Reduce, Reuse and Recycle Your Communication
Author of this post: Colleen Wainwright | About Blog Authors »
A certain amount of communicating with clients, vendors, and associates has to be handled fresh each time it happens. But a surprising amount can be repurposed and tweaked a bit to apply more exactly to the situation at hand.
Those pesky inquiries you get again and again (or will get—trust me) are great to have a boilerplate ready for. If you spend time creating one really masterful email, then you’ll save time by sending virtually the same thing out again and again. Consider developing a boilerplate for the following:
• How you need files delivered
• What it is you do (the short, medium and loooong version)
• Directions to your studio
• Why a logo costs more than five dollars
• Why you don’t release layered Photoshop files
In addition to being handy at work, boilerplates will save your bacon when you decide to get involved with a professional organization (and of course, you know that getting involved with networking groups, design organizations and the like are as good for your career growth as your personal growth!). I learned this when I became an officer of my local Toastmasters club. As VP of Membership, I was suddenly barraged with questions from nervous, would-be speakers, each person thinking theirs was the most difficult, unique, extraordinary circumstance that the (very detailed) info we provided on the website didn’t adequately cover.
Pretty quickly, I realized that all of the inquiries came in one of three flavors, or a combination of them. I spent a little time crafting three killer answers, and from then on all I had to do were minor tweaks. I was even able to forward on my gems for the next VP-M to use during her term!
Boilerplate best practices:
1. Let it simmer
To craft good, thorough, “evergreen” answers, it’s best to draft your boilerplates a little at a time. Sketch something out, come back to it, work on it some more. Or, if you’ve got questions that have to be addressed now, craft that email or document and send it, but know you’ll come back to that specific draft and improve it the next time you have a moment, a thought, or—yes—a need!
2. Capture things in the moment
As a writer, the number one thing I’ve learned is that if you don’t write it down, it’s lost forever. Get in the habit of carrying a small notebook or stack of index cards and a pen. When something strikes you, write it down right then! You can transfer it later to a working draft you keep on the computer, either in a .txt file, an email draft, or your favorite word processor.
3. Don’t write mad!
This sounds silly, but occasionally you’ll get queries that make you want to put your fist through the monitor. Do NOT reply until you’ve cooled off! Sometimes, what looks like a belligerent, obnoxious question is just ignorance (if you can’t tell, I’m thinking of those questions about why my logos are “so expensive”, and what’s the problem with turning over intellectual property). Most civilians aren’t spoiling for a fight with entitled designers; they’re really just ignorant of the process! Use the opportunity to educate one seeker, and you’ll have an answer for eternity.
A great way to start developing boilerplate text, even if you’re not getting inquiries yet, is to create a blog: blogs are terrific for driving traffic, raising your profile, and establishing yourself as an expert in your chosen field. You’ll want one for your business eventually, anyway. Start writing about the issues of design, collaboration and workflow, and eventually you’ll have a comprehensive FAQ, as well as a quick answer for those potential clients.
For more tips on how to become a better communicator, please sign up for my monthly newsletter, communicatrix | focuses. Free…and no boilerplate, ever!
