As we all know, working with others on multiple, simultaneous projects can be challenging – Which project do you prioritise? Who is responsible for what? What is the latest version? Are we ready to go live?… Establishing an effective team workflow system is one way to answer all these questions while also getting the job done faster. Here are some of our top tips…
Step 1: Getting Started
Before you and your team even start getting to work on your next project, 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 or task. 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. Most of us will have multiple projects 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 project 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 project. 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 project 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 project, 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 project 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 app is packed with amazing features to optimise your workflow in four simple steps…
- To get started, set up your team via your my.maildesigner365 portal. Here you can purchase Mail Designer 365 Business or Business Premium plans, invite team members and allocate roles and plans to your team – all in one useful place.
- Download Mail Designer 365. If you haven’t already, download the app to get started with creating your email template. You will find all the tools you need to quickly and easily create professional looking HTML email designs.
- Once you are happy with your design, you can upload it to your team portal. Here your entire team will be invited to provide comments and feedback on your email design.
- When you are ready, your team can use the Approval feature to approve your design and you can then send it to your recipients. Send via your own email address or export to your ESP.