"Essentially, an auto-responder allows you to automate part of your marketing campaign." Linda Case, Founder of Remodelers Advantage

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Auto-Response Message Is a Great Time-Management Tool

Chuck Dunnigan, president of Dunnwell Construction in San Diego, Calif., answers every e-mail as soon as he receives it. His secret? An auto-response message that delivers the following reply:

Thank you for your e-mail. E-mails are checked daily in the morning, Monday-Friday. Responses are sent accordingly. If you require urgent assistance, please contact me via phone at (619) 929-7566. Thank you for understanding this move to more efficiency and effectiveness. It helps me accomplish more to serve you better.

Sincerely.
Chuck Dunnigan

The remodeler personally answers e-mail messages in the morning and sometimes in the afternoon, if he has some spare time. He configured his e-mail account with the auto-responder earlier this year and is enjoying the benefits of improved time management, streamlined communication, and well-managed client expectations.

“I am in the field a lot,” says Dunnigan, “and I use an electronic form mailer for prospects to contact us from our Web site, among other things. The auto-response e-mail message gives them instant contact and lets them know we’re not right in front of the computer. It also helps set limits and parameters right up front and takes the pressure off of having to call someone late in the day so they won’t think you're a flake.”

To get a better handle on managing your communications, try these tips from Dunnigan:

• Delete (without opening) every single e-mail that is not important. “Taking the time to read cute little messages and view photos or the latest new offer from Amazon.com is a waste of time,” says the remodeler.

• For effective communication, nothing beats a face-to-face or mouth-to-ear discussion. “It's very easy for people to ignore your e-mail. It's harder to ignore or hide from a clear verbal agreement. E-mail is easy, but generally not as effective [as spoken communication],” says Dunnigan

• Turn off your cell phone or Blackberry or leave it in the car. This will prevent you from answering it or even looking at it (which is just as bad) in a meeting; everyone is tempted to do this from time to time. Leave the cell phone alone for a couple of hours at a time instead of stopping what you're doing every 30 minutes to take a call.

• Use the auto-response idea on your voice mail. You might record the following outgoing message: ‘Hello, this John Doe of ABC Remodeling. I will be unavailable by phone today. I will check my messages this evening and return all phone calls tomorrow.’ “You’d be amazed at the sense of freedom this one gives you, even if it’s just for a day,” says Dunnigan. “Try it once a week. Despite what your head is telling you, the world will not fall apart, and people will respect you because they know what’s going on.” 

• Always back everything up and always have a pen and paper nearby. “There is nothing that shouts ‘I'm unreliable’ louder than not having anything to write with or saying ‘our computers are down,’ ” says the remodeler.

Uncomplicate your life and save time and money!

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