If you’re reading this, you know the real pain of juggling a sales pipeline: endless follow-ups, repetitive emails, and deals slipping through the cracks. You want to move faster, but you’re buried in admin work. This guide is for sales pros and managers who want to get real work done—not just talk about “efficiency.” We’ll cover how to use Warmly templates to keep your pipeline humming, where the tool shines, and where you might want to skip the hype.
Why Bother With Templates?
Let’s be honest: Most sales teams waste hours rewriting the same types of emails, reminders, and status updates. Templates sound boring, but they’re the opposite of busywork when set up right. They keep your messaging sharp, help you move faster, and make sure nothing falls through the cracks.
Warmly promises to help you create, organize, and use templates directly inside your sales workflow—without the usual headaches of switching tools or copy-pasting from dusty Google Docs.
But do templates actually help you close more deals? Used right, yes. Used wrong, they just become more clutter in your system.
Here’s how to make them work for you.
Step 1: Map Out Where Templates Save Time (and Where They Don’t)
Before you start cranking out templates, take five minutes to figure out which parts of your process actually need them. Don’t fall into the trap of templating everything—personalization still matters.
Where templates help: - Initial outreach emails - Meeting follow-up notes - Pipeline status updates for your team - Basic “next steps” reminders - Scheduling requests
Where to avoid templates: - Complex deal negotiations - Anything involving sensitive pricing - Client-specific objections or concerns
Pro Tip:
Start with the repetitive stuff. If you find yourself rewriting the same thing more than twice a week, that’s a good candidate for a template.
Step 2: Set Up Your Core Templates in Warmly
Here’s where Warmly is actually useful: it lets you build and access templates from right inside your CRM and email, so you don’t have to bounce between tabs.
How to set up your first templates:
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Log into Warmly:
Don’t overthink it—use your usual work email. If your org is already on Warmly, you might have access to shared templates out of the box. -
Find the Templates Section:
This is usually in the main nav. If you can’t find it in under 30 seconds, skip the tool and use something simpler. -
Create a New Template:
- Give it a name you’ll actually remember (e.g., “Initial Demo Follow-Up”).
- Write the content, but don’t make it sound like a robot. Leave in placeholders for personalization, like {FirstName}, {Company}, or {NextStep}.
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Save it to the right folder—shared with your team if it’s universal, or private if it’s your own style.
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Test It:
- Send yourself a test email. If you cringe reading it, rewrite it.
- Make sure the placeholders work and don’t break (nothing kills trust like “Hi {FirstName},” landing in an inbox).
What’s actually good:
- One-click insertions into email, LinkedIn, or CRM notes.
- Shared templates that don’t get lost in Slack threads.
- Version history if your team likes to tweak copy.
What to ignore:
- Overly advanced formatting or images—this isn’t a marketing newsletter.
- Templates for complicated, one-off scenarios.
Step 3: Build a Template Library That Doesn’t Suck
The biggest mistake teams make is creating too many templates or never updating them. Keep it tight and relevant.
Starter pack for most sales orgs: - Intro/outreach email - Demo confirmation + agenda - Post-demo “next steps” summary - Check-in after no response - Pipeline update for internal meetings - Hand-off to customer success
Tips for a usable library: - Limit yourself to 5–10 templates to start. - Review monthly: Toss anything that isn’t actually saving you time. - Use clear naming conventions: “Q2 Pipeline Update” beats “Template #3.” - Pin the most-used templates to the top (Warmly usually lets you favorite items).
Pro Tip:
Ask your team which templates they actually use. Kill the rest. Don’t be sentimental.
Step 4: Integrate Templates Into Your Real Workflow
Having templates is useless if you’re not using them during your actual sales process.
How to make them part of your routine: - Pin templates in your email/CRM sidebar: Most tools (including Warmly) offer browser extensions or integrations. - Set reminders to update templates: If you land a new use case or messaging changes, tweak the template immediately—not “next quarter.” - Encourage team feedback: If someone hacks together a better version, update the shared template.
What works:
- Having templates show up contextually (e.g., right after a call wraps up).
- Quick keyboard shortcuts to insert content.
What doesn’t:
- Forcing everyone to use the same stale template forever.
- Hiding templates in a maze of folders.
Step 5: Measure What’s Actually Working
A template is only good if it helps you move deals forward or saves you time. Don’t just take Warmly’s word for it—track your own results.
Easy ways to measure: - Response rates: Are your outreach and follow-up emails actually getting replies? - Pipeline velocity: Are deals moving faster because you’re not reinventing the wheel each time? - Time saved: If you’re still spending hours on admin, your templates aren’t working.
If a template isn’t performing, kill it or fix it.
Don’t be precious—what worked last quarter might be dead weight now.
Honest Takes: Where Warmly Templates Shine (and Where They Don’t)
What’s great: - Easy, non-distracting access right in your workflow. - Good for teams who hate switching between tools. - Shared libraries reduce the “where’s that doc?” problem.
What’s meh: - If your team never opens the template panel, adoption will lag. - Templates won’t fix bad messaging or a broken sales process. - Over-templating can make your outreach sound generic—use placeholders and personalize.
What to ignore: - Fancy formatting, images, or “branding” in templates—this isn’t the time. - Templates for edge cases you’ll never see twice.
Keep It Simple and Iterate
Templates are supposed to make your life easier, not add more clutter. Start with the basics, keep your library lean, and don’t be afraid to kill what isn’t working. The real win with Warmly templates is in the day-to-day grind: moving faster, skipping the busywork, and freeing up time to actually sell. Try it, tweak it, and remember—simple beats perfect every time.