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7 Email Templates That Save Me 520 Hours Per Year

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These 7 email templates for delegating tasks to virtual assistants (and declining unnecessary meetings) save me 520 hours per year. See the original post here: http://bit.ly/1LyDSUi

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7 Email Templates That Save Me 520 Hours Per Year

  1. That Save Me 7 Email Templates Per Year 520 Hours
  2. I’m Brian Balfour VP of Growth at Sidekick
  3. I’m Brian Balfour VP of Growth at Sidekick As a former entrepreneur of various businesses funded by venture capitalists…
  4. I used to do EVERYTHING myself.
  5. Resulting in a to-do list. MASSIVE
  6. Until I realized how STRESSFUL this was.
  7. So I started delegating or eliminating tasks that were not important.
  8. Allowing me to FOCUS on important tasks.
  9. As a result, I sold two companies for millions of dollars.
  10. Here's how I did it.
  11. First, I’d prioritize my to-do list into four quadrants
  12. First, I’d prioritize my to-do list into four quadrants Wanna try this method for prioritizing tasks? Click here to learn more
  13. Second, I’d delegate, automate, or decline tasks in quadrants three (Q3) and four (Q4)
  14. Third, I’d use email templates to save myself time.
  15. Third, I’d use email templates to save myself time. Outsourcing Q3 and Q4 tasks saves me at least 10 hours per week of mindless tasks.
  16. That is 520 hours saved per year!
  17. This gives me freedom to focus on...
  18. This gives me freedom to focus on... 1.Important tasks that grow our business.
  19. This gives me freedom to focus on... 1.Important tasks that grow our business. 2.Time with my wife, friends, and family.
  20. These are the 7 types of tasks I will delegate, automate, or decline via email to stay focused.
  21. These are the 7 types of tasks I will delegate, automate, or decline via email to stay focused. 1. Design & development projects 2. Booking travel 3. Scheduling personal appointments 4. Scheduling meetings 5. Personal account changes 6. Coffee or lunch requests 7. Internal meeting requests
  22. 1. Design & Development Projects
  23. Project for you Hi [First Name] I just finished up this project and I’m looking to put some finishing touches on it, but I need your help. Here’s what I’m thinking … [insert project description] For example, here are a few things I have in mind: ● [example 1] ● [example 2] ● [example 3] Could you have this completed within the next 48 hours? If so, please send me an invoice on PayPal as we’ve done in the past to my personal email - brian.balfour@gmail.com. If you have any questions about the project, please respond to this email with your question and leave me your phone number, so I can call you about the project if necessary. Thank you, Brian
  24. For small design projects I use ... Fiverr.com Bonus Tips: Prices vary from $5 to $500, depending on project complexity. Once I find a designer or developer I like through these websites, I keep their contact information and send projects using this email template. For large design projects ... 99Designs.com For development projects I use ... oDesk.com
  25. 2. Booking Travel
  26. Can you please book this trip? Hello, I’m booking a round-trip flight from [departure city] to [arrival city], where I’ll also need a hotel and car rental. Flight details: Departing flight - [departure city] to [arrival city] on [date] - I need to arrive by [time]. Returning flight - [departure city] to [arrival city] on [date] - I need to arrive by [time]. Regarding flight details, I prefer the lowest price, then followed by these preferences: 1. Non-stop flight (required) 2. Aisle seat (preferred) 3. American Airlines (preferred) Hotel details: Regarding the hotel, I’m looking for a three or four star hotel with good reviews (please use TripAdvisor.com to validate for good reviews) for between $175 and $225 per night, located within 5 miles of [address I’m visiting]. Car rental details Regarding the car rental, please use a dealership at the airport, so I can pick up and drop off the car there. Please book a Toyota Camry or Honda Civic (if those aren't available, choose something at a similar price) for my total length of stay in the arrival city. Please respond within 24 hours of the three best package deals for flight + hotel + car rental, which meets all of my requirements. Thank you, Brian
  27. Can you please book this trip? Hello, I’m booking a round-trip flight from [departure city] to [arrival city], where I’ll also need a hotel and car rental. Flight details: Departing flight - [departure city] to [arrival city] on [date] - I need to arrive by [time]. Returning flight - [departure city] to [arrival city] on [date] - I need to arrive by [time]. Regarding flight details, I prefer the lowest price, then followed by these preferences: 1. Non-stop flight (required) 2. Aisle seat (preferred) 3. American Airlines (preferred) Hotel details: Regarding the hotel, I’m looking for a three or four star hotel with good reviews (please use TripAdvisor.com to validate for good reviews) for between $175 and $225 per night, located within 5 miles of [address I’m visiting]. Car rental details Regarding the car rental, please use a dealership at the airport, so I can pick up and drop off the car there. Please book a Toyota Camry or Honda Civic (if those aren't available, choose something at a similar price) for my total length of stay in the arrival city. Please respond within 24 hours of the three best package deals for flight + hotel + car rental, which meets all of my requirements. Thank you, Brian Download template Dang, that’s a lot of text!
  28. Can you please book this trip? Hello, I’m booking a round-trip flight from [departure city] to [arrival city], where I’ll also need a hotel and car rental. Flight details: Departing flight - [departure city] to [arrival city] on [date] - I need to arrive by [time]. Returning flight - [departure city] to [arrival city] on [date] - I need to arrive by [time]. Regarding flight details, I prefer the lowest price, then followed by these preferences: 1. Non-stop flight (required) 2. Aisle seat (preferred) 3. American Airlines (preferred) Hotel details: Regarding the hotel, I’m looking for a three or four star hotel with good reviews (please use TripAdvisor.com to validate for good reviews) for between $175 and $225 per night, located within 5 miles of [address I’m visiting]. Car rental details Regarding the car rental, please use a dealership at the airport, so I can pick up and drop off the car there. Please book a Toyota Camry or Honda Civic (if those aren't available, choose something at a similar price) for my total length of stay in the arrival city. Please respond within 24 hours of the three best package deals for flight + hotel + car rental, which meets all of my requirements. Thank you, Brian Download template Want an easier way to copy and paste these email templates? Dang, that’s a lot of text!
  29. Can you please book this trip? Hello, I’m booking a round-trip flight from [departure city] to [arrival city], where I’ll also need a hotel and car rental. Flight details: Departing flight - [departure city] to [arrival city] on [date] - I need to arrive by [time]. Returning flight - [departure city] to [arrival city] on [date] - I need to arrive by [time]. Regarding flight details, I prefer the lowest price, then followed by these preferences: 1. Non-stop flight (required) 2. Aisle seat (preferred) 3. American Airlines (preferred) Hotel details: Regarding the hotel, I’m looking for a three or four star hotel with good reviews (please use TripAdvisor.com to validate for good reviews) for between $175 and $225 per night, located within 5 miles of [address I’m visiting]. Car rental details Regarding the car rental, please use a dealership at the airport, so I can pick up and drop off the car there. Please book a Toyota Camry or Honda Civic (if those aren't available, choose something at a similar price) for my total length of stay in the arrival city. Please respond within 24 hours of the three best package deals for flight + hotel + car rental, which meets all of my requirements. Thank you, Brian Download templateClick here to download Want an easier way to copy and paste these email templates? Dang, that’s a lot of text!
  30. Website I use: oDesk.com Bonus Tips: Once you build trust with your Virtual Assistant (VA), they can book travel (or other purchases) with your credit card and frequent flyer information, saving you time. Additionally, I use a password manager such as LastPass.com which lets me automatically share usernames and passwords with my VA. Prices are $3 to $20 per hour for a VA on oDesk.com
  31. 3. Scheduling Personal Appointments
  32. Please schedule these appointments Hello, I need the following health appointments scheduled for this month, located within 15 miles of 555 Main St, Apt 101A, Boston, MA, 02112. 1. [First appointment] (ex. vision, chiropractic, dental, doctor, etc) 2. [Second appointment] 3. [Third appointment] Here are the dates and times I’m available: ● March 9-11, 13, 16-17, 19-20 ● 7am - 10am, 3pm - 7pm (EST) However, I don’t have these healthcare providers established yet, so I need someone who covers my insurance. Please use the following steps to find a doctor who accepts my coverage: 1. Look up doctors www.findadoctor.bluecrossma.com who accept my insurance - Blue Cross PPO of Massachusetts. 2. After you find doctor’s through that website, look at Yelp.com for doctors who have at least 3 ratings, with an rating between 3.5 and 5 stars. 3. Schedule an appointment with doctors who are available for those dates 4. Put the appointment on my calendar and send me an email to confirm the details Thank you, Brian Download
  33. Website I use: FancyHands.com Bonus Tips: ● Booking dinner reservations with my parents for when they’re in town. ● Scheduling an evening haircut, based around openings in my calendar. ● Setting an appointment for the most affordable oil change location in the area. ● Booking a massage appointment for my wife. Additional personal scheduling examples with FancyHands.com: Price ranges from $3 to $5.80 per task. For more examples, reference David Kadavay’s Fancy Hands overview.
  34. 4. Scheduling Meetings
  35. Conference call Hi, Can you please coordinate with [First Name #1] and [First Name #2] for a date and time that works for all of us to have a conference call next week? ● [First Name #1]’s email address is [email address] ● [First Name #2]’s email address is [email address] Once you found a time that works for all of us, please setup a conference call, invite us all via email, add the call to my calendar, and have your conference caller connect us all at that time. Thank you, Brian Conference call Download
  36. Website I use: FancyHands.com Bonus Tips: Fancy Hands has access to my calendar, so they schedule meetings for me which limits back and forth email. Price ranges from $3 to $5.80 per task.
  37. 5. Personal Account Changes
  38. Please update this Hi, Can you please make this change? I need to … [Insert problem description]. Here is my account number: ● Time Warner - XXX XXX XXX ● Westfield Gas and Electric - XXX XXX XXX ● Chase - XXX XXX XXX ● Capital One - XXX XXX XXX ● Fidelity - XXX XXX XXX ● Allstate - XXX XXX XXX You can patch me in on my cell phone for security verifications if needed. When completed, please email me a confirmation with the company that you’ve made the change. Thank you, Brian Download
  39. Please update this Hi, Can you please make this change? I need to … [Insert problem description]. Here is my account number: ● Time Warner - XXX XXX XXX ● Westfield Gas and Electric - XXX XXX XXX ● Chase - XXX XXX XXX ● Capital One - XXX XXX XXX ● Fidelity - XXX XXX XXX ● Allstate - XXX XXX XXX You can patch me in on my cell phone for security verifications if needed. When completed, please email me a confirmation with the company that you’ve made the change. Thank you, Brian Pro Tip: Use Sidekick, a free tracking tool, to know when your assistant has opened your emails. Click here to try it out.
  40. Website I use: FancyHands.com Bonus Tips: Keeping login information in this email template for all accounts saves me time, as I can just quickly erase the ones I don’t need. Here are a few examples of personal account changes: Price ranges from $3 to $5.80 per task. ● Upgrading my Time Warner internet package from 15 Mbps to 30 Mbps. ● Reporting and reversing a fraudulent charge on my Chase credit card. ● Automating my electric bill to make automatic payments from my checking account. ● Adding renter’s insurance to my Allstate account.
  41. 6. Coffee or Lunch Requests
  42. Re: Coffee next week? Hi [First Name], Thanks for the message - it’s nice to hear from you. Fortunately, Sidekick has started to take off in exciting ways recently. Unfortunately, that means I have limited time to meet with people, so I can stay focused on our growth. Sorry to say, but I don’t think I can make it. I hope you understand. We’re aiming for some pretty ambitious goals and under the radar from our executive team to deliver big results. I try to get to some marketing conferences and events in the area from time to time, so perhaps we can meet up there and chat. Stay in touch and hopefully we’ll work out a time in the future. Again, thank you for your understanding and best of luck! Sincerely, Brian Download
  43. Bonus Tips: Lunch or coffee requests are imminent for an entrepreneur, but more often than not, they detract from our core goals. However, no one likes being told no, so I try to be as nice as possible. Can’t say no? Try these methods: ● Limit meetings to 15 minutes. This forces the important points out, cutting the fluff. ● Only accept meetings in your office. This reduces travel time to coffee shops, cafes, etc. ● Schedule an event immediately after the meeting. This stops excuses from going over time, as you have to make the next calendar event. Note: This template was inspired by angel investor Mark Suster’s “no templates”
  44. 7. Internal Meeting Requests
  45. Re: Can we meet? Hey [First Name], I’m open to discussing this, but let’s ask ourselves these two questions: 1) Is this urgent? 2) Is it directly related to our current team quarterly goals? If no to both let’s hold off on discussing this until our weekly scheduled meeting. As you’re focused on your goals, I’m focused on mine - strategic growth. If yes to both, great. Just send a calendar invite and email an agenda 5 minutes before our meeting (as always, just schedule this using Sidekick) so I can review it before. This uber-focused mindset is the quickest way for both of us to advance Sidekick and grow ourselves personally. Best, Brian Download
  46. Bonus Tips: Occasionally, we call for meetings that aren’t focused on current goals and/or they don’t set a clear agenda, which can waste time. This template forces us to take a step back and ask ourselves if it’s urgent or if it can wait until our weekly scheduled one-on-one meeting, keeping both of us on track with our goals.
  47. DONE! But why stop now?
  48. Discover 7 more habits to work more effectively and be more productive. Learn the Habits of Highly Effective People

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