10 Templates Every Speaker Needs

Successful speakers know how to put themselves in the spotlight to stay top of mind.

What happens when you’re top of mind? People start to “reach out” or “pop in” to request a conversation, introduction, insights, or a public endorsement. 

Building a speaking business from the ground up is no small feat and for many speakers saying YES to any and all opportunities for connection and exposure is part of that journey. Whether you agree with that approach or not, gaining traction as a speaker, business owner, or thought leader will very likely result in more ASKs coming across your desk.

Will you read and leave a testimonial for my book?

Listen to my latest podcast— I think you’d love it!

Can I give you a call to pick your brain about something?
We don’t have a budget for speakers… but if you speak to our group maybe you’ll get spin-off business?

When thoughtless requests come through from the same person over and over with no attempt to reciprocate or balance the contributions… a client of mine refers to these folks as ASKholes.  

The other day I was leading an L10 meeting (More info on L10s from Sue Hawkes here!) with that client and he said there had been multiple “time suck” conversations in the last month that had drained him of time and energy.  He shared, “A lot of people ask for my input… I want to help folks out, be available for networking, and honor the relationships but I just don’t have time to give to everyone who asks for it anymore.”

If you’re having success as a speaker, you’ve probably been here. And it’s especially frustrating if people bulldoze their way in and unload their baggage or questions without checking… amIright?

As a recovering over-committer and people pleaser myself, I was inspired to refresh the note stored in my phone where I keep a list of verbal and written responses to requests coming in. These help me say “no” to (OR redirect!) requests when they don’t align with my top priorities— even when it’s uncomfortable.

The templates below are my gift to YOU… saving these templates in your phone is an step that might just help you free up your plate.

Why do I think this is important for speakers in my world? Successful thought leaders create clarity breaks and design spaciousness into their schedules for creativity, rest, and reflection. Part of developing effective systems in your business is proactively designing your work life and day-to-day flow. Saying "no" and designing clear boundaries with folks around you leads to greater focus, productivity, and long-term success. As a visionary, it’s your job to consistently show up with confidence and clarity. We’re going for dazzle, not frazzle, baby…

I’m always getting inspiration from folks in my network and continue to refine these templates over time. I aim to use humor and emojis to keep the interactions infused with warmth and personality, and recommend being creative with your responses, too!

It's a work in progress and you'll obviously need to tweak these to fit what feels best for you, but hopefully, it provides a supportive starting point.

Don’t forget…

saying no to the things that don’t light you up allows you to say a whole-hearted HELL YES to the things that do.

Here are some templates for professional scenarios…

• Texting

• Redirect team members if not urgent: Thanks for the note! If this isn't urgent, do you mind putting this in an Asana message for me? That way I can get to it in the next few days when I'm more focused.

• Redirect external contacts if not urgent: I'm doing my best to access more creative "flow" in my work days. Do you mind sending this item as an email to me instead at example@backstageops.com? That way I can give it my full attention and get back to you soon.

• Interested in scheduling a call to resolve this: Thank you for thinking of me and reaching out! I'm currently unavailable but would love to touch base with you about this shortly. Do you mind sending a note to my assistant, David, with a quick summary of what you'd like to discuss and he can follow up with you to schedule a time for us to connect soon? His email is example@backstageops.com ...I'm looking forward to our conversation!

• Interested in resolving without getting on a call:  Thank you for thinking of me and reaching out! I'm currently unavailable but would be happy to be a resource for you. Do you mind emailing me a quick summary of 3-5 questions or topics you'd like to chat about? I can respond to you quicker if we keep correspondence to email and video messages rather than scheduling time for us to connect... I look forward to hearing more about what you have in the works!  example@backstageops.com

• When the email comes through forward to your assistant and ask her to draft a response on your behalf that you can finalize and release.

• Not interested in resolving:  Thank you for thinking of me and reaching out! I'm currently working to stay very focused on my family and business and, unfortunately, won't be able to support you with this. I'm grateful for your grace— know that I'm cheering you on!

• Redirect a request for a spontaneous call you're willing to help with: My focus for today is already set, so unfortunately I won't be able to hop on a call. Do you mind sending me a quick summary or your questions over in an e-mail so that I can address them when I'm able to give you my full attention?

• Delay an important or strategic conversation with a team member: I'm not available to chat about it right now but am wondering if you can brainstorm ways to solve the issue and bring it up next time we have a scheduled meeting? Until then work on it to the best of your ability. Thanks for helping me stay in the flow!

• Email

• An assistant is reaching out to schedule a meeting: Now don't laugh but I'm introducing you to David who is MY [insert their name].  :)  He's the boss of me and will help us find the right time slots. Thanks for your help!

• When someone asks when you're available to schedule a call: Don't laugh...I actually have no idea. The BOSS OF ME is David.  He does timezone math and keeps balls in the air.  :)  I've copied him here; he'll follow up soon. Truly looking forward to connecting!

• Verbal

• Request to coordinate a call you want OR don't want: My schedule is a little too crazy these days and I've asked my assistant, David to be the boss of me and my calendar so I don't goof it up or double-book. Do you mind if I take your email address then he can follow up to coordinate a meeting time for us?

• In the moment if you point them in David's direction he can strategically get you out of scheduling that call. Your job is to seem like you'd love nothing more than to talk to them… he can play gatekeeper instead of you.

Ready for the kicker? Here are a few templates for family and friends… good luck, you’ve got this!

• I would love to hop on a call, but right now I really need to focus on what I'm doing. Can we set something up later, so I can give you my full attention?

• Right now I'm working on something that needs my full attention. Do you have an evening next week when we could coordinate a time to catch up?

• Man, I would love to catch up right now, but I'm working on a really important project. Can I send you a text next time I'm available?

• Wrapped up in a project right now. Can you give me a call to catch up over the weekend? Thanks for understanding!

Designing thoughtful communication protocols in your business and protecting your time and energy is essential for maintaining productivity and balance. Utilize these templates to manage requests and maintain focus on what truly matters!

Craving more flow in your day? Let’s hop on a call. Through training, facilitation, and fractional leadership, our team is equipped to help you and your team avoid wasted time and say YES to more of what you love.