I get a lot of emails every day. I mean – a FREEKIN’ LOT! However, my inbox doesn’t compare with some of the people I work with. Case in point, I was having lunch with a colleague for a major cruise brand and during our hour together, he received 35 emails, a bunch of texts, and a few calls.
It may be difficult to understand just how complex email management can become if you have never worked in an environment based on group decisions with partners in multiple time zones that require written communication to audit deals being made. This is exactly the case for booking agents, concert buyers, and entertainment managers. In our business, the cc (and sometimes bcc) are commonplace, which quickly converts one email into double digit chains plaguing our inboxes.
Of course, there are programs and protocols one can follow to better manage their inbox. However, each of these emails (or at the very least the subject) needs to be read and, if warranted, investigated and responded to.
So, why is this entertainment blogger discussing the woes of our email management. Well, the answer is to help artists looking for work to better communicate with us, so you don’t get lost in the shuffle. Here are a few pieces of advice I want to give.
- Keep it simple. Remember grade school and how they taught you to outline your paragraph in the first line by dictating the who, what, where, when, and why? Follow that rule. Don’t bury the story. Provide us with your website and video links upfront along with what you are looking for and what your act brings to the table. We don’t need to hear your life story. How you learned to play the guitar at six. How you met John Mayer that one time and he dug your tune. Let us know what you are going to do for us.
- Keep it to email if possible. Facebook, Instagram, and other social media channels are great, but they are not the best place to solicit a new client. For one, if the company is huge like a cruise line. The person reading those messages probably has nothing to do with entertainment, so you are relying on them to forward your message to the right person. If the company is smaller, the person handling those messages is probably wearing 100 different hats and will likely look at your message and forget about it until they are managing the site again in the future. When you send an email, it at least ends up in the correct inbox…barring spam filter interference.
- Better than email… the website form. If the agency or venue has a form “specific for entertainment applicants” use that. They did this for a reason. For instance, the company I work for, Mike Moloney Entertainment, put a web application form that forwards all applicants to the email accounts of five agents. I know for a fact that many larger cruise companies have their online forms set-up in a similar fashion. In all instances, the forms are designed to capture the data we need to make a decision and (hopefully) a deal. Do yourself a favor and follow our lead.
- Don’t spam!
- Don’t spam! See what I did there? This one is so important, I put it in twice. NOBODY likes spam, so don’t be that person. Now, there are many ways you can spam a prospect through email. Sending the same message to every email address you can find within the intended agency. Including them on your mailing list without asking. Emailing them every day. Emailing, then messaging on all available social channels are all ways you become a spammer and it generally doesn’t work in your favor.
- Do some research on who you are emailing. Does the booking agent work in your genre of music? Are you applying to a cruise agency, but you get sea-sick? Is the booker outside of your drawing ability? It doesn’t hurt to do a little research to focus your pitch, and with so much information at your finger tips it is rather easy to be properly prepared.
As an agent, I can attest that most of us are always hungry to find the next great act for our venues. However, that is only a small percentage of our business. The largest chunk of our time is spent putting the deal together and then executing it on show day. A lot of artists feel that the “squeaky wheel will get the grease” and in some instances that is true. However, if the driver can’t hear that squeak. Nobody will be getting to their destination. Follow these steps to increase the probability that we will hear you.