Helping Insurance Experts Build Great Businesses
www.ICMentor.com

August, 2007

Making Email Work for You

Email can be the most useful communications tool you have. However, if you don’t use it well, you're limiting your own personal effectiveness.

Check your e-mail at least twice a day, everyday -- Yes, that means Saturday and Sunday. If you don’t check your email, you can’t stay up to date with what people are asking you. Failure to respond to an e-mail within 24 hours is just bad business. In many cases, it’s rude. Clients are sending you notes and requests. They’re expecting a reply. A reputation for quick response is a competitive advantage.

Respond to most emails to confirm receipt -- While email is a great tool, it isn't perfect. Messages do get lost. Some get labeled as spam and are filtered. A quick reply to a note lets the sender know you got the message. You can set expectations on when you will reply to any requests too.

Use an effective signature file at the end of every e-mail -- Develop one or more signature files. The signature file is a listing of contact information that's automatically placed at the end of every e-mail that you send. It should include your name, company name, address, phone number, fax number, email, and web site address. You might also want to include the tag line or other description of your company.

Use an effective subject line in every e-mail -- We judge a book by its cover. We judge an e-mail by its subject line. An effective subject line makes it easy to determine whether an item is something of interest or not. It also allows you a hint as to whether an e-mail from an unfamiliar person is spam or not. Subject lines can help you find an e-mail several months from now. Never leave the subject blank. Many spam filters automatically pull out e-mails with no subject and dump them in the trash.

Be kind to others and limit to the number of people you cc -- One of the problems with e-mail is that it’s too easy to send a note to people. Once you’ve composed a letter it’s very simple to add 15 recipients to the list even if half of them have no interest or no need of the contents of the e-mail you’re sending.

Make sure your spell check is turned on -- Use spell check on every message. Let technology help you communicate more professionally.

Dump the fancy backgrounds, images, and colors -- Colored backgrounds, dancing happy faces, and other formatting can detract from the professionalism of your message. They can also mess up the formatting of replies the recipient wants to make. Keep the background white and the typeface black.

Consider not sending an email -- Is email the really the best way to communicate your particular message? Would a phone call result in better communications? If you're angry or upset when you are writing, consider waiting to hit the send button. Even an hour long pause may save you embarrassment later.

Referral Network - I'm building an online listing of insurance consultants. This may grow into a referral network and directory. I need to know who is out there! If you're interested in being a part of a directory, please complete the form. There is no cost or fee.

Consultant Mentor Program - Designed to help you build your business faster, with less hassle, and fewer false starts. Grow your current practice or gain the edge in your startup. The object is for you to make your business the best it can be - faster and more profitably. Visit my informational page at Consultant Mentor Program. Check out my Insurance Consultant's Handbook too.

Insurance Agent Mentor Program - Is your insurance career as successful as it can be? Is your book of business growing as fast as you would like? Is your retention as strong as others in your agency? I'm glad to talk about how we might be able to work together to build your book of business. Visit my informational page at Insurance Agent Mentor Program.

Please Forward This Newsletter To Other Insurance People

Scott Simmonds, CPCU, ARM
Insurance Consulting
Phone 207-284-0085
Fax 802-992-4027
Scott@ScottSimmonds.com
www.ScottSimmonds.com

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Comments regarding insurance policies or products in this newsletter do not constitute an endorsement. I accept no fees of any kind from any company mentioned in this newsletter.

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