When it comes to email campaigns, the workflow can be challenging. Which campaign do you prioritise? Who is responsible for what? What is the latest draft? Are we ready to send?…
Questions like these are common when working on campaigns and projects and only lead to time consuming feedback loops which make the workflow super inefficient. The following problems are a result of poor workflow:
- It is unclear which team member is responsible for giving feedback or approving the finished campaign.
- The designer feels the email design is ready, but what’s the best way to gather feedback from other colleagues?
- The marketing team is working collaboratively on one email campaign and multiple versions of the design are in circulation. Which version is the most recent?
- Feedback from colleagues is coming from all different angles (via email, chat messenger, over the phone, face to face, etc …). The person responsible for carrying out feedback is feeling overwhelmed trying to remember everyone’s comments. This takes up time and causes stress.
- Some colleagues have already approved the draft and some haven’t. Tracking down the last people to remind them to give feedback is tedious and time consuming.
Establishing an effective workflow system for your team is one way to avoid these difficult situations and prevent uncertainty when working together on campaigns. Here are some of our top tips on achieving the ultimate team workflow for your email campaigns…
Step 1: Getting Started
Before you and your team even start getting to work on your next campaign, a useful tip would be to set out a few ground rules…
- Choose a team leader. Every team needs a leader with experience who is able to make the tough calls where the rest of the team are divided. This will make the decision making process faster and conflicts within the team will be avoided.
- Outline your objectives. You need to know what you’re aiming for! Work with your team members to outline the main objectives of the project. For your email campaign this would be your CTA (call-to-action.)
- Allocate roles. After you’ve got your leader, the rest of the team will also need roles. Each team member needs to know exactly what is expected of them in order to avoid any conflict or confusion later on.
- Agree on a deadline. Busy marketing departments will have multiple campaigns on the go at any given time; deadlines help us prioritise and make sure that projects won’t be forgotten or neglected over time.
Step Two: During the project
Stick to these basic guidelines during the campaign and your workflow should become easier and more productive.
- Only communicate via one platform. You should all agree on one platform where you can communicate with each other about the email campaign. This minimises confusion and keeps all team members in the loop.
- Get your whole team involved. No matter how big or small, any changes or decisions made regarding the campaign should be shared with everyone in the team. This keeps everyone on the same page and prevents any miscommunication.
- Communicate. Encourage team members to be open and provide clear and constructive feedback. Your team needs to feel confident enough to express their ideas in order to prevent Groupthink.
- Have regular meetings. This can be challenging depending on the size and nature of your business, but regular meetings (either traditional or via Skype etc.) help keep everyone up to date and allow people to ask questions if they need to.
Step Three: Towards the end of the project
In the final stages of the campaign, your team should be ticking off the last few checkpoints to make sure everything has been completed effectively.
- Approval: It’s a good idea to make sure the whole team is happy with the outcome of the email campaign before declaring it finished. Although the team leader ultimately has the final say, it’s good practice to gather any final feedback from your team first.
- Evaluation: After you’ve signed the project off, you may want to have another meeting with your team (or send out an email or survey) to evaluate the experience. We learn well from our mistakes and this way, you’ll be able to adapt better for next time.
The Mail Designer 365 Workflow
Mail Designer 365 was created for teams and helping you achieve a productive workflow is important to us. The Mail Designer 365 service is packed with amazing features to optimise your workflow in five simple steps…
1. Sign up to the Mail Designer 365 service
To get started, sign up to Mail Designer 365 via the online portal. Here you can purchase plans and begin building up your team.
2. Invite team members
Expand your team by inviting your colleagues to collaborate on email designs with you. Choose from a range of flexible role and plan options to suit your team’s needs.
3. Download the Mail Designer 365 App
If you haven’t already, download the app to start designing your first email template. You will find all the tools you need to quickly and easily create professional looking HTML email designs.
4. Upload designs to Mail Designer 365 Approval
Once you are happy with your email design, you can upload it to Mail Designer 365 Approval. Here your entire team will be invited to provide comments and feedback, as well as approve or decline.
5. Send your email directly from Mail Designer 365
Once your design has been approved, send via the app from your own email account, or export to your ESP.
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