Looking to increase your open and response rates? Here are some top tips on optimizing request management and ultimately shortening your close.
1. Pick a Message Mode appropriate for your use case.
It’s important to evaluate the type and importance of your request and choose a notification option that best fits your use case.
Here’s a more detailed guide on each of the modes:
Never Give Up: This default mode sends a follow-up message if a response is not received by the due date, and a past-due message every 24 hours after, until a response is received. We suggest leaving this mode selected if you absolutely need a response.
Persistent: This mode sends a follow-up message if a response is not received by the due date, and one past-due message 24 hours after the due date. If you need a response but have data providers who get overwhelmed with notifications, feel free to toggle down to this mode.
Diligent: This mode sends one follow-up message if a response is not received by the due date. This mode is appropriate for situations where a response is helpful but not necessary to your close.
Chill: This mode only sends the initial message and no follow-ups. This is best used for reminders that do not require a response.
2. Be clear in your subject line.
Request Agent has got you covered with automated subject lines. These always start with “Action Required” to capture the attention of your data provider. We suggest leaving the subject line as is, as subject lines do best when they are reasonably simple and descriptive of what you’re emailing about.
If adjustments are necessary, we recommend keeping it around 41 characters. Avoid subject lines that are in all caps, all lowercase, or that include exclamation points, as these tend to look like Spam.
3. Provide clear instructions in your message body.
The message of your request is customizable, even when starting from one of our templates. Be sure to edit your message to include steps when asking data providers to complete a task, and specify if files are needed in response. If an Excel template needs to be filled out and returned, ensure that columns are clearly marked.
Your request automatically fills in the due date assigned when creating your request. We encourage you to keep this due date tag in the message so data providers are always clear of when their response is expected by.
4. Make use of the Follow-Up Message feature.
Don’t forget to review and edit the Follow-Up Message as you create a new request. While Request Agent has a template in place for these follow-up notifications, you are able to edit the text as needed to match the level of urgency your request requires.
5. Make sure data providers respond directly to Request Agent.
While Request Agent sends welcome emails to new data providers, you can remind them of your new process--all they need to do is reply directly to the Request Agent thread in their inbox.
6. Forward any direct responses you receive to Request Agent.
While we encourage your data providers to respond back to Request Agent, there are times when they will respond to you directly. When this happens you can forward the response to Request Agent where we’ll consolidate the message. Just click forward and send the direct reply to reply-to@remind.floqast.app.
7. Mark responses as complete in Request Agent.
We have a feature on the View Details page that allows you to mark a response as complete. This is useful when you’ve received a direct response from a data provider with insufficient information. Marking a message as complete will help increase your response rate and suspend any follow-up notifications from reaching your data provider during the current period.
8. Mark responses as incomplete in Request Agent.
If a Data Provider does not respond with the necessary information, you may mark a response as incomplete. This will prompt you to write a message detailing the missing information you’d like your Data Provider to respond with, which is then sent to the contact.
If your team needs more training or runs into questions while using Request Agent, feel free to reach out to your Accounting Success Manager or support@floqast.com.