Automating Your Business

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  • 1.  I'm hoping to add an automation feature to my service website

    Posted Mon January 09, 2023 11:08 AM
    Greetings!

    I'm hoping to add an automation feature to my service website that can handle my daily client emails. The aim is to have a system that can automatically respond when no one is available to reply. I also want it to be able to direct emails to the appropriate department based on what the client is inquiring about. Is there any free or paid way to do this? I'm willing to pay a reasonable price for this.

    Many thanks!


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    Terry Khan
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  • 2.  RE: I'm hoping to add an automation feature to my service website

    Posted Mon January 16, 2023 12:49 PM
    Hi Terry!  This is definitely doable and could be done in several different ways.  I have a few questions for you.

    • What service are you using for email?
    • What tools/platforms do you currently have available to you already?  
    • Are emails being submitted directly through your website? 
      • if so, are they required to select a category before submitting that could be used to route emails appropriately or would you need something to analyze the email content?
    • How would the integration know that no one is available to respond?  Would this be something you would want to manually set like Automatic Replies in Outlook or is there something that could be integrated with to derive resource availability?
    • Would you want something that would track responses as well?  If so, you could have SLA's built in that would automatically send reminders to the responsible departments when no one has responded to a clients email within a set time limit.  
      • Once an email reached a specific SLA threshold, you could even escalate to the manager of that department
    If you can answer some of these questions, I'd love to help you think through this. 


    Jason

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    Jason Barks
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  • 3.  RE: I'm hoping to add an automation feature to my service website

    Posted Mon March 13, 2023 10:26 AM
    Edited by DAVID Jenness Thu March 16, 2023 11:25 AM

    Try these 4 ways I did for my client in Florida. Hope it will work for you too.

    1- Email Autoresponders: Many email services such as Gmail, Outlook, and Yahoo offer built-in autoresponder features that allow you to create automated messages to respond to incoming emails. You can customize the message to let clients know that you will respond to their email as soon as possible, or provide some useful information such as FAQs or links to your website.

    2- Email Routing Tools: You can also use email routing tools such as Hiver, Help Scout, or Front to automatically route emails to the appropriate department or team member based on specific criteria such as keywords or sender email addresses. These tools can also provide automation features such as canned responses, email templates, and auto-replies.

    3- Chatbots: You may also consider implementing chatbots on your website or messaging platforms like Facebook Messenger, WhatsApp, or Telegram. Chatbots can provide an automated response to frequently asked questions and help direct clients to the appropriate department or team member.

    4- Hire a Virtual Assistant: If you prefer a more personalized touch, you can hire a virtual assistant to manage your client's emails. They can handle incoming emails, respond to client inquiries, and direct emails to the appropriate department or team member. Websites like Upwork or Freelancer can help you find a virtual assistant that fits your needs.

    I have additional valuable methods to share as well. Would you like to let me know if any of the aforementioned points were helpful or not?



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    Jayson Billy
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