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High Volume Email Marketing - Best Practices

Comments

7 comments

  • Audience Development
    Just commenting to keep watch, I'd like to know too. We are very high volume and have brought a lot of work in-house in the past 2 years, so we're always looking for ways streamline things.

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    Scott Mason
    Web Designer, Med-IQ
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    -------------------------------------------
    Original Message:
    Sent: 10-18-2017 12:23
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    How do you organize your email marketing workflow and stay efficient with high email volume? We typically send anywhere from 10-15 emails per week to segmented audiences. Each email has a specific approval workflow and I'm on the hunt for a tool or process to gather approvals, content, and lists faster. Can anywhere share what they do to stay organized and efficient? We use Smartsheet for task management.

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    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
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    0
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  • Sarah Daily
    That's interesting, I'll check it out. I'm trying to find a solution for email approvals. Several different communications will come from different product managers, and thus I'm on the hunt for custom approval workflows with alerts/notifications. It would make my life so much easier!

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 10-20-2017 15:01
    From: Stephen Schleifer
    Subject: High Volume Email Marketing - Best Practices

    hi Sara;  Our Content and Digital Marketing team here at Act-On uses Asana to manage incoming email creation and other content requests that originate from our Brand, Demand and Expand marketing teams.  Essentially, we fill out a marketing request form, which automatically creates a task in Asana. Our marketing project manager then assigns the Asana task to the relevant individual(s) based upon the request.  From there, everyone associated with the task can collaborate on the email content, imagery etc. until final approval and distribution.  Hope this helps!

    ------------------------------
    Stephen Schleifer
    Sr. Director of Customer Marketing, Act-On Software
    ------------------------------

    Original Message:
    Sent: 10-18-2017 12:23
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    How do you organize your email marketing workflow and stay efficient with high email volume? We typically send anywhere from 10-15 emails per week to segmented audiences. Each email has a specific approval workflow and I'm on the hunt for a tool or process to gather approvals, content, and lists faster. Can anywhere share what they do to stay organized and efficient? We use Smartsheet for task management.

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------
    0
    Comment actions Permalink
  • Sarah Daily
    That's interesting! We'll definitely consider that. What happens when they meet the criteria? Will they eventually get all of the scheduled messages just more spread out?

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    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 10-23-2017 10:58
    From: Andrew Kugler
    Subject: High Volume Email Marketing - Best Practices

    Hello Sara,

    As an aside I would always keep in mind how often you are sending mail to the same person; If somehow a single contact ended up on multiple lists that could be a lot of email quickly.

    With several mailers and different streams of mail from different sources I always recommend turning on the Email Fatigue Suppression Rules. These are located under Contacts>Other Lists>Bounces & Opt-Outs.  Add a rule that allows for only 2-4 emails per week from the account.

    Always good to keep in mind your email reputation when designing programs and mail streams.

    ------------------------------
    Andrew Kugler
    Deliverability Analyst, Act-On Software
    ------------------------------

    Original Message:
    Sent: 10-20-2017 15:18
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    That's interesting, I'll check it out. I'm trying to find a solution for email approvals. Several different communications will come from different product managers, and thus I'm on the hunt for custom approval workflows with alerts/notifications. It would make my life so much easier!

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association

    Original Message:
    Sent: 10-20-2017 15:01
    From: Stephen Schleifer
    Subject: High Volume Email Marketing - Best Practices

    hi Sara;  Our Content and Digital Marketing team here at Act-On uses Asana to manage incoming email creation and other content requests that originate from our Brand, Demand and Expand marketing teams.  Essentially, we fill out a marketing request form, which automatically creates a task in Asana. Our marketing project manager then assigns the Asana task to the relevant individual(s) based upon the request.  From there, everyone associated with the task can collaborate on the email content, imagery etc. until final approval and distribution.  Hope this helps!

    ------------------------------
    Stephen Schleifer
    Sr. Director of Customer Marketing, Act-On Software

    Original Message:
    Sent: 10-18-2017 12:23
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    How do you organize your email marketing workflow and stay efficient with high email volume? We typically send anywhere from 10-15 emails per week to segmented audiences. Each email has a specific approval workflow and I'm on the hunt for a tool or process to gather approvals, content, and lists faster. Can anywhere share what they do to stay organized and efficient? We use Smartsheet for task management.

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------
    0
    Comment actions Permalink
  • Rodrigo Fernandez
    Hey @Sarah Daily,

    We too use Asana for our email marketing approval workflows. Between all our brands, we are sending well over 15 emails per week and use Asana to keep track of all emails going forward. That said, we have also simplified the workflow and removed a lot of what we consider 'bottle neck approvals'. Meaning, we took a hard look at who really needed to approve these emails and narrowed it down to just key stakeholders within each of the brands.

    Hope this helps. ​

    ------------------------------
    Rodrigo Fernandez
    Senior Manager, Digital Strategy, Kanetix Ltd
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 10-20-2017 15:18
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    That's interesting, I'll check it out. I'm trying to find a solution for email approvals. Several different communications will come from different product managers, and thus I'm on the hunt for custom approval workflows with alerts/notifications. It would make my life so much easier!

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------

    Original Message:
    Sent: 10-20-2017 15:01
    From: Stephen Schleifer
    Subject: High Volume Email Marketing - Best Practices

    hi Sara;  Our Content and Digital Marketing team here at Act-On uses Asana to manage incoming email creation and other content requests that originate from our Brand, Demand and Expand marketing teams.  Essentially, we fill out a marketing request form, which automatically creates a task in Asana. Our marketing project manager then assigns the Asana task to the relevant individual(s) based upon the request.  From there, everyone associated with the task can collaborate on the email content, imagery etc. until final approval and distribution.  Hope this helps!

    ------------------------------
    Stephen Schleifer
    Sr. Director of Customer Marketing, Act-On Software

    Original Message:
    Sent: 10-18-2017 12:23
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    How do you organize your email marketing workflow and stay efficient with high email volume? We typically send anywhere from 10-15 emails per week to segmented audiences. Each email has a specific approval workflow and I'm on the hunt for a tool or process to gather approvals, content, and lists faster. Can anywhere share what they do to stay organized and efficient? We use Smartsheet for task management.

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------
    0
    Comment actions Permalink
  • Sarah Daily
    Thanks @Rodrigo Fernandez ! And you are able to create workflows for approval​ that automatically send notifications to that person?

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 10-24-2017 05:33
    From: Rodrigo Fernandez
    Subject: High Volume Email Marketing - Best Practices

    Hey @Sarah Daily,

    We too use Asana for our email marketing approval workflows. Between all our brands, we are sending well over 15 emails per week and use Asana to keep track of all emails going forward. That said, we have also simplified the workflow and removed a lot of what we consider 'bottle neck approvals'. Meaning, we took a hard look at who really needed to approve these emails and narrowed it down to just key stakeholders within each of the brands.

    Hope this helps. ​

    ------------------------------
    Rodrigo Fernandez
    Senior Manager, Digital Strategy, Kanetix Ltd
    ------------------------------

    Original Message:
    Sent: 10-20-2017 15:18
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    That's interesting, I'll check it out. I'm trying to find a solution for email approvals. Several different communications will come from different product managers, and thus I'm on the hunt for custom approval workflows with alerts/notifications. It would make my life so much easier!

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association

    Original Message:
    Sent: 10-20-2017 15:01
    From: Stephen Schleifer
    Subject: High Volume Email Marketing - Best Practices

    hi Sara;  Our Content and Digital Marketing team here at Act-On uses Asana to manage incoming email creation and other content requests that originate from our Brand, Demand and Expand marketing teams.  Essentially, we fill out a marketing request form, which automatically creates a task in Asana. Our marketing project manager then assigns the Asana task to the relevant individual(s) based upon the request.  From there, everyone associated with the task can collaborate on the email content, imagery etc. until final approval and distribution.  Hope this helps!

    ------------------------------
    Stephen Schleifer
    Sr. Director of Customer Marketing, Act-On Software

    Original Message:
    Sent: 10-18-2017 12:23
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    How do you organize your email marketing workflow and stay efficient with high email volume? We typically send anywhere from 10-15 emails per week to segmented audiences. Each email has a specific approval workflow and I'm on the hunt for a tool or process to gather approvals, content, and lists faster. Can anywhere share what they do to stay organized and efficient? We use Smartsheet for task management.

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------
    0
    Comment actions Permalink
  • Rodrigo Fernandez
    Essentially, we built a 'chain' of approvals where once a part of the process has been approved, the task is assigned to another person for approval. Asana does send automatic notifications and it also gives you a daily summary of the tasks that are still to complete.

    Another product that in my experience has worked quite well is Teamwork. Teamwork is more advanced than Asana and it often fits better with more complex environments. You may want to look at them as well.

    Both options have automated notifications and workflows.

    ------------------------------
    Rodrigo Fernandez
    Senior Manager, Digital Strategy, Kanetix Ltd
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 10-24-2017 10:19
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    Thanks @Rodrigo Fernandez ! And you are able to create workflows for approval​ that automatically send notifications to that person?

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------

    Original Message:
    Sent: 10-24-2017 05:33
    From: Rodrigo Fernandez
    Subject: High Volume Email Marketing - Best Practices

    Hey @Sarah Daily,

    We too use Asana for our email marketing approval workflows. Between all our brands, we are sending well over 15 emails per week and use Asana to keep track of all emails going forward. That said, we have also simplified the workflow and removed a lot of what we consider 'bottle neck approvals'. Meaning, we took a hard look at who really needed to approve these emails and narrowed it down to just key stakeholders within each of the brands.

    Hope this helps. ​

    ------------------------------
    Rodrigo Fernandez
    Senior Manager, Digital Strategy, Kanetix Ltd

    Original Message:
    Sent: 10-20-2017 15:18
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    That's interesting, I'll check it out. I'm trying to find a solution for email approvals. Several different communications will come from different product managers, and thus I'm on the hunt for custom approval workflows with alerts/notifications. It would make my life so much easier!

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association

    Original Message:
    Sent: 10-20-2017 15:01
    From: Stephen Schleifer
    Subject: High Volume Email Marketing - Best Practices

    hi Sara;  Our Content and Digital Marketing team here at Act-On uses Asana to manage incoming email creation and other content requests that originate from our Brand, Demand and Expand marketing teams.  Essentially, we fill out a marketing request form, which automatically creates a task in Asana. Our marketing project manager then assigns the Asana task to the relevant individual(s) based upon the request.  From there, everyone associated with the task can collaborate on the email content, imagery etc. until final approval and distribution.  Hope this helps!

    ------------------------------
    Stephen Schleifer
    Sr. Director of Customer Marketing, Act-On Software

    Original Message:
    Sent: 10-18-2017 12:23
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    How do you organize your email marketing workflow and stay efficient with high email volume? We typically send anywhere from 10-15 emails per week to segmented audiences. Each email has a specific approval workflow and I'm on the hunt for a tool or process to gather approvals, content, and lists faster. Can anywhere share what they do to stay organized and efficient? We use Smartsheet for task management.

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------
    0
    Comment actions Permalink
  • John Budz
    Hi @Sarah Daily

    When you use Act-On's Fatigue Suppression Rules and a lead/contact reaches their limit, they will stop receiving any email communications from you until the time you set expires. As a side note, transactional, event emails (webinars), and autoresponders will not be subject to this suppression rule and you can override this in an automated program. There's more info located in the university article here.

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    John Budz
    Marketing Director, Gorilla Group
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 10-23-2017 16:34
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    That's interesting! We'll definitely consider that. What happens when they meet the criteria? Will they eventually get all of the scheduled messages just more spread out?

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------

    Original Message:
    Sent: 10-23-2017 10:58
    From: Andrew Kugler
    Subject: High Volume Email Marketing - Best Practices

    Hello Sara,

    As an aside I would always keep in mind how often you are sending mail to the same person; If somehow a single contact ended up on multiple lists that could be a lot of email quickly.

    With several mailers and different streams of mail from different sources I always recommend turning on the Email Fatigue Suppression Rules. These are located under Contacts>Other Lists>Bounces & Opt-Outs.  Add a rule that allows for only 2-4 emails per week from the account.

    Always good to keep in mind your email reputation when designing programs and mail streams.

    ------------------------------
    Andrew Kugler
    Deliverability Analyst, Act-On Software

    Original Message:
    Sent: 10-20-2017 15:18
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    That's interesting, I'll check it out. I'm trying to find a solution for email approvals. Several different communications will come from different product managers, and thus I'm on the hunt for custom approval workflows with alerts/notifications. It would make my life so much easier!

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association

    Original Message:
    Sent: 10-20-2017 15:01
    From: Stephen Schleifer
    Subject: High Volume Email Marketing - Best Practices

    hi Sara;  Our Content and Digital Marketing team here at Act-On uses Asana to manage incoming email creation and other content requests that originate from our Brand, Demand and Expand marketing teams.  Essentially, we fill out a marketing request form, which automatically creates a task in Asana. Our marketing project manager then assigns the Asana task to the relevant individual(s) based upon the request.  From there, everyone associated with the task can collaborate on the email content, imagery etc. until final approval and distribution.  Hope this helps!

    ------------------------------
    Stephen Schleifer
    Sr. Director of Customer Marketing, Act-On Software

    Original Message:
    Sent: 10-18-2017 12:23
    From: Sarah Daily
    Subject: High Volume Email Marketing - Best Practices

    How do you organize your email marketing workflow and stay efficient with high email volume? We typically send anywhere from 10-15 emails per week to segmented audiences. Each email has a specific approval workflow and I'm on the hunt for a tool or process to gather approvals, content, and lists faster. Can anywhere share what they do to stay organized and efficient? We use Smartsheet for task management.

    ------------------------------
    Sarah Daily
    Digital Marketing Manager, The Enrollment Management Association
    ------------------------------
    0
    Comment actions Permalink

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