Debbie Mayo Smith, International Motivational Speaker
Motivational Speakers, Sales, Marketing, Time Management, Productivity, Technology, Tips

Archive for the ‘email’ Category

Five Simple Marketing Ideas For The New Year

Wednesday, February 1st, 2012

1. Start doing press releases.

You can make a press release up about almost everything. Extra learning you’ve taken on, certificates and awards, new customers, sponsorship taken in the community. Try to spread the word – be a better marketer!

2. Start writing articles and submit them to industry periodicals and publications your target market reads.

Articles or comments, quotes by you in articles, work so much more effectively than advertising. If you write an article produced in your target market’s periodicals, you’re almost endorsed as an expert – and how many new eyeballs does your name come across to?

3. Use Email Signatures cleverly.

Signatures on emails are a great way to market yourself to different clients and your different products and services. Your email software package should have a Wizard that walks you through creating it. In Outlook it is the tools menu > options > mail format > signatures.

4. Start doing Thank-you notes, cards and emails.

You know the recommendation that you should always send out thank-you notes and cards. But what if you see a lot of prospective new clients in a week? Or you’re just too busy? Why not do a mix of thank-you notes and emails?

5. Direct Your Audience in what action you want them to take?

Plan ahead. Sure, you might want people to click through to your website and order something then and there. But is there anything else? Do you want them perhaps to give you more information? Do you want them to pass the email on to a friend? Do you want them to sign up for regular emails? So if this book is prompting you towards your first email campaign, stop. Go for a walk. Think. Really think. What actions do you really want your readers to take?

Common keyboard shortcuts you should know and love

Wednesday, March 30th, 2011

The following shortcuts will save you a lot of time and stress while sitting at the keyboard. This is a go to table to help you memorise these important shortcuts.

Open CONTROL + O
Undo CONTROL + Z
Save CONTROL + S
Print CONTROL + P
Close the active window ALT + F4
Bold CONTROL + B
Italic CONTROL + I
Underline CONTROL + U
Align right CONTROL + R
Align center CONTROL + E
Align left CONTROL + L
Copy CONTROL + C
Cut CONTROL + X
Paste CONTROL + V
Open the clipboard CONTROL + C + C
Select whole document CONTROL + A
Spell checker F7

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How Can I Become A Marketing Maven?

Thursday, March 10th, 2011

Let me introduce you to one of the best kept secrets and most underutilised assets in Outlook Contacts. And that’s Categories.

What are categories?

A category is a keyword or phrase that you can assign to a Contact (email, appointment, task.) You can assign one or as many categories as you like to each item.

Why are Categories so utterly brilliant? 4 Reasons:


  1. Categorise and Target
    By what is important to you (or, more wisely to them). You can create categories by industry, by company size, by their nature of business with you.
  2. Organisation
    Helps you easily find, sort, filter, or group contacts.
  3. Track related but different items
    For example all the meetings, contacts, and emails for a baseball committee you’re on or any business project. Create a category (Baseball or New Project) and assign items to it.
  4. Minimises folder requirements.
    For example, you can keep business and personal tasks in the same task list and use the Business and Personal categories to view the tasks separately.

If you like this tip please share it with your friends and colleagues.

How Can I Become A Marketing Maven?

Thursday, March 10th, 2011

Let me introduce you to one of the best kept secrets and most underutilised assets in Outlook Contacts. And that’s Categories.

What are categories?

A category is a keyword or phrase that you can assign to a Contact (email, appointment, task.) You can assign one or as many categories as you like to each item.

Why are Categories so utterly brilliant? 4 Reasons:


  1. Categorise and Target
    By what is important to you (or, more wisely to them). You can create categories by industry, by company size, by their nature of business with you.
  2. Organisation
    Helps you easily find, sort, filter, or group contacts.
  3. Track related but different items
    For example all the meetings, contacts, and emails for a baseball committee you’re on or any business project. Create a category (Baseball or New Project) and assign items to it.
  4. Minimises folder requirements.
    For example, you can keep business and personal tasks in the same task list and use the Business and Personal categories to view the tasks separately.

If you like this tip please share it with your friends and colleagues.

Be An Elephant. Never Forget Again

Thursday, March 3rd, 2011

How’s Your Memory?


Do you ever forget to follow up on important outgoing emails (answers required, proposals, quotes?)

Need a memory prompt for bills to pay or people to contact?

Throw away those scraps of paper and let me introduce you to Tasks – your new memory prompter. Once you start using Tasks – you’ll wonder how you lived without this function before!

How to create a Task

  1. Go to your Tasks Folder, click the New button  or
  2. While you’re anywhere in Outlook go to the File menu, point to New and Click Task.
  3. In the Subject box, type a Task name.
  4. Complete any other boxes on the Task and Details tabs for information you want to record for the Task.

To make the Task recur (for bill payments, events, birthdays) click Recurrence, click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the task to recur.

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Managing important contacts

Thursday, December 2nd, 2010

View Contacts Differently (Outlook Office)
Almost everyone looks at their contacts in a view called address cards (resembling mini business cards.) You do see a lot of detail for each contact; however you don’t see many contacts at one time. There are many more ways to view your contacts – by company, category, location, phone…

  1. In contacts click the View menu
  2. Select Arrange By
  3. Select Current View and make your selection.

Email Your Contact Card  (Outlook Office)


Don’t forget to  set yourself up as a Contact (with plenty of detail.) You have the option of sending your contact ‘Vcard’ as an attachment with your emails. If the recipient clicks it – it gets added to their Contacts.

To insert your VCard

  1. In your Inbox, click the View menu
  2. Select Insert Item
  3. Click Contacts, scroll til you find yours.
  4. Click Insert.

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Improve your online customer newsletters

Monday, November 8th, 2010

With everyone suffering from email overload and the average online newsletter being anything but a newsletter, here’s three tips to get your online newsletters noticed, valued and read:

1. Espresso versus the latte bowl.
Short, quick, succinct – but with personality.

2. Them, not you What can you put in it to make your readers more interested? You can sell a little bit, but it can’t be the real reason for your newsletter (even though that is exactly what you want).

3. Business interests, not business activity While doing research for a speaking engagement, I interviewed a typical large client – the head of collections for a large bank. I asked, ‘What are you interested in reading for business?’ He replied, ‘Not collections. That’s a piece of cake. I’m interested in articles on leadership, on motivating staff, on training
staff . . .’

Have you thought of this angle when doing your customer communications?

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Five Permission Email Tips For Marketing

Friday, April 23rd, 2010

 

1. Only email those who have asked. It’s the law

If someone hands you their business card, don’t assume you can just add them to your email list. Ask first – the best time to mention it is when you get the card in your hand. Say something like: ‘I’ve got a great online newsletter, would you like to get a free subscription? You can leave it if it doesn’t appeal.’ Nine out of ten times you’ll get an affirmative answer.

 2. Always honour their requests to opt-out.

Make it a simple process. Since people often have multiple email addresses, include on your email the address you have sent it to. This can eliminate a lot of angst on their side and frustration on yours.

3. Allow your customers and prospects to give you their preferences.

Information: how much and how often do they want it? For example, if you’re doing a daily email – cater to those who might prefer to have only some of the information. This makes it more relevant for them instead of having to scan through the entire email.

4. Do not sell or rent your lists.

Your email list can be your goldmine, one of the most valuable assets of your business. Don’t ruin it by selling or renting your email list. 

5. Give and take.

You don’t think people give you their email addresses out of the goodness of their hearts do you? They do it in exchange for something of value to them. A gift, Information. Education. White paper.Chance to win. Be creative, but truly add value. 

6. Respond to customer email inquiries promptly.

Why is it that once someone hits that send key on their computer, they expect an immediate reply? They expect that someone is sitting at a computer ready to read and respond to their email. Have an email policy and enforce it. Ensure that you have a 24-hour turnaround if at all possible.

Software Tips To Avoid Costly Blunders

Friday, April 9th, 2010

 

Duplicate letters or emails, misspellings, incorrect email addresses can make you look silly, plus they’re wasteful. Before you start your next mass communication, here are a few utterly superb tricks that you can use to eliminate waste and a red face.

First, copy the list you’re going to use into Excel if not there already. Why? Because is not just for numbers. You can work database magic, Enmasse!

 Problem: First and last names in one column, you can’t personalise.
Solution: Under the data menu, Text to columns will split it apart. Tell Excel what to look for – comma, space.

Problem: Double or triple last names
Solution: Need to use those Van de Geens split into three columns by text to columns? Concatenate will put many columns into one. 

Problem: Duplicates
Solution: The exact function will show you where. Simply sort by one column – example email addresses. Use exact to compare. It will return a true for the duplicates. Office 2007 has a new remove duplicates function.

Problem: Mixed upper and lower case
Solution: The function Proper will turn everything to proper tense, meaning first letter of each word capitalized, the remaining lower case.

Problem: Extra spaces between names so your text to columns doesn’t work
Solution: The function Trim gets rid of all spaces in excess of one between items.

With the exception of Text to columns, the functions listed are found under Insert function or the fx icon. After using a function, you have one last step. You see Excel still sees the results as functions (you’ll see the end result). To work with the new data simply highlight the column, copy and paste special. Under paste special select value. This removes the function and replaces it with the new proper format of your text, the last names combined from concatenate.

How To Target With A Click

Friday, February 26th, 2010

Would you like to know a secret missile to enable you target and communicate instantly with a selected group of your customers? Suppliers? Distributors? The Missile is Categories in Outlook Let me introduce you to this best kept secret, Categories. What the heck is that I bet you’re thinking. Categories are ‘labels’ that you can assign to your contacts. Lotus Notes has categories, Outlook Express does not. Categories are brilliant because: 1. Contact can have more than one category assigned. For example, it can be classified as a regular customer, by their industry; their preferences; their interests; products purchased… 2.  You can sort your contacts by categories. 3. You can conduct a personalised email or mail merge to the contacts within the selected category. (In Contacts, it’s Tools>Mailmerge) You can get to categories by the edit menu or the little rectangular box in the bottom centre of a contacts. Microsoft Outlook supplies a list of categories, called the Master Category List. You can use selected ones from this list but more importantly it’s as simple as typing in what ever is relevant to you (or more importantly your customers) to create your own unique categories. How do I create a new category? 1.  Select any Contact, click the category box in the bottom centre (or) On the Edit menu, click Categories. 2. Click Master Category List. 3.  In the New category box, type a name for the category. 4. Click Add. 5. To create more categories, repeat steps 3 and 4. 6. Click OK twice.

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Debbie@successis.co.nz


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