Posts Tagged ‘automate’

For most freelancers and contractors, one of the things that customers want is regular status updates.   This may be to provide regular updates on project development, or support provided, activities completed or support/development time used.  Generally, I have 2 or 3 regular status updates that need to be sent every week or so.

Yesterday, I was given a great tip for providing easy status update emails.

Now whilst I am able to avoid having to send project progress status emails thanks to my cloud based project system, I still have to report support time usage for customers who have pre-booked some support days, or quick updates to senior company managers who insist on being kept in the loop but don’t want to go looking for the information.   This tip I was given has saved me lots of effort.

The tip is to simply set up an email with the status report, type a default template email (“Hello, this is how much support time we used…” etc) but before pressing send, use the “Delay delivery” option and set the date to the scheduled status date.   Then, include yourself in the blind copy (so you know when it’s gone, and have the template for the next week or month).

The email will then sit in your outbox, waiting.   Whenever I do an action which will need to be reported, such as do some support work, I just click on the outbox pending email, and add it to the email text.  Come the day of the status update, it gets sent automatically with the progress to date.  Effectively, I am using the outbound email as a notepad (so much easier than trying to remember it all).

When the status emails do get sent, I of course get a copy.  With this copy, I then simply hit “reply to all”, and I have the next template email for the next status run – just remember to change the “Delay delivery” option to the date that the next email is due and remove this weeks/months activities.

Note, with this system it is worth setting the status template email to initially say something like “This week, there has been no activity” so the email makes sense if not changed – this no activity can be removed and replaced with the activity once something happens.

Effortless status reporting.  Thanks for the tip Richard.