Organize Your E-mail Before It's Too Late
If nothing else, be organized. This is so very important when working your business
online. Here are a few suggestions that will help you manage your E-mail correspondence
with your prospects, your downline and your upline. I can't stress enough how important
this is.
As you'll soon find out, you'll be getting tons and tons of E-mail. And it can be
overwhelming if you let it. On the other hand, if you keep all of your incoming and
outgoing E-mail organized it'll be a piece of cake -- and downright fun!
Pegasus mail is by far the best free E-mail program on the market. If you don't have it
now, go back to the software page and
download it now. There is just no comparison. If you're using Netscape or Internet
Explorer to send your mail now, you'll just love this program.
If you prefer Eudora that's perfectly alright but I suggests that you get Eudora Pro. It's
better than Eudora Light, but it costs a few bucks. On the other hand, if you're using AOL
or Prodigy to access the Internet you won't be able to use any of these programs so you
should seriously think about hooking up with a local ISP.
But even if you stay with one of the commercial services and never use Pegasus or Eudora,
you should still read this and use what you can. Either way, once you get the hang of it,
it becomes second nature. If you have a printer, you'll want to print this out so you can
follow along.
Just so you won't get confused I've separated the instructions for Pegasus and Eudora. If
you are using Pegasus just click on Pegasus to continue and if you are using
Eudora then click on Eudora to continue.
Pegasus
Let me start out by saying, Pegasus has two terms it uses -- "Filing tray" and
"Message Folder." A "Filing tray" is basically a directory that can
have as many subdirectories as you want. Pegasus calls these subdirectories "Message
Folders."
Anyway, you're going to want to set up a few different Pegasus Message Folders to keep
things organized. With that in mind, click File at the top of the screen, then on "Mail
folders..." in the file menu or just click on the yellow folder icon on the toolbar.
Then click "New..." at the top of the "Folders" dialogue box. This
will bring up a dialogue screen where you type in the name of the message folder or filing
tray you want to create. For this example, let's suppose you represent a company called
Global so we will call the filing tray the "Global" filing tray.
Type in the name "Global", select "Filing tray", then click
"OK" to make it a filing tray. Now, you will see that a new filing tray called
"Global" has been added to the list of filing trays.
Now you want to add a message folder to your new "Global" filing tray. That
new message folder will be a subdirectory for the "Global" filing tray you just
made. Are you with me so far?
Now, click twice on the "Global filing tray to select it and open it. Then click
"New..." at the top of the "Folders" dialogue box. This will bring up
a dialogue screen where you can type in the name of the new message folder you want to
make. For this message folder type in the name "Prospects", select
"Message folder", then click "OK" to create your new message folder.
Now, what do you see? You should see that your newly created message folder called
"Prospects" has been added under the "Global" filing tray. That's the
one you just made! If you don't see it, then perhaps you missed a step. Go back and try it
again.
Once you've done that, simply repeat the process and create a few more message folders.
I've kept this example fairly simple, you can get fancy later. Create a message folder for
correspondence with your sponsor, one for FAQs (frequently asked questions), one for your
downline, and one for anything else you can think of.
All of these should be message folders except the last one which should be a filing tray.
Name the filing tray "Downline" or something similar and be sure to check
"Filing tray" instead of "Message folder" to create it. As you add
people to your downline, you'll make them each a message folder within the
"Downline" filing tray.
At this point you should have a main filing tray named "Global" with 4 message
folders and the "Downline" filing tray within it. This is your basic set-up.
Some people go as far as creating a message folder for each prospect that they are working
with, but I find that's not necessary.
Remember, you're not going to have to chase after people. Those that are serious will see
that this is a great opportunity. Normally if you don't hear back from someone after you
reply to their initial inquiry, they're gone forever. But don't worry, you only need 5-10
people!
When you reply to a prospect, simply place their inquiry in the "Prospects"
message folder. If you don't hear back from them within a week you can just delete their
inquiry and forget about them. Of course you can send follow-up letters, and that will
covered later.
If you find yourself going back and forth via E-mail with your prospects, as you may in
the beginning when you have lots of time on your hands, you may want to create a separate
message folder for each of them. That way you can keep copies of all of their
correspondence in one place.
Well, now that you have set up this incredible system, let's use it. Let's say you have an
initial inquiry, and Joe Blow is asking you a few questions. It comes into your New mail
folder, you reply to it, and you want to put it in your "Prospects" message
folder. Here's how you do it...
1.) Click on the inquiry message which is in your New mail folder -- click on it just once
to highlight it.
2.) Now, click on the "Move" button at the top of the New mail folder or press
the letter "m" on the keyboard. The Select a folder dialogue box comes up.
3.) Click on the "Prospects" message folder.
That's it! The message is now out of your New mail folder and in your newly created
"Prospects" message folder. Easy, isn't it? This is the same procedure you'll
use to transfer any message anywhere in your filing system. Do it a few times and it's
automatic.
Use this method to transfer all of the updates you get from the "Global" agent
mailing list or from your "Global" sponsor to the appropriate message
folder. That way you'll have copies of all of the important news and marketing tips you
receive all in one place. Eventually you can set up "filters" which transfer
your incoming mail automatically.
The bottom line is to only touch an E-mail once. When it comes in, you read it and reply
if necessary, then file it away. When you're first starting and only getting a few
inquiries a day, this may seem unnecessary but get in the habit of doing it anyway.
Finally you have your "Downline" filing tray. Whenever you signup a new agent,
make a new filing tray for them -- be sure to check "Filing tray" instead of
"Message folder" to create it. You'll find that you'll be working with people
not on your front-line and you'll want to be able to keep track of them all.
Hopefully this isn't too confusing. Just mess around with it for awhile to get used to the
program and read any help files that came with it. Consider this time spent an investment
in your future. Believe me, it is. Once you get setup, you're E-mail correspondence will
be a breeze!
Eudora
Let me start out by saying, Eudora has two terms it uses -- "Mailbox" and
"Folder." Some people are confused at first by this because they assume that the
"Mailbox" should be the one that contained other things within it, and a
"Folder" should be one of those things. Well, that's not so. With Eudora a
"Folder" is a directory that can have as many subdirectories as you want and
Eudora calls these subdirectories "Mailboxes." This is just the opposite of what
I thought.
Anyway, you're going to want to set up a few different Eudora Mailboxes to keep things
organized. With that in mind, click on "Mailbox" at the top of the screen --
above the tool-bar. Then click "New..." This will bring up a dialogue screen
where you type in the name of the mailbox you want to create. For this example, let's
suppose you represent a company called Global so we will call the folder the
"Global" folder.
Click the box to make it a folder. Now, you will get another dialogue box, just like the
last one, wanting you to name your new mailbox or folder that will be a subdirectory for
the "Global" folder you just made. Are you with me so far?
Now, for this 2nd dialogue box, type in "Prospects." This time, don't check the
"make it a folder" box. Click "OK," and the dialogue box will close
and your new mailbox will be created.
Now, go back to the "Mailbox" option up there above the toolbar. Click it once.
What do you see? You should see your newly created "Global" folder with an arrow
to the right. Click on this new folder and you should see "New..." and
"Prospects." That's the one you just made! If you don't see it, then perhaps you
missed a step. Go back and try it again.
Once you've done that, simply repeat the process and create a few more mailboxes. I've
kept this example fairly simple, you can get fancy later. Create a mailbox for
correspondence with your sponsor, one for FAQs (frequently asked questions), one for your
downline, and one for anything else you can think of.
All of these should be mailboxes except the last one which should be a folder. Name the
folder "Downline" or something similar and be sure to check the "make it a
folder" box. As you add people to your downline, you'll make them each a mailbox
within the "Downline" folder.
At this point you should have a main folder named "Global" with 4 mailboxes and
the "Downline" folder within it. This is your basic set-up. Some people go as
far as creating a mailbox for each prospect that they are working with, but I find that's
not necessary.
Remember, you're not going to have to chase after people. Those that are serious will see
that this is a great opportunity. Normally if you don't hear back from someone after you
reply to their initial inquiry, they're gone forever. But don't worry, you only need 5-10
people!
When you reply to a prospect, simply place their inquiry in the "Prospects"
mailbox. If you don't hear back from them within a week you can just delete their inquiry
and forget about them. Of course you can send follow-up letters, and that will covered
later.
If you find yourself going back and forth via E-mail with your prospects, as you may in
the beginning when you have lots of time on your hands, you may want to create a separate
mailbox for each of them. That way you can keep copies of all of their correspondence in
one place.
Well, now that you have set up this incredible system, let's use it. Let's say you have an
initial inquiry, and Joe Blow is asking you a few questions. It comes into your In Box,
you reply to it, and you want to put it in your "Prospects" mailbox. Here's how
you do it...
1.) Click on the inquiry message which is in your In Box -- click on it just once to
highlight it.
2.) Now, go up to "Transfer" above the tool-bar and click it.
3.) Click on "Prospects"
That's it! The message is now out of your In Box and in your newly created
"Prospects" mailbox. Easy, isn't it? This is the same procedure you'll use to
transfer any message anywhere in your filing system. Do it a few times and it's automatic.
Use this method to transfer all of the updates you get from the "Global" agent
mailing list or from your "Global" sponsor to the appropriate mailbox.
That way you'll have copies of all of the important news and marketing tips you receive
all in one place. Eventually you can set up "filters" which transfer your
incoming mail automatically.
The bottom line is to only touch an E-mail once. When it comes in, you read it and reply
if necessary, then file it away. When you're first starting and only getting a few
inquiries a day, this may seem unnecessary but get in the habit of doing it anyway.
Finally you have your "Downline" folder. Whenever you signup a new agent, make a
new folder for them -- be sure to check the "make it a folder" box. You'll find
that you'll be working with people not on your front-line and you'll want to be able to
keep track of them all.
Hopefully this isn't too confusing. Just mess around with it for awhile to get used to the
program and read any help files that came with it. Consider this time spent an investment
in your future. Believe me, it is. Once you get setup, you're E-mail correspondence will
be a breeze!
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