6 essential tips to automate your emails

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September 24, 2019

email marketing tips

We're living in a digital and hyper-connected world. Technology has changed the game in both the personal and professional sectors, and it's almost impossible for any business to cope or compete without taking advantage of modern technology.

Email marketing is one of the most effective forms of marketing for major industries, including real estate and product sales. Emails are essential for any kind of company, but with hundreds of messages being sent and received each day, it’s vital to know the best practices of email marketing.

That’s where email automation comes in. Email automation is essentially the establishment of workflows, filters and automation tools that perform email tasks automatically. This can be a huge time-saver, boosting productivity for your business while still offering the strong benefits of email marketing and communications. Here’s how to automate your emails.

Automate the right tasks

The first tip when considering email automation is to actually analyze your inbox and figure out which tasks you actually need to automate. One of the easiest ways to do this is to spend a couple of weeks or a month actively monitoring your email activity, noting any tasks that seem to take up a lot of your time.

Examples of tasks you might want to automate include dealing with the same questions over and over again, creating email lists, filing away newsletters and marketing messages, or responding to people who are trying to arrange meetings. By spending some time looking at how you use your email, you’ll be in a better place to know what needs to be automated and what doesn’t.

Deal with frequently asked questions

One of the most common issues many companies have to deal with, especially those in industries like real estate, is frequently asked questions. As an example, let's say you're running a real estate business and constantly receiving emails from people asking how to arrange the viewing of a property.

When this happens, you can either write individual replies to every single message, copy and paste a pre-existing reply, or make use of email automation to simply send out an automatic response to every email of this kind. There are plenty of email automation tools and services like SendGrid that make this kind of automation easier.

Take advantage of inbox features

Many businesses and individual email users actually overlook the features and functionality built right into their own inboxes. Whether you’re using Gmail or Microsoft Outlook, there are actually a whole bunch of tools and options you can take advantage of in order to set up email automation with ease.

Outlook features tools like 'Quick Parts' to let you create and set-up automated responses to certain emails with ease, while Gmail users can try out the 'Canned Responses' feature from Google Labs to prepare pre-written responses that can save a lot of time. You can also set up inbox rules to change where certain messages are stored.

You can also have the customer data stored inside these tools in sync with other business applications.

Make the most of email automation

If you're going to invest in email automation, it pays off to go all the way and really make the most of this technology by setting up lots of different automatic emails to send out to your customers, clients and contacts. Examples include welcome emails for new users, curation emails, newsletters and more.

You can even automate the content of these messages by taking advantage of custom writing services. Various companies offer paper writing services and can edit, proofread or write up various pieces of texts or even essays and papers to be sent out to your network of contacts.

Focus on subject lines

Those wishing to make the most of email marketing and email prospecting simply cannot afford to overlook the importance of subject lines when investing in email automation. These lines typically only consist of a few words, but they can make all the difference in determining whether or not the recipient actually opens the email or ignores it.

Recipients are far more likely to open emails with well-written and interesting subject lines, and even more so when these lines include personalization or some degree of exclusivity. So the next time you’re drafting up an automated email, be sure to spend a little extra time writing a winning subject line.

Continue to monitor and adapt

Email automation can save you and your company a lot of time, but it isn't a flawless system that works perfectly right from the get-go. Typically, even in the best email automation tools, the various filters and options will need to be fine-tuned and adjusted over time in order to be fully efficient and effective.

Making the most of email automation is an ongoing process, so you'll need to make use of tools and data to see how your emails are actually working. This can be as simple as monitoring your inbox and replies to automated messages, or by making use of tools and analytics to determine the effectiveness of automated email marketing.


Competitive companies are always looking for ways to save time and boost productivity, and in this modern, digital, technological world, there are countless options available. Email automation is one of the most effective and essential tools to save any business a lot of time, while also potentially generating many more sales and connections. By following these tips, you can make your email automation system highly effective.

About Peter Hill

Peter Hill is a college paper writer working for such sites as Paper Writing Pro and Edugeeks Club. He is a socially active person, likes traveling and photo/video editing. You can find him on Twitter and Facebook.