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As a home baker running your own business, staying on top of customer orders, inquiries, and marketing emails can quickly become overwhelming. But what if you could automate some of those repetitive tasks and free up more time for baking? That’s where Gmail automations come in!
In this post, we’ll walk you through some simple steps to set up automations in Gmail that will help you streamline your workflow, keep your inbox organized, and allow you to focus more on doing what you love.
Why Automate Your Gmail Inbox?
Gmail automations allow you to:
Automatically label and organize incoming emails.
Filter emails to prioritize important ones.
Send out-of-office responses when you're busy baking.
Automatically delete or archive irrelevant emails.
Create templates for common responses to save time.
Now, let's break down how to set these automations up.
Set Up Templates (Canned Responses)
If you find yourself typing similar responses over and over, Gmail’s Templates feature (formerly called Canned Responses) can save you time and ensure consistency in your communication. Templates allow you to create reusable email responses for frequently asked questions, order confirmations, delivery information, and more. Let’s go through the steps for setting up templates, how to use them, and some best practices to maximize their effectiveness.
How to Enable and Create Templates in Gmail
Before you start, you’ll need to enable the Templates feature in Gmail. Here’s how to get started:
Enable Templates in Gmail:
Open Gmail, click on the gear icon in the top right corner, and select “See all settings.”
Click the “Advanced” tab.
Find “Templates” in the list and select “Enable.”
Scroll down and click “Save Changes” to activate the feature.
Create a New Template:
Compose a new email as you normally would. Write the message you want to save as a template (e.g., a standard order confirmation).
Instead of sending the email, click the three dots in the lower-right corner of the email window.
Hover over “Templates” and select “Save draft as template” > “Save as new template.”
Name your template descriptively so it’s easy to identify later (e.g., “Order Confirmation” or “Pickup Instructions”).
Click Save to store your template.
Using Templates in Your Emails:
When you’re ready to use a saved template, open a new email or reply to a message.
Click the three dots in the email window, hover over “Templates,” and choose the template you want to use.
The template text will appear in your email draft, ready for you to edit if needed and send.
Best Practices for Using Templates
Templates are powerful tools, but a few best practices can make them even more effective:
Personalize Where Possible:
While templates save time, it’s best to personalize each response with the customer’s name or any specific details about their order. For instance, add the customer’s name in the greeting or reference the item they ordered to make the response feel more personal.
Organize and Name Templates Clearly:
As you create more templates, keep them organized by naming them descriptively. A clear naming system helps you quickly find the template you need. For example, label templates based on their function, like “Order Confirmation,” “Pickup Instructions,” or “Thank You for Inquiry.”
Regularly Update Templates:
As your business grows or your policies change, be sure to update your templates to reflect current information. Set a reminder to review your templates periodically to ensure they remain accurate and relevant.
Be Consistent with Tone:
Choose a tone that reflects your brand and keep it consistent across all templates.
Test and Edit for Common Situations:
Write templates that cover a variety of common customer interactions, from inquiries to order updates. This will prepare you for nearly any question or issue that may come up.
Examples of Useful Templates for Home Bakers
Here are some common templates that may be helpful for your home baking business:
Order Confirmation: Thank the customer for their order, confirm the items and details, and let them know the expected timeline for delivery or pickup.Example:Hi [Customer Name], thank you for your order! We’re excited to prepare your delicious treats. Here’s a summary of your order: [List items]. Your order will be ready for pickup on [date/time] at [location]. Please let us know if you have any questions!
Delivery/Pickup Instructions: Provide customers with directions or pickup instructions, including any specific guidelines or pickup times.Example:Hello [Customer Name], your order will be available for pickup at [location]. Please come by between [time range] and contact us if you have any issues finding the location. Thank you, and we hope you enjoy your treats!
General Inquiry Response: Reply to common questions regarding products, availability, pricing, or ordering.Example:Hi there! Thank you for reaching out to [Your Bakery Name]. We offer a variety of treats, including [list popular items]. To place an order, simply [explain process]. Feel free to reach out if you have any further questions!
The Icing On The Cake
By setting up and using templates in Gmail, you can save significant time and create a more efficient, professional communication process for your baking business. Templates make it easy to handle repetitive questions, manage orders, and respond promptly to customers, giving you more time to focus on baking while ensuring customers feel valued and well-informed.
Be sure to follow the blog as we post the rest of the Gmail Automation series with even more step-by-step instructions to save you time!
Gmail automations are a great start for managing day-to-day tasks and keeping your inbox organized. However, as your home baking business grows, Gmail alone won’t cut it for successful email marketing. It lacks key features like audience segmentation, automated campaigns, performance tracking, and professional templates—all of which are essential for growing your customer base and boosting sales.
That’s where email marketing platforms like Flodesk come in. These tools allow you to create targeted campaigns, automate emails, track performance, and send beautifully branded messages that engage your customers and drive sales.
To truly scale your business, an email marketing platform is key. It’s time to move beyond Gmail and take your email marketing to the next level!
Learn about the Email Marketing Lab, a course where I’ll set up your email marketing for success and make it work for your business.
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