What Are Canned Responses?
Do you find your customer service team writing the same email over and over again?
Well, managing a busy email box and handling numerous tickets each day is undoubtedly time-consuming. Besides, repeatedly writing or even copying and pasting the same response is dull and inefficient.
On an average, an interaction worker spends approximately 28 percent of the time during his workweek managing the e-mail, which in turn prevents them from doing the most productive tasks.
Solution – Canned responses!
Canned Responses are e-mail templates created to send a response to prospect and lead situations that frequently occur over e-mail. These responses are the category specific and are easy to access from your reply page. In simple term it means you create a response once and store it in your CRM system, then every time you need to send a response to customer you can just insert the canned response.
With these responses, you can simplify the repetitive responses, while speeding up the workflow and enhancing client satisfaction rate.
Benefits of Using Canned Responses
Canned Responses are useful, but here is how they make your support team more efficient.
Professional and Personalized Messages
While writing an e-mail, most of the effort goes in planning the email-template. But when sending a canned response, they provide complete requested information in regard to client and prospects automatically. Choose the fields, and rest the system ensures a personal approach to the reply.
Saves Time and Enhances Productivity
As your support rep sees a frequently asked question (FAQ) or common query in their inbox, they can leverage canned response and send it immediately. This approach reduces the response time and allows them to finish more tickets in a day.
Can Send a Mass Message Out
You can create multiple canned responses for any situation possible, beforehand. The situations include sending out a mass message out, sharing the same details, or informing on some deals, and more. This comes as an easy way to ensure that everyone who is contacting you is on the same page.
Reduces Chances of Error
Make the same canned response and circulate it through your entire team. With this, every customer support executive will convey same information, and there will be less or no error in sending across the response to the whole customer base.
Where Can You Use Canned Responses?
Although there are various uses of canned responses, but here are top two situations where they act as a lifesaver for your team:
Frequently Asked Question section has the same set of queries, and you can set canned responses to answer them. Whether the users need more details on your buying process or refund policy, just set up a page on your website and include the link in the canned response.
Send a canned response that will walk the clients through the process of setting up a meeting or booking a consultation with you. As done, the response can take them to share your latest feature or a social media post.
Canned responses is a great way to prepare email replies in advance and use it again and again. Solastis CRM provides this feature where you can create responses in advance and then use it when needed.