📢 Overview
Effective communication is essential for lead engagement and client retention. Shape’s texting and email tools allow seamless interaction while ensuring compliance and efficiency. Follow these best practices to maximize deliverability, engagement, and response rates.
✉️ Sending Emails in Shape
🏗 Step 1: Composing an Email
1️⃣ Navigate to the Lead or Contact record.
2️⃣ Click the email icon to open the email composer.
3️⃣ Select a pre-saved template or type a custom message.
4️⃣ Attach files (if needed) and preview before sending.
📌 Pro Tip: Use Merge Fields to personalize emails dynamically!
✅ Best Practices for Email Communication
📌 Personalize Every Email
- Use the lead’s name, company, or specific details to make emails relevant.
📌 Keep It Short & Clear
- Avoid long paragraphs; get to the point quickly.
📌 Use Templates for Efficiency
- Save and re-use common responses to save time and maintain consistency.
📌 Track Engagement
- Shape logs email opens & clicks, helping you follow up at the right time.
📌 Avoid Spam Triggers
- Don’t overuse capital letters, excessive links, or trigger words like “FREE” or “LIMITED TIME.”
📌 Follow Compliance Rules
- Always include an unsubscribe option in marketing emails.
📲 Sending Text Messages in Shape
📩 Step 1: Composing a Text
1️⃣ Open a Lead or Contact record.
2️⃣ Click the text message icon to open the messaging window.
3️⃣ Select a template or type a new message.
4️⃣ Hit Send and track responses within Shape.
📌 Pro Tip: Use automated text sequences to keep leads engaged!
✅ Best Practices for Text Messaging
📌 Keep It Short & Friendly
- Texts should be under 160 characters for better readability.
📌 Be Professional, But Personable
- Avoid slang, abbreviations, or all caps.
📌 Time Your Messages Wisely
- Send texts during business hours for better response rates.
📌 Use Automation Sparingly
- Schedule follow-up texts but avoid over-messaging leads.
📌 Make It Easy to Reply
- Ask simple, direct questions to encourage engagement.
📌 Stay Compliant
- Get opt-in consent before texting and honor opt-out requests immediately.
📊 Tracking & Managing Conversations
📌 Monitor Email & Text Engagement
- Track open rates, clicks, and replies to refine outreach strategies.
📌 Use Tags & Notes
- Add tags to conversations to keep communication organized.
📌 Leverage Automation
- Use drip campaigns to send automated follow-ups for leads who don’t respond.
📌 Sync Communication with CRM
- All messages (email & SMS) are logged automatically in Shape for easy reference.
🚀 Final Thoughts
Shape’s email & text communication tools help teams connect faster, engage better, and track every conversation. By following best practices, you’ll improve response rates while ensuring compliance.
📌 Need help? Visit Shape’s Help Center or contact support for assistance!
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