Business

Check Your Email Less, Without Missing Urgent Messages

September 24, 2018 by Jessica Goddard

You’re chained to your inbox. You know it isn’t healthy, but you have clients to keep happy and email communication is essential. You’d love to be able to just focus on your work – without incessant notifications and the nagging fear of missing an urgent message from one of your valued clients.

You can’t possibly be both responsive and unplugged at the same time. Right?

Wrong!

Listen up Gmail users, using built-in autoresponder and forwarding features you can manage your inbox in a way that:

Gives your valued clients an immediate, helpful response
Provides you with notifications for urgent messages (even when you’re away from your computer)
Helps you focus so you can be more productive and better serve your clients
Makes you look like a total professional badass

Overview

Ready for the details? Great!

In a nutshell, you will be using Gmail’s vacation responder 24/7/365 to provide everyone with a quick, informative response. Then, Gmail will filter messages with “urgent” in the subject line and forward them directly to your phone as a text message.

Step 1: Autoresponder Setup

First things first, let’s setup your autoresponder. We will use Gmail’s vacation responder feature without an end date.

Note: Gmail has a built-in mechanism for limiting the number of times someone sees your autoresponder, so your clients won’t get annoyed receiving the same message every time they email you.

Your autoresponder message should be concise yet informative. Some suggested elements to include in your message:

Links to helpful pages on your website (work with me, featured blog posts, scheduling, etc.)
Answers to frequently asked questions
Your office hours and when a personal response should be expected

Most importantly, you need to provide instructions for getting an urgent message to you. You should determine a trigger word that the person will include in the subject line if they need to reach you ASAP.

Now it’s time to setup the autoresponder.

In your Gmail account, click the gear icon then select “Settings” from the menu.
You will be in the “General” tab by default, scroll all the way to the bottom where you’ll see the ”Vacation responder” section.
Click the “Vacation responder on” radio button.
Insert today’s date in the “First day” field.
Confirm “Last day” is unchecked.
Insert a subject in the “Subject” field and your message in the “Message” field.
Confirm the two checkboxes beneath the message field are unchecked.
Click “Save Changes” and you’re done!

Want to see it in action? Send me an email!

Step 2: Text Message Forwarding Setup

Next, we have to set up Gmail to be able to forward messages to your phone as a text.

Check this post to determine the address to use for sending a text based on your carrier (from the SMS gateway domain column): https://www.digitaltrends.com/mobile/how-to-send-a-text-from-your-email-account/
In your Gmail account, click the gear icon then select “Settings” from the menu.
Click the “Forwarding and POP/IMAP” tab.
Click the “Add a forwarding address” button in the “Forwarding” section.
Enter the address from step 1 and click “Next” then click “Proceed” and “OK.”
You should receive a text asking you to verify the forwarding address setup. When you receive the text, type the confirmation code into the field in this same section then click “Verify.”

All done here! Time for the final step.

Step 3: Email Filter Setup

Now we need to set up the filter that will forward messages to you via text.

In your Gmail account, click the gear icon then select “Settings” from the menu.
Click the “Filters and Blocked Addresses” tab.
Click the blue “Create a new filter” link.
Type you trigger word(s) (as specified in your autoresponder) into the “Subject” field.
Click the light gray “Create filter with this search >>” link.
Check the “Forward it to” checkbox and select the text message address you just set up forwarding.
Click the blue “Create filter” button.

All done! Now, send an email to yourself using the trigger word in the subject line to make sure it’s all working.

Drawbacks

Everything, no matter how perfectly magical it seems, has at least a couple negatives. If you decide to implement this system keep in mind the following:

You will receive bounce-back emails when your autoresponder sends a message to a no-reply message. Annoying, but nothing that you can’t quickly delete. (Or set up a filter to remove them from your inbox!)
Clients (and family) will abuse this power. You won’t be chained to your inbox anymore, but you may receive not-so-urgent text messages in the middle of the night. (For this I recommend using your phone’s do not disturb settings.)

Thoughts?

This is the way that I’m currently managing my inbox and it has reduced stress so much.

What do you think about this setup? Are you going to try it out? I’d love to hear your tips for breaking the inbox chains, without missing urgent messages.

Write Effortless Blog Posts Using Trello, Google Docs, and WordPress

October 16, 2017 by Jessica Goddard

You need a blog.

I’ve heard it over and over. I’ve even said those words to fellow business owners, but it took almost a decade in business before I finally found a way to make it happen.

I’ve always struggled with writing content for my business. I have beautiful, eloquently formed ideas swirling around in my head…until I sit down to write. Then, my mind goes blank, just like the screen I not-so-lovingly call the “White Screen of Panic.”

Blog anxiety is real, but I’ve figured out a way to overcome. Like most things in my life, a methodical approach has been my ticket to success.

With a documented process and the right tools, I’ve managed to find my blogging stride. Today I’m going to share it all with you, in hopes that you can also find your mojo.

Start with a Sprint

Whenever I thought about starting a blog a few questions popped into my head.

What should my first post be!?

What if I don’t keep up with it?

What if it’s just really bad?

To alleviate this pressure I decided I needed to start hard and fast – with a sprint. For three weeks I wrote a blog post every weekday.

Instead of feeling like I had one first blog post, I had several (of varying topics)! I scheduled the posts to be published the week after I wrote them so that I’d have a buffer in case something came up that kept me from writing one day.

As for the quality of those first posts? Not my best work, but the beautiful thing about blog posts is I can go back and improve the shabby ones (which I’m currently doing).

After writing every day for three weeks I took a step back and started writing three blog posts every Monday. Now, I’m writing one blog post per week so I can focus on marketing as well.

Trello for Blog Process Management

I manage my blog process, from idea to completion, in Trello.

My first list is the dumping ground for all of my ideas. I color code them based on topic (or blog category) to make sure I have a good mix.

Beside the Ideas list I have one called Up Next. I move cards from the Ideas list to here when I’m feeling inspired by the topic. (I have a lot of ideas so it can get pretty overwhelming.)

Cards in the Ideas and Up Next lists will often have preliminary outlines (checklists), notes, links to resources, etc. to help expedite the blog writing process when it’s time.

As I go through the writing, pre-publishing, and publishing process I move the cards through the different lists (Outlines, Drafts, Graphics and Scheduling, Promoting, Done) to keep track of where I am with each post. Often I’m only working on one or two at a time so it’s pretty easy to manage, but I like the visual reward of moving the post across to the various lists.

Posts in the Done column include due dates (the date the blog post was scheduled for publishing) and images (to quickly see what I’ve posted recently.

Google Docs for Blog Outlining and Writing

Remember that “White Screen of Panic” I mentioned at the beginning? Well, this is where overcoming that reaction comes in.

To make sure I never start with a plain white screen I’ve created a blog template that I use for every post.

At the top of the post, I include a list of all of the SEO and marketing data I will need. This includes:

A keyword
Page description
Text for the featured image
Alt text for the image (also used as the default Pinterest description)
Content upgrade to be used
Copy for social media posts

Having all of the SEO and marketing data figured out makes pre-publishing a breeze. (Need a little help understanding the SEO terms above? Check out this post on simplified SEO.)

I also include a simple checklist of things I’d like to include in each blog post:

Click-to-tweet quote
Formatting (bold, italic, etc.)
Link(s) to internal page(s)
Link(s) to external page(s)

When I first started writing blog posts I would just “wing it” and write the whole thing at once. Now I create outlines first because I’ve discovered it makes the actual writing process go so much smoother and results in much more cohesive posts.

In my blog template, I include a starter outline. It reminds me to include an introduction (hook the reader), a body with 3-5 main points, and a conclusion with a call-to-action.

Typically I write my outline a day or more before writing the post because I like to marinate on the topic. Despite best practices, I only write one draft, editing and formatting as I go. (I don’t recommend this…but, you know.)

Migrate Blog Posts with Ease

So, maybe I’m late to the game, but I just discovered that there is an amazing Google Docs add-on that moves blog posts to WordPress WITH FORMATTING.

Do you realize how huge this is? Before I would apply formatting in Google Docs then migrate and either clean up the messy HTML or paste as plain text and reformat. Now it’s one click and I’m set!

To use the add-on you have to install Jetpack on your website and install a Chrome extension. (Note: I know that Jetpack isn’t the most loved plugin by WordPress developers, but I haven’t had any negative effects since I started using it.)

Don’t use Chrome or don’t want to use Jetpack? There is at least one other plugin that allows you to do it easily, but I haven’t tried it.

Final Blog Prep in WordPress

Once my blog post has been migrated to WordPress it’s time for final pre-publishing preparations.

First, I set the date for when I’d like the post to be published. If I don’t do this first I will inevitably end up publishing the post immediately instead of scheduling it. Next, I select a category for the post, specify tags, and upload a featured image.

Moving back to the post itself I insert the post image and set the alt text. I use the Grammarly extension for Chrome to check for any grammar and spelling mistakes that Google Docs missed and set up my click-to-tweet phrases with the Better Click to Tweet plugin.

Moving my attention to SEO, I insert my keyword and description using the Yoast SEO plugin. Yoast then lets me know how SEO friendly my post is and I make any edits that I deem necessary.

Finally, I prep my social media posts that will be published when the blog post is published using the Social Networks Auto-Poster (SNAP) plugin and schedule my Instagram post using Later.

Wrapping Up

[bctt tweet=”A lot goes on behind-the-scenes of every blog post.” username=”jess_creates”]

My process has changed significantly since I started, and I’m sure I will continue to refine my process and template.

Following these steps has allowed me to focus more on social media and SEO than I was able to previously.

Want to snag a copy of my Trello board and Google Docs template?

Three Essential Elements of an Email Autoresponder

October 2, 2017 by Jessica Goddard

I wrote the other day about how using an email autoresponder can reduce your stress and satisfy the needs of your clients. But, what should you include in your message? Here are three key elements to include for maximum effect.

Make a Connection

You know the old saying “you only make a first impression once”? Well, for many people your autoresponder will be the first contact they have with you.

Using your brand voice, acknowledge receipt of the message and welcome people into your inbox. Making your autoresponder feel personal and appreciative will help put people at ease as they wait for your reply.

Provide a Timeframe

Sending an email can feel like sending a message out into the abyss waiting for a reply that may never come.

Include your typical response time or office hours in your autoresponder so people know when they can expect to hear back from you. Oh, and please remember to stick to your word.

Help Them Help Themselves

As service providers, I believe we should provide value in every possible scenario and your autoresponder is no different.

When possible, provide recommendations for what someone can do while they wait for your reply.

Do your clients have urgent situations that need special attention? Tell them how they should contact you.
Do many people email you with similar questions? Provide a list of resources they can check out to find their answer.
Is there a product that most of your contacts could benefit from? Link to the product and explain how it can help.

Empower people to take care of their own needs quickly and they’ll love you for being so thoughtful (and making it so easy!).

Go Implement!

Do you have an autoresponder or are you writing one for the first time? Don’t forget the elements listed above!

If you have one that you use I’d love to see it! Email me a copy.

A Cure for Email Anxiety

September 29, 2017 by Jessica Goddard

New email. Did you just feel a shudder go down your spine?

[bctt tweet=”We have become a slave to email and it’s time to take our lives back.” username=”jess_creates”]

If you’re anything like me you spend too much time in your email. I get anxious as soon as I see a new email pop up. I feel like I must respond to everything immediately. And if I don’t? Well, I’ve failed.

The problem is I am failing. Not because I’m not responding to every message immediately, but because email is decreasing my productivity. Which takes valuable time away from my clients, my family, and myself.

An Easy Solution for Email Anxiety

So, what is the solution? An autoresponder.

Typically you think of an email autoresponder when you are going on vacation (also referred to as an out-of-office message). I’m proposing, however, that you use this autoresponder ALL THE TIME.

You may be hesitant to do this, thinking it’s not going to serve your clients as well as an immediate response directly from you, but I disagree.

Quicker Response = Content Contacts

You may be on your email like white on rice, but even you can’t respond as quickly as an autoresponder.

These days we are all programmed for immediate gratification. A well-executed autoresponder will give people an immediate feeling of comfort knowing their message has been received and will be handled in a defined period of time.

Quicker Resolution = Less Work

Less work? Really? Yes!

An informative autoresponder can help clients help themselves, which means less for you to do. Let people know what resources are available to them, where they can go to get help, and/or how to reach you in case of an emergency.

Don’t worry, all of their initial messages will still be in your email so you can check in and make sure they found what they needed (or address the things only you can settle).

More Attention = Happier Clients

I’m sure you want happier clients. Happy clients mean repeat projects and quality referrals.

Clients like working with you not only because you produce kick-ass work, but because you provide the attention that they need (and deserve!). When you get out of your inbox, you can be more focused on your most important tasks and pay more attention to what you are providing your clients.

[bctt tweet=”Less time in your inbox means more time focusing on client projects.” username=”jess_creates”]

What do you think?

Are you ready for happier clients and less anxiety? Turn on your autoresponder!

If you’re trying out this method or you’ve long been a fan, I’d love to know! Send me a copy of your email responder so I can see how you’re using it to your advantage.

Not sure what you should include in your email autoresponder? Check out this post for three essential elements of an email autoresponder.

Movie Spin-offs and Blogging

September 20, 2017 by Jessica Goddard

If you’re anything like me you are thinking about your business even when you are doing something totally unrelated. Well, I’ve been thinking a lot lately about blogging. Mostly because I just started mine (in my third week now!), and I feel a constant struggle to come up with my next topic. Here’s my recent “light bulb moment.”

If you have kids, and you have Netflix, you may have seen one (or several) of the Disney fairy movies. These movies are a spin-off from Peter Pan, starring Tinker Bell and her fairy friends. Obviously this is not the first spin-off movie or television show, but it’s the one my daughter was watching when things clicked for me.

Disney made these spin-offs because there was interest in Tinker Bell from a movie that wasn’t all about her. We can find the same interest in our content and conversations and use it to our advantage.

Hopefully you have some form of analytics installed on your blog and/or social media. From those analytics you should be able to figure out what your most popular posts have been, and even what conversation was spurred by those posts. Do you see where I’m going here?

Use that data to come up with spin-off content from the originals! Your audience is telling you what they like, so give it to them! It’s amazing when you really dig into it how many posts you can create from one initial topic.

That said, I’m still working on this whole blog (content) thing, and I’m by no means an expert. I just know a good idea when I see one.

Five Marketing Lessons Learned While Dieting

September 19, 2017 by Jessica Goddard

As a solopreneur I often find my life and business intertwined – gaining insight in one area based on my actions in the other. Right now a large part of my personal life revolves around diet and exercise, and in that I’ve found some surprising connections to marketing my business.

I had my second child about 18 months ago, and it has been rough. Aside from the struggles of raising an infant (now toddler) and dealing with depression I have found it impossible to lose weight, despite what I assumed was my best efforts. Today, however, I’m happy to report that I have lost almost 10 pounds by making some simple changes in my life – and now I’m applying the same principles to my business.

Lesson 1: What Worked Before May Not Work Now

As someone who has had a constant struggle with weight, I was no stranger to dieting and making lifestyle changes to get results. So, once I exited the newborn fog I set out to drop some pounds. Unfortunately, what worked in the past did not work anymore. Blame it on hormones or age…whatever the reason it sucked. I was lost and hopeless so I gave up.

Finally, I picked up those broken pieces and educated myself. I found a diet that works for me as I am now and I am seeing results.

Marketing, as you’re probably aware, is constantly changing. What worked before (phone book ads) probably isn’t going to work today (or at least not as well). You must educate yourself on what marketing makes the most sense for your business today, and sometimes you might have to do a little trial-and-error to find success.

Lesson 2: You’ll Probably Have To Do More Than One Thing

If you’ve ever tried to lose weight you may be aware that it takes more than “dieting” to see results. Exercise, sleep, and stress reduction are all important aspects of seeing those extra pounds go away. I’m sure that you could lose weight with diet (or exercise) alone, but it would be a heck of a lot harder.

Marketing also requires a multi-faceted approach. If you put all of your time and money into Facebook ads but haven’t taken care of what happens after engagement, you probably aren’t going to see many results. It’s about the big picture and carefully crafting your efforts across the board.

Lesson 3: You’re Never Done

I’ve used the word “diet” a lot, but actually I prefer to think of my efforts as a lifestyle change (that has, fortunately, caused weight loss). See, I’ve been to this rodeo enough to know that I can’t change my habits to lose the weight then go back to living an unhealthy lifestyle. These changes I have made are changes that I’m planning to implement for the rest of my life.

I’m sure you’ve heard it before, but marketing is (or should be) a constant effort in your business. Even when you’ve reached the coveted “booked out” status, you still have to keep up with your marketing. You’ve worked hard to get there, now you just have to maintain it.

Lesson 4: It’s a Lot of Work, but It’s Worth It

Losing this weight is taking a lot of my energy, both in planning what I will (or won’t) eat and in exercising. There are plenty of days when I just don’t want to do it. It feels like too much effort. Then I remember all of the benefits. Aside from weight loss I’m experiencing more energy and happiness. It is worth it.

With marketing you have to put in a whole lot of effort and you may see very little reward – at first. Once that marketing machine is really churning, however, you will be able to sit back and appreciate what you have done and the effects it has had on your business. You will be able to spend more time enjoying your work and less time clamoring to find it.

Lesson 5: Don’t Underestimate a Support System

I saved the best, most important lesson for last. A good support system is everything. I’m beyond fortunate that my husband has decided to embark on this lifestyle change with me. We support each other when we’re feeling week and celebrate our victories. Without him I probably would have already given up on this attempt.

As solopreneurs, we do a lot of work alone and sometimes it’s really hard. There are so many decisions that need to be made and it can get very overwhelming. How can you know if you are making the best decisions for your business? Find support. You don’t have to do it alone. Find an amazing Facebook group or a mastermind program. Let others cheer you on and give you honest feedback when you’re not doing what’s best for your biz.

Are you ready to make changes in your life and business? Results go beyond pounds on a scale or money in the bank. Positive changes can lead to a happier, more confident life which will aid you in ways you can’t even foresee.