Autotexts

Introduction

Autotext is a system which allows the recycling of useful blocks of text in your emails. You can select autotext in Zimbra when composing an email by clicking on "Text Parts".

The use of autotext has a number of benefits:

(a) Emails are quicker to write

(b) Tried and tested email texts can be continuously reused and improved

(c) Some email texts can be standardised across the company

(d) Whole groups of employees benefit from the best texts from an individual

(e) The process of creating autotexts encourages a thought process which refines the content.

Limitations of Autotexts

Autotexts are not supposed to replace independent thought and individually directed communication. An autotext provides the backbone for an email response to an often occurring situation.

You must ensure that you elaborate on an autotext with an individual touch directed at the recipient. From a customer perspective, receiving an email which reads like autotext does not give you confidence that your specific concerns are being properly addressed.

For example, rather than send the same sales text to all new leads, a salesperson should open most sales emails with a personal sentence specific to the company they are emailing. This will increase the conversion ratio a great deal.

Bad opening sentence beginning with autotext:

Dear John,

Many thanks for your enquiry please find below information relating to your enquiry.

Good opening sentence with personal opening sentence then autotext:

Dear John,

Many thanks for your enquiry - we can definitely meet your requirement for delivery a week on Friday. We have actually supplied another NHS department recently and they were very happy with their order.

(begin usual autotext here...)