With all the tools available today, communicating through email, instant or direct message and online have been made so easy! No longer do you need to think about what you want to say, who you’re saying it to and how best to communicate your idea or request. A simple artificial intelligence (AI) plug-in saves the day!
Or does it?
A template is a pre-formatted paragraph or series of paragraphs that can simplify repetitive communication and ensure message consistency. Since communication is how we share our voice, state our need or offer and engage others in the conversation, the temptation to lean on tools grows as work and life become busier than ever before.
So when is it OK to use a template, and when should you create original content and messaging? Let’s look at some do’s and don’ts for using templates:
Do Use a Template When:
- You’re sending mass messages to people who all fit the same demographics and criteria. For example, if you’re inviting your entire team to a happy-hour celebration, a template invitation works.
- Responding to someone who accepts your LinkedIn request. In the message, you could customize the template by addressing them by name, referring to the work they do and your interest in their business or career, and sharing something about yourself.
- You’re sending a very similar message to a group of people who might be slightly different in their roles. For example, you’re saying “thank you” after a panel job interview. Here, you want to express the same appreciation to all the people who participated, but the gist of the message might require minor tweaking only.
- You are outlining a process or strategy. In this case, it can be helpful to start with a template and then add and remove sections as needed.
Don’t Use a Template for:
- Personal emails or messages.
- Sending messages to people who might share and compare the message received and see they received the same communication.
- Sensitive communication. This should sound like your voice, and a template might sound overly formatted and cold.
Templates can serve a great purpose. When I’ve written a great email response to an inquiry, for example, I might save the text so I can use it again. I’ll always customize the message, ensure it relates to the person I’m writing to and add a personal touch where warranted. Consider using templates as a support tool, not a replacement for tailored communications that meet unique goals.
When using a template, be sure to follow these tips:
- Review before you hit “send.” If you’ve personalized the template, is it reading correctly? Have you ever received an email or message that starts with “Dear [first name]”? Makes you feel special, right? Not at all. Be sure you’ve formatted the template to look like a personalized message.
- Know your audience. Just today, I received a message that was clearly a form email (template) and completely irrelevant to my work or business. Someone didn’t do their homework. The best one I ever received was someone who saw “coach” on my LinkedIn profile and addressed their message to me as, “Dear Fellow Fitness Coach …” Ugh.
- Ensure you’re sending to the right group or individual. If you mean to send a formatted message to your team, but send it to your clients, it will be confusing. Check the “send to” list carefully. If using formatted messaging for direct messages on social media, also ensure the recipient is the right individual to receive your communication.
As you make templates and formatted language your work companion, remember there is still validity in a phone call, video meeting and in-person communications. Choose the right way to share your message and resist following a one-size-fits-all practice for communicating.
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