Replying to convos - what do YOU do?

Hi,
I have noticed that as my business gets busier - for which I am very thankful - I have less and less time off...

I run my business on my own. My husband, Phil makes some of our journals and prints but EVERYTHING else is done by me. Up till now I have tried to reply to enquiries and convos immediately - or as soon as physically possible. Obviously this wasn't an issue when I was quieter but, these days, it can take up a lot of time. This means that all my evenings and weekend are now "work time" too.... And that is NOT what I want. I need some time to rest!

I need a way to let customers and potential customers know when they can expect to hear from me when they have sent me a message. I can't offer a round-the-clock service, much as I may want to!

What do YOU do? Do you have something in your shop policies or in your profile that tells customers when they can expect a reply to a convo? I would love to know how you deal with this and what you say. I look forward to hearing all your suggestions and reclaiming my evenings and weekends!!!

Thanks!
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Re: Replying to convos - what do YOU do?

Are you having to answer a number of similar questions? If so, then you might want to edit your listings to include that information, to reduce the amount of messages asking those sorts of qyestions. I'm not sure whether you know this, but if there is quite a few things that you answer similarly to customers then you can create snippets that can be saved and reused thereby saving time when replying. When in the message system there is an icon on the right just above the editing box that you can click on to use snippets.

If the messages you get are all different, so that you can't use my suggestions above, then you might like to put something in your policies about how quick you will respond to messages etc, or if you won't respond at the weekend etc, so that customers know what to expect from you.
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maydaylabels
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Re: Replying to convos - what do YOU do?

Saved Snippets is very helpful; pre-empting frequent/common questions, both with an FAQ in your policies (there's a policies tab on every listing) and with carefully constructed listings helps.

We get 50-100 convos a day and I (Sara) answer probably 95% or more of them. It is a grind. Sometimes I get behind by a day - never good! Because they're still there the next day.

I find allotting a specific time every day to sit down and answer convos helps. Usually for me this is the very last thing I do every day before bed (I am doing it now, in fact!). If I ever get woefully behind on convos I put up an announcement to that effect but for the most part I can get through 50-100 convos in a couple of hours, so it's more efficient to just go through and answer them.

I do triage them throughout the day and try to scan for ones that absolutely need to be answered immediately, but those are pretty rare. Most inquiries/problems/requests can wait a few hours.

You can put in your policies that you only answer convos once a day, but I don't know that it makes much difference - very few people read the policies, or the entire listing description, or your shop announcement.


The main thing is to cut down on the volume of convos by pre-empting some of the common ones, and to use saved snippets.
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Former_Member
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Re: Replying to convos - what do YOU do?

it wouldn't hurt to add to your policies. I haven't myself because I do business at odd hours. If I'm wide awake at 1 am, I'll check messages.

Keep in mind that yours is an international business, so people shop at all hours. I just shut off my phone when I'm not able to respond to messages. Some people understand perfectly that you are a micro-business, some want a response from a call center immediately. You can't please all the people all the time. :-)
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Former_Member
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Re: Replying to convos - what do YOU do?

I have this in my policies:

"I am not available on the weekends as I take that time off to be with my family. If you message me over the weekend, please be aware that you will not get a response until Monday. Thank you for understanding. :)"
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Re: Replying to convos - what do YOU do?

Thanks everyone! I do use saved snippets already but I could perhaps make a whole saved short letter to send out over the weekend or when I have no time to reply to detailed enquiries. That would at least let people know that I have got their message and that I will reply to them soon.

I will certainly add some FAQs to my policies and add something about how long people may have to wait for a reply from me - and just hope that people will look there!

Thanks for the ideas! Happy sales everyone!!!
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Re: Replying to convos - what do YOU do?

Are these convo's requests to make custom orders? If a lot of them are, then I would suggest stating on your banner, time to time, that you are not taking custom orders at this time, but will return to doing them shortly. If not, then I would do what the others have said. : ) I can't imagine ever becoming that busy! I guess there is a bit of a downside to it. But I'd take it! Good luck!
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