Once you’ve separated monotonous busy work emails from requests for a human connection, you’re ready to plow through the former as quickly as possible. Boiler plating, or using prewritten email messages, can save you buckets of time. “But every email is a unique snowflake!” you may be thinking. Well here are just a few of the emails that I’ve boiler plated:
- I’m sick did I miss anything important?
- What’s my grade?
- I’m Bobby’s dad what’s his grade (a FERPA request)
- Can I email you my paper? (Answer: No)
- THE PDF YOU GAVE US DOESN’T WORK
- When are your office hours?
TextExpander (or it’s Windows doppelgänger Breezy) is a little program that allows you to write blurbs of text that will automagically plop into anything you write when you type a predefined string of text. TextExpander is always watching what you type just waiting for one of these strings. This is super handy for pieces of text you write all the time.
So for instance, I’m always typing the name of my university. So I’ve got it set up so that when I type ggsu it replaces these four letters with Georgia Southern University. TextExpander speeds up all of my emails because I script all of my salutations. To make it easy to remember I repeat a letter 3 times and use t for a generic thanks, p for professional sign offs, and f for a friendly goodbye.
TextExpander allows you to add more than just text. You can have returns, it can add into a prewritten block of text what you have copied in the clipboard, and for the super nerds, you can even run code within your blurb. Confused? Check out this video:
TextExpander can be purchased here and it’s PC equivalent can be purchased here. If you use both a PC and a Mac, it’s easy to synch the two up using Dropbox. Finally, if you have an iPhone or iPad TextExpander is available on both platforms.
If you’re institution uses Gmail as it’s email client, they love you. Almost all other email clients are absolutely awful for anyone who gets more than 5 emails a day. One of the best things about Gmail is the Labs feature where you can elect to turn on added functionality to your Gmail account. One of my favorites is a feature called Canned Emails that allows you to write boiler plate blocks of text, save them, and then plop them into an email from a drop down menu. It’s super slick.
Always be on the lookout for interactions that can be boiler platted. If you find yourself writing something more than once, try using Canned Emails and/or TextExpander. Remember, every moment you spend on interactions that don’t increase human connection, is an opportunity lost.