You just sent out an email notifying families that back to school information is available in the parent portal. Within ten minutes, you have a dozen emails with very similar complaints.
You begin responding to each individual email, and forty-five minutes later, you’ve sent out a dozen responses to address each parent.
Being successful in education requires efficiency, and you’ve just spent your time in a very inefficient manner.
Writing the same emails over and over again can be a major time-suck.
You need a different solution.
Enter Email Templates.
Think of them as pre-written emails that you can customize and reuse for various situations. They can include the basic structure and content of your message, leaving you to simply fill in the specific details.
Once you have a specific template, you can use it to respond to similar emails.
When can you use email templates? I have a number of templates that I utilize to avoid sending the same emails over and over again.
Some of the areas in which I use a standard email template to help me save time include:
- Student Placement/Schedules
- Teacher Hiring and Interviews
- Curriculum and Instruction
- Standardized Assessments
- Student Behavior and Discipline
Here is a standard email that I utilize when class placements are completed each year, and parents have a specific request for their child:
Thank you for your email! While we don’t honor specific teacher requests or requests for certain students to be placed with your child, we do try to use all information available to find the best fit for each student.
The information that you shared will be helpful as we consider student placement for next year. We will definitely note the information that you shared. Please let me know if you have any other questions.
Thanks,
Rich Czyz
I simply copy and paste this message (and update if necessary to tailor to a specific message). It saves a ton of time and helps to maintain consistent communication.
If you are not using email templates, you should consider what your most time consuming email topics are. Create a few templates to help save you time down the road.
Rich