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Manage your Email Marketing on monday.com

Maintaining constant communication with your clients is an integral part of building and fostering your relationship with them and keeping them in the know about everything important. One way in which this is done in ever growing online world is through emails.

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What is Email Marketing?

Email marketing is the act of sending out commercial emails to a group of customers for the purpose of building trust, brand awareness, promoting upsales and creating new business. These can include promotional offers, advertisements, newsletters, new product release updates and more. It is a direct and effective way to reach your customers and nurture them. 

 

Who uses email marketing and why?

Marketing teams including customer marketing and product marketing all use email marketing to achieve their respective goals.

With each department requiring multiple emails to be sent out weekly to inform clients of the latest feature, upcoming event or webinar and holiday sale, this needs to be managed correctly.  When you send these and to whom is critical. Don't risk bombarding your clients with emails because this isn't coordinated and centralized!

In this guide, we’ll walk you through how you can use monday.com to best manage and track all your email marketing in one place.

 

How to build your Email Marketing Workflow in 8 easy steps

Step 1 - Check monday.com story 

Check out this monday.com story that we've created especially for you, and add it directly to your board.

 

Step 2 - Start customizing your board!

  • Groups

The first group on this board will be for all new requests entered into this board either manually or through a Form (don’t worry, we’ll cover this later on!). These requests will remain there until they have been sorted by the marketing team and moved accordingly.

The rest of the groups will contain all emails that will be sent out broken down by month.

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Note: If you don’t like working in time periods but rather based on the category, segments, stages or anything else, you can simply change the group headings to reflect that information. Keep in mind, the best part about monday.com is the flexibility!

 

  • Items

Once you have set up your groups, you can start adding your items. An item here will represent every email that will be sent out to a segment of clients.

  • Columns 

Columns allow us to input all import information related to that email so we can best manage our emails being sent out and track them once they have been sent. All relevant information can be gathered in one centralized place making sure that everyone is on the same page and no information is getting lost. With over 20 different column types, there’s really no limit to how you can customize your board to fit your team’s needs. Check out a few of them below:

  • People column:
    • To assign the team member responsible for sending out this email
    • To show the team member in the company who requested the email
  • Status columns:
    • To represent the category of the email sending out, whether it’s a promotion, webinar, event, product release and so on
    • To represent to which segment the email will be sent to
    • To represent the status of the email, whether it’s been sent out, stuck or scheduled
  • Number column:
    • To reflect the number of people the email will be sent to, based on the different segments
    • To Reflect the open and click rates of the email
  • Dropdown column to reflect the subcategory that the email belongs to 
  • Link column to provide a link to reports where all results from the email are tracked
  • Date column to show the exact date the email should be sent out

 

Tip: Make sure to add in Deadline Mode to see if your tasks are running on time or overdue.

 

As simple as that - your board structure in now complete and ready for you to start adding your next emails!

 

Step 3 - Turn your board into a monday.com Form and let the requests roll in!

Email requests can be put in from across all the different departments such as product teams, customer success, marketing and more.

To streamline this process of receiving and approving emails, monday.com Forms can be super helpful!

The board structure will create the basis of the Form that you’ll be able to send to your internal company members through a Shareable link or by embedding this on your internal website. Each column heading on the board will become a question on the Form. 

On the form itself, you can customize the background color, add your own logo and select which questions are mandatory to be filled out. You can even choose which board columns should be hidden from the Form and are for internal use only.

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Note: Already have a form created using Typeform and want to integrate that with your monday.com account? No problem - we’ve got you covered. Check out the Typeform Integration to see how to set this up on your account. 

 

 

Step 4 -  Turn your board into a monday.com Form and let the requests roll in!

Why spent dozens of hours taking unnecessary steps and risking inevitable human errors when you can simply automate a lot of these processes? Best of all, you can have peace of mind that that you’re meeting deadlines and expectations, and managing everything on your plate.

Here are some automations that can be helpful on your Email Marketing board:

  • In the first automation, whenever a new item is created, whether it be manually entered unto the board or through the Form, the entire Email marketing team will be notified and can go in to request more information, approve it and assign it to the right team member.

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  • The second automation added, will be a date reminder, making sure that the Sender has everything prepared, such as content and design, and can send the email out in 2 days time. 

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Step 5 -  Communicate effectively with your company of important updates!

Sending out the emails is one part, but what about the impact this will have on other teams across the company? Perhaps the customer success team need to expect feedback on a certain feature to pass on to the product team, or to receive requests for promotional coupons. Communicating updates is vitally important if you’d like to have everyone in sync.

monday.com provides multiple ways that this can be done.

 

  • Connect different Platforms using monday.com Integrations 

With the help of the integrations center, you can connect your monday.com account to loads of other platforms to ensure no information falls through the cracks. To set this up, go to your Integrations icon, and select which platform you’d like to connect with.

Because we need our Customer Success team to be informed of every new email sent out from the company, we’ve integrated with Slack.

This particular integration recipe is super helpful, automating the process of updating the entire team of the latest email and reducing time unnecessary extra emails. 

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  • Communicate with your Team on the platform quickly and easily! 

Communicate directly with other teams and your teammates through the Update section on your account. Here,  you can communicate directly with your teammates, in context and in one concentrated, collaborative space.

You can use this to inform relevant team members or teams of any important updates by @ mentioning them, as well as ask questions, give feedback, write To-Do Checklists making sure that everything is done as efficiently as possible.

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Step 5 -  Communicate effectively with your company of important updates!

While emails are continuously being sent out all the time with lots of time and resources put into them, it’s important to get a good breakdown of the stats, gain actionable insights and make informed decisions later. Charts can help you with this.

Adding this view to your board can be done in the same way as adding a Form.

Decide on the data you’re interested in viewing and customize this in the Chart View Settings. In the chart below, we’re interested in getting a breakdown of the different categories that all our requests fall under so we can report this back to management.

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Another important graph we’re interested in seeing is the Open and Click Rate per category, so we can know where to improve. With the help of our Bar Chart, we can do exactly that:

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Tip: Interested in seeing these breakdowns across multiple boards? Check out Dashboards and the Chart Widget

 

 

Step 5 - Communicate effectively with your company of important updates!

My Week section of the platform gathers all your tasks, from across the boards, and pulls them together into one organized, manageable place.

Use the "All Dates" option in the My Week Settings to see all the tasks with dates, or the "Only Deadlines" option merely to see the deadlines coming up. By clicking on the arrows next to the dates, you can scroll through the previous and upcoming weeks' tasks. 

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There you go, ready to start using monday.com for email marketing!

 

If you have any questions at all, feel free to reach out to us at [email protected] and we'll be happy to help you!