» How to Communicate Clearly with Prospective Clients

This article was written by Education Expert, Meghan Ely, OFD Consulting

Over 90% of today’s couples are Millennials. They have officially taken the driver’s seat, and industry professionals should recognize the need to adapt to their ways and their preferences. It’s essential, for instance, that you master their preferred form of communication, which is, as it stands, email.

Develop an email reply system

Creating and implementing an effective email reply system can save you time (and time is money!), as well as give you the opportunity to elevate your client experience from first contact. While it takes a bit of reflection, planning and effort, doing so has the potential for major payoffs in exchange.

Know how you capture inquiries

Before you dive into your email system, it’s essential to take a good, hard look at how you capture inquiries in the first place. A contact form on your site is the preferred primary method, while still allowing prospective couples to call or email you as well. A form grabs upfront logistical information like names, email, phone, event date, location and size as well as the essentials you need for marketing like “how did you hear about us.” The feedback from online forms can save you an amazing amount of back and forth by delivering the important details from the onset.

Initial inquiries

There is a fine balance between having a template to expedite response time and save effort, and personalizing your initial correspondence. You don’t want your couple to feel like they are just one of a hundred, but at the same time, it’s not the best use of your time to simply keep rewriting the same thing over and over again.

When creating a reply template for initial inquiries, keep the following in mind: share your enthusiasm, but avoid “Congratulations on your engagement” unless you want to sound exactly like everyone else. Come up with a response that incorporates your standard communications, but that leaves wiggle room for personalization as well – you don’t want it to sound like a copy-and-paste response.

Appointment confirmations

Even in this modern age, I still contend that taking the time to confirm an appointment is a nice additional step when staying in touch with prospects and clients. It also gives you control over your schedule, allowing an opportunity for plans to change with enough notice that no one is too inconvenienced.

I, myself, have been confirming appointments diligently since my hotel days, when I worked at a property that had not one, but two lobbies. Since then, I’ve had hundreds of appointments and fewer than five no-shows. It pays to extend the courtesy of a confirmation.

Be certain to confirm the location with an address and make note of any special idiosyncrasies with directions such as construction or known traffic. Give your prospects your day-of contact information, preferably a cellular phone number, and the option to reschedule if anything changes. It also never hurts to get the names of all who will be attending so you are prepared.

Out of office replies

Unless you plan on diligently staying on top of your email, it’s perfectly fine to set up an out of office email while you are out. Just remember to be clear with your availability and return time, as well as an option for event-related emergencies. If you have a team that will still be working, then be sure to note that your offices remain open. If you are a solopreneur, then you’ll need to weigh the option of providing your cell phone number to ensure that you are reachable for the most urgent of matters.

Use apps

Want to streamline the process further? Consider using a scheduling app like Acuity or Calendly, which expedite the process of setting up your first appointment. Better yet, it gives you the capability of creating an automatic email reminder about your upcoming meeting, saving you valuable workflow time.

Make the best impression on prospective clients and save yourself time and money by creating an effective email response system. Doing so will help increase bookings, revenue and job satisfaction as you reclaim control over your time.

Meghan Ely is the owner of wedding PR and wedding marketing firm OFD Consulting. Ely is a sought-after speaker, adjunct professor in the field of public relations, and a self-professed royal wedding enthusiast.