Onboarding Emailers
MyCheckins is a text-bot alternative to workplace meetings. They required a set of emails to be sent over the course of a few days to its new users. Emails were conceptualised and drafted to address common issues of team leaders and members.
For Team Leaders & Managers
1/7 - Subject: Your meeting-free journey begins today.
Hello Tom,
Welcome to MyCheckins! Good teams are on the same page about their goals. To ensure this, it’s important for me to know the tasks that my team is working on. I know it must be important for you too.
MyCheckins was born out of the need to check in with my team without interrupting their day. We help save 750 hours daily across our community of 120 companies.
What does this mean for you?
Your team has 20 members. You can save at least 10 hours of the team’s time every day by running a daily stand-up check-in instead of a traditional meeting.
But it doesn’t end there. You can also use it to plan or reflect on your week and to structure discussions. You can use it to replace meetings completely or to facilitate effective ones.
Over the course of this week, I’ll send you helpful emails about how to get the best use out of MyCheckins, and meetings in general.
Don’t worry, I will not spam you with content that isn’t relevant to you. To read them right away, click here.
If you’d like a quick product demo or just want to chat about the latest book you read, drop me an email anytime.
Sincerely,
Gopi
2/7 - Subject: Prompt good check-in responses to save team time.
Hey Tom,
To get the maximum value out of MyCheckins, it’s important to set up good check-ins and prompt good responses.
What makes a good check-in?
A good check-in cuts out the fluff. Only ask questions you absolutely need answers to. You should be able to get all the information you need with three questions.
To make it easier for you, I’ve designed templates for common meetings like daily stand-ups, weekly planning sessions, retrospectives, and sprints. You can edit these to suit you better or create new templates.
How do you prompt good responses?
Remind your team members to respond in casual conversations. The MyCheckins bot also sends automatic reminders before check-in time. Lead by example. Show your team how it’s done by posting your responses regularly. List tasks or action points in order of priority. Categorize by placing day-to-day tasks under big-picture objectives. Only write what is relevant. Try to be as brief and direct as possible. For a team to function well, individual autonomy is as important as transparency. Sometimes it takes a while to develop a new habit. Let your team know that you’re open to hearing their concerns about the check-in process. In the next email, I’ll help you address those concerns. If you need anything else, I’m only an email away.
Sincerely,
Gopi
3/7 - Subject: Help your team adopt MyCheckins.
Hey Tom,
When I switched from meetings and calls to an async working style, I had to win my team over. Even though the new process was objectively better, it took effort to break people out of old habits. If you’re having trouble proposing MyCheckins to your team, here’s what I would suggest.
Talk to your team about how important this is for you, but also for them. Tell them about how -
- Using MyCheckins means fewer meetings to attend.
- Listing tasks could help them plan their day better.
- A transparent workplace spends less time on office politics and games.
Most importantly, show, don’t tell. Post your own responses diligently. Maybe tell, also. Again. And again. As annoying as it may seem, reiteration is important.
Lastly, give them agency. At the end of a month, if MyCheckins doesn’t improve their workday, don’t force them to use it.
In the next email, I’ll tell you how long it takes to notice results from running check-ins. If there’s anything else you need, my inbox is always open.
Sincerely,
Gopi
4/7 - Subject: How long does it take to see results from MyCheckins?
Hey Tom,
I’ll keep this one brief. Run check-ins for at least a month to see results. In my experience, that’s how long it takes to build a habit, get used to a change, and learn to post good responses.
Although it might take a month, what you do in that month plays a role too. Encourage your team by creating awareness about the benefits of async meetings. Tell them how it would help save their time. Talking about it will definitely help you help your team.
In the next email, I’ll talk about conducting effective meetings. If there’s anything else I can help you with, email me anytime.
Yours sincerely,
Gopi
5/7 - Subject: Maximise productivity with this free meeting guide.
Hey Tom,
My ultimate goal is to help people like you make the most out of meetings. You can use this short guide to run effective daily stand-ups, weekly planning sessions, and retrospectives - whether it's on MyCheckins, another app, or over a call.
The Ultimate Guide to Conducting Great Meetings
Thanks for being here. I promise this will be a rewarding experience for you.
At the end of this month, I’ll send you a report of the time you’ve saved with MyCheckins. In the meantime, feel free to email me about anything you would like to talk about.
Sincerely,
Gopi
6/7 - Case 1 - For team leaders using the product
Subject: Here’s what you accomplished this month!
Hey Tom,
Thanks for sticking with MyCheckins.
Here’s what your month looked like.
I’m looking forward to seeing what your team does next.
If there’s anything I could do to improve your experience, please reply to this email and we can set up a call. Alternatively, you can also fill out this feedback form.
Sincerely,
Gopi
7/7 - Case 2 - For team leaders not using the product
Subject: How your productive month might look like.
Hey Tom,
It’s quiet in your workspace. Here’s what next month might look like if you decide to give MyCheckins another shot.
If you had trouble requesting your team to use MyCheckins or are skeptical of its results, here are some helpful links.
If there’s anything I could do to improve your experience, please reply to this email and we can set up a call. Alternatively, you can also fill out this feedback form.
Yours sincerely,
Gopi
For Team Members
1/8 - Subject: Meetings cancelled.
Hey Grace,
Welcome to MyCheckins!
Even if your manager forced you, I am glad you are here. I promise this isn’t just another productivity tool that does nothing for you.
I built MyCheckins to serve you as much as it serves your team leader. Using this tool means attending fewer meetings. So you have that extra time to do your actual work. Or just enjoy your meal for a little longer. Either way, it’s your time that has been saved.
Take it from a serial procrastinator, our memories are deceivingly unreliable. So write, write, write everything. Listing your tasks every morning will make your whole day less hectic. It’ll help you evaluate the priority of your tasks and focus on the important ones. You’ll also have a reliable place to revisit your list and track your progress. Writing things down can also help you reflect on all that you’ve achieved so far, or be well-prepared for brainstorming sessions.
Over the next few days, I’ll send you emails about how to get the best use out of MyCheckins. To read them right away, click here. If you want to rant about the product, work, life, and all things in between, you can always drop me an email.
Sincerely,
Gopi
2/8 - Subject: Cut out meetings with good check-in responses.
Hey Grace,
To get the maximum value out of MyCheckins, it’s important to write good check-in responses. This is what my response to a daily stand-up might look like.
- List tasks or action points in order of priority.
- Categorize by placing day-to-day tasks under big-picture objectives.
- Only write what is relevant. Try to be as brief and direct as possible.
- And be regular. Writing good responses takes practice.
In the next email, I’ll talk about the pros of going async. If there’s anything I can do to help, please send me an email anytime.
Sincerely,
Gopi
3/8 - Subject: Collaborate with ease by tracking team updates.
Hey Grace,
If you’re anything like me, you despise meetings that go on forever. I’ve zoned out in almost every stand-up I’ve attended.
But it’s good to be aware of what your colleagues are working on. That way, you’ll know if they’re available to collaborate on projects or help you with your tasks. Or free to take a break with you.
MyCheckins helps you stay up to speed on team updates without wasting your time on meetings. Respond to your own check-ins regularly to help create a team that’s always in sync.
In the next email, I’ll tell you how long it takes to notice results from running check-ins. If I can help you with anything else, drop me an email.
Sincerely,
Gopi
4/8 - Subject: How long does it take to build a check-in habit?
Hey Grace,
I’ll keep this one brief. Respond to check-ins for at least a month to see results. In my experience, that’s how long it takes to build a habit, get used to a change, and learn to post good responses.
Although it only takes a month, what you do in that month plays a role too. Try to be on time and post responses that are relevant and brief. Encourage your team to do the same. Talking about it will definitely help your whole team make the best use of MyCheckins. I’ll see you in the next email. If there’s anything I can help you with, let me know anytime.
Yours sincerely,
Gopi
5/8 -Subject: You’ve got this, Grace!
Hey Grace, I hope you’re seeing the value in writing down your tasks and goals. And that you’re spending less time attending meetings.
One last thing before I go - I know it’s easy to get caught up in the hustle and bustle of life. It’s easy to define yourself by what you achieve at work. But remember that you aren’t just what you do at work. Remember to take a breather, to be kind to yourself. It’s all going to be okay. You’ve got this. Maybe even write that down.
Thanks for being here. At the end of this month, I’ll send you a report of the time you’ve saved with MyCheckins. In the meantime, feel free to email me if you need a product demo or if there’s a new feature you’d like to see.
Sincerely,
Gopi
6/8 - Case 1 - For team members using product
Subject: Here’s how much time you saved this month!
Hey Grace, You’ve been doing great! This is what your month looked like.
Thank you for using MyCheckins.
If there’s anything I could do to improve your experience, please reply to this email and we can set up a call. Alternatively, you can also fill out this feedback form.
Sincerely,
Gopi
7/8 - Case 2 - For team members not using product while the rest of the team is using
Subject: Join your team in responding to check-ins.
Hey Grace,
You have 15 unanswered check-ins. I know it may seem daunting or unnecessary at first. But listing your tasks and keeping a track of them could make your workday a lot less tiring. Click here to learn more about how this could benefit you.
If there’s anything I could do to improve your experience, please reply to this email and we can set up a call. Alternatively, you can also fill out this feedback form.
Sincerely,
Gopi
8/8 - Case 3 - For team members not using product
Subject: How a meeting-free month could look like.
Hey Grace,
It’s quiet in your workspace. You haven’t responded to any check-ins. Your next month could look like this if you choose to use MyCheckins. If you’re wondering how responding to check-ins could benefit you, here are some helpful links.
Most importantly, you can spend less time attending meetings and more time doing what’s important to you.
If you speak to your team leader about using MyCheckins, these resources could help them make a decision.
If there’s anything I could do to improve your experience, please reply to this email and we can set up a call. Alternatively, you can also fill out this feedback form.
Sincerely,
Gopi