Love 'em or hate 'em (I fall into this camp), emails are crucial to sales, and reps have to be good at writing them. But emails are a difficult medium to master.
Thankfully, you don’t have to do it alone. There’s a whole world of tools that make it easier for you to write better emails, whether you're an Android, iOS, and/or Gmail user. I’ve picked eight of the best.
Everyone communicates differently; more importantly, everyone likes to be addressed differently. Crystal is a Gmail extension that aims to help professionals “communicate with empathy.”
The app provides “personality profiles” for people you correspond with, which include tonal suggestions such as “Stick to the big picture” and “Project boldness and confidence”; writing tips like “Write with short casual language” and “Use data to prove a point”; and personality traits.
In addition, Crystal provides real-time feedback tailored to your recipient, provides brief summaries for all attendees in upcoming meetings. Salespeople in particular can benefit from the “Relationships” feature, which predicts how you and your prospect will be able to work together, and communication tips to keep the relationship productive.
The HubSpot team is so impressed with Crystal and its ability to improve communication, we decided to invest. Learn more here.
Detective by Charlie is designed to automate the research process so you have to spend less time prepping for each call.
“We looked at a ton of sales reps do research -- they’d open a ton of tabs, make a call, and then close the tabs," explains Charlie CEO Aaron Frazin. "This process happened dozens of times a day and was really robotic.”
Detective sifts through thousands of data sources, including LinkedIn, social media, news items, and email records, to create an ultra-relevant and readable dossier on your prospect.
Detective is useful for any rep looking to build rapport fast, but particularly helpful for high-volume salespeople or those working deals with multiple parties. In fact, Hootsuite Sales Director Beth England credits Detective for helping her keep track of over 30 stakeholders on a multi-million dollar deal she successfully closed.
Hemingway is a free online tool that helps you write more clearly and concisely. Paste any email into the app, and it will highlight sentences written in passive voice, adverbs, and overly complicated phrases. Hemingway also provides readability ratings by grade level. To get suggestions in real time, switch to “Write” mode and compose your emails inside the editor.
The Just Not Sorry Google Chrome extension will strengthen your writing and remove weak words and phrases such as “I think” and “Sorry.”
The extension highlights weak words in your emails in the “Compose” window:
Hovering over underlined phrases reveals quotes that explain why you should avoid the phrase. Not only will your writing be more concise, you'll sound more self-assured.
HubSpot Sales provides reps with the tools they need to sell better and faster. Salespeople can use the Templates feature to track email performance by opens and click rates, and compare templates head-to-head.
Handling many prospects or simply want to keep your templates in order? You can create folders to keep yourself organized, and store templates with easily customizable fields.
Sortd lets you organize your inbox into drag-and-drop lists -- like Trello, but for your email.
After you've read an email, decide which category it belongs in (maybe "Prospecting," "Qualification," Proposal," or "Commitment") and place it there in two clicks.
You can also keep notes in your inbox. For instance, you might jot down some thoughts during your call with John Doe in Sortd's sidebar "sandbox." Once you've saved those notes, they'll show up every time you're looking at John's contact record.
Sortd also lets you share prospect lists and updates with your team members, making it even easier to work together.
Transitioning between my work, personal, and junk emails is time-consuming at best and headache-inducing at worst.
Shift makes these switches seamless. It lets you move across all your accounts -- including your inbox, Google Calendar, and Google Drive -- with just one click. Yep, you read that correctly.
Also cool: The app lets you customize your notifications and go on auto-mute while you're in meetings.
If you already have a Gmail account, you can effortlessly switch over to Inbox. This tool automatically bundles your messages into categories, including "Trips," "Updates," "Social," "Finance," and more. You can create custom categories with rules -- for example, every email from my boss goes into its own folder by default -- and delete ones you're not using.
Inbox also lets you pin important emails, which I've found extremely helpful. Got a message you can't reply to right away or includes details you want to come back to? Just pin it -- it'll stay at the top of your inbox. When you want to get to Inbox Zero, start marking categories as "done." They'll be neatly swiped out of sight. (Don't worry, anything you've pinned will remain.)
Since I've started using Inbox, my productivity has skyrocketed.
Originally published Feb 16, 2018 5:53:00 PM, updated August 27 2019
Topics:Email Tools for Sales