an automated email sequence. Creating a series of email templates for specific scenarios and/or types of prospects you encounter in your sales process is a great way to organize time-saving resources for yourself and your entire team.
At this point, you might be wondering, how many emails should each sequence have? While there is no single winning formula for every lead out there, Salesfolk CEO Heather Morgan has set up a consistent rule for her clients that every outbound campaign should have an 8 email sequence.
Salesfolk is a company that helps B2B companies sell more effectively by improving their messaging through cold email, and based on their expertise, Morgan advises the following:
“Sending 8 emails is typically the magic number because it’s just persistent enough without being too irritating. If you want your prospects to open, read and respond to your cold emails, you must be considerate of their needs and time”
Considering how many emails you need to develop for this sequence, you’ll be grateful for the extensive library of email templates at your disposal.
When prepping those templates, keep your buyer personas in mind to make sure you capture the right messaging for each category of lead.
For example, you wouldn’t be sending out the same type of emails targeted to the pain points of a VP of Sales as you would to the CTO or a Procurement Manager who might influence the purchase decision.
Therefore, you should use customize your templates accordingly, segment your leads using web forms, and trigger personalized workflows based on each lead’s specific needs and pain points.
There’s no easier way to lose out on a sale than sending out poorly targeted emails.
Timesaver #3 - Use Sales Tools that Automate and Track Emails
Now that you have templates and sequences in your pocket, the next step to optimizing your sales email process is to automate them.
Depending on your tool of choice - email sequences can be automated through your CRM, saving you so much time and effort spent composing emails.
Along with the automation of sending the initial and follow up emails, you need to track your efforts to make sure your messaging is on point and that your emails are addressing the pains of your prospect.
Tracking email marketing campaigns is essential to measure the success or failure of your campaigns. This allows you to see exactly how well a campaign performed and, more importantly, why.
A regular sales reporting process will allow you to change tactics or improve your program based on past performance to help you drive better results in the future.
Pipedrive’s email tracking tools are pretty comprehensive. You can monitor email clicks and opens in your sales CRM.
You can also trigger real-time notifications as soon as a prospect opens the email or clicks on any links, informing you exactly when to follow-up. This video shows you exactly how Pipedrive’s email tracking feature can help you give your leads a best-in-class experience: (Just make sure you are aware of your GDPR email tracking responsibilities.)
Timesaver #4 - Manage Your Sales Inbox
Effectively managing your email inbox is just as productive as optimizing the process of sending them out. Some strategic options to make the most of your inbox and email-sending hours are:
1. Be Direct With a Prefix
Too many email subject lines are vague. Tony Scherba, President and founding partner of Yeti LLC, suggests that emails be sent using a prefix like URGENT, PR (please respond), FD (for discussion), FYI, TODO, etc.
This direct way of sending emails makes it easier to filter and prioritize because a lot of time is wasted trying to figure out how you should respond to certain emails.
2. Stop Unnecessary Filing
Spending valuable time organizing emails into different folders is totally unnecessary.
The search function in your inbox makes it easy to find whatever you are looking for, and you can search for current and archived emails with a keyword to help you find what you need quicker.
3. Check Your Email at Set Times
Stop checking your email every 5 minutes! Not only is it distracting, but it’s completely unnecessary.
Schedule certain times in the day for inbox checking instead of sporadically disrupting your workflow. You may be waiting for an important reply that makes your fingers itch to check every moment. Resist the urge, and make some calls instead.
4. First Things First: Email in the Morning
Attack your inbox first thing in the morning when your mind is sharpest. Blocking out this time to take care of emails helps set you up for a productive day. Once you’re done with the planned inbox admin you are free to focus on other productive tasks.
Marc Mawhinney, a coach who helps other coaches build successful businesses and author of Natural Born Coaches, says that when you focus on one thing instead of multitasking your productivity skyrockets.
Less Email Admin = More Sales
Once you simplify your daily email process with these time-saving tactics, you will quickly see the positive effects.
Setting up a process not only cuts down on time wasted but also allows you to reinvest that time on selling. You’ll have a much better chance to smash those quotas when you stop drowning in those draining email admin tasks.