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 our ever growing online world is through emails, which is a direct and effective way to reach your customers. Whether you're sending out promotional offers, advertisements, newsletters or new product release updates, you'll need a streamlined way to manage this all.
In this guide, we’ll walk you through using monday.com to best manage and track all your email marketing in one place. We'll showcase 2 boards, that allow you to manage new requests as well as help your team plan, run, and track your entire campaign's workflow in one workspace. We'll highlight specific features that will your boards and workflow that extra push.
Don't risk bombarding your clients with emails because this isn't coordinated and centralized! Let us show you the way.
Set up your Campaign Ideas and Requests board
This board will be used to gather all requests, incoming and in process, for emails to be sent to clients. With each department requiring multiple emails to be sent out to inform clients of the latest feature, upcoming events or holiday sale, this needs to be managed correctly. All new requests are submitted using a form (don’t worry, we’ll cover this later on!), and the information is automatically filled out into the board's columns on the first group! Next, you can review each item, and either approve it, moving it automatically into your projects list, or decline it.
Let's take outline some of the columns featured on this board:
- Date Column to record the date on which the request was made
- Status Column to mark the level of priority of the request, to label the desired audience of email campaign and to record the approval status of the campaign
- Date column to record the date that the email should be sent on
- Email Column to record the email address of the requestor
- People Column to assign the person responsible for reviewing the campaign for approval
- Link to item column and mirror column to connect our boards together (we'll discuss these two later on).
Gather requests and ideas through monday.com Forms
Requests for new campaigns can come in from any of your external clients or from internal departments. Not having one standardized way to collect these requests often leads room for human error and things slipping through the cracks. Forms makes sure that none of that happens by streamlining the process, making it easier than ever to pull all requests into one place.
Our form is created as a view of your board using the board structure as the basis of the form. Each column heading on the board will become a question on the form. You can send out this form to your company members or clients through a Shareable link or by embedding this on your internal website. Anyone who has access to the form's link can fill it out, and the information will be directly filled into the board as a new item! Let's take a look at our form, below.
Power up your workflow with automations!
Automations help you cut out dozens of hours taking unnecessary steps by simply automating a lot of these processes. We've added a couple of automations to this board to optimise our workflow.
1) Automations to move requests around the board based on their status, keeping things organized at all times. So, when the status of the request gets changed to "Declined" it will move to the "Declined" group. The same will happen when the status is changed to "Approved".
2) In addition, when the status is changed to "Approved", another automation will be triggered. This will create an item in a second board, Campaign Status board (we'll get there soon!) and link them.
3) The last automation will create simple notifications to all relevant stakeholders whenever a new request rolls in. The system will make sure nothing gets overlooked.
Create your Campaign Status board
The essence of this board is to manage the ins and outs of the campaign, as well as keep track of the overall status of all campaigns. As we saw earlier on, every time a request has been approved on the Campaign requests board, an item will be automatically created in the Campaign Status board. From here, we can fill out each campaign with the relevant details to start moving the campaign forward.
This board is organized into groups, indicating which email campaigns are upcoming, sent or stuck. The workflow is horizontal, moving across the item to the right as the campaign progresses. Let's take a look at some of the highlights of this board:
- People Columns - to assign the person responsible for each stage in the campaign
- Status Columns - to reflect the desired audience for each email and the specific phase of each campaign (ie. copy, design)
- Date Column - to define the exact date the email is should be sent
- Numbers Column - to record the specific analytics of each email campaign, such as total emails sent, opened, clicked on.
- Formula Column - to calculate the open and click through rate.
Get more done with automations
We've added in a couple of automations on this board, once again to keep our board organized, as well as to ensure that nothing falls between the cracks with our automatic notifications. The automations added are as follows:
1) Automations similar to the previous board, that will move the requests to its relevant group based on the status change.
2) Automatic reminder notifications to the campaign owner that will be triggered a day before the due date arrives. Throw away those sticky notes filled with reminders- you won't need those anymore!
3) Lastly, once the date arrives, and the status of your request is "Scheduled", an automatic status change to "Sent" will occur. That way, everything will happen without a single click and you can easily gain an overview.
Keep track of your planning process with a calendar view
Email marketing is all about timing. Getting that email out just in time, and making sure that there are no overlaps with any other running campaigns is critical. See everything clearly, make adjustments and plan accordingly directly from the Calendar view.
Connect your boards together for context
Now that we have our two core boards set up, we can connect them and ensure that all information is in context and can be easily accessed no matter which board you're on.
The link to item column allows us to tie up the item on our Campaign Requests and Ideas board with the same item on the Campaign Status board. The mirror column take it one step further by reflecting the status (or any other column you'd like) of each campaign onto the Campaign Requests board, so that you can always see at a glance where everything stands.
Gain insights with our data-powered tools
Earlier on, we described how the boards can help you run, manage, plan and track your email campaigns all the way through to execution. Once your boards are filled with information, you can also gain in-depth data insights about your email campaigns to help you better implement in the future. Let's take a look at some of these tools and how they're used in this workflow:
Break down your data with Chart View
The Chart view turns raw data from your board into a visual representation providing breakdowns and overviews. Both boards are equipped with several Chart views to reflect meaningful information. Let's take a look at just a few of them.
- On the Campaign Requests and Ideas board, our Chart view will break down our requests by priority so that we can see how many of them are high priority, medium priority or low priority.
- In a similar way, the Campaign Status board is using the Chart view to provide a breakdown of the email campigns based on their status.
Manage your resources with Workload view
The Workload view is the perfect tool to ensure that you're utilising your resources in the best way possible, making sure your team members are not over assigned to projects and can perform their best. By adding the Workload view to your board, defining maximum capacities and owners to each request, you're on the path to success.
To wrap up this workflow and tie everything together let's take a look at this short summary:
- The Campaign Requests and Ideas board is where all new email campaign requests will be stored and sorted.
- New requests will be collected through a monday.com form, which is sent out as a shareable link to all clients and from across other departments.
- All approved email campaign requests will automatically create duplicate items in the second board, Campaign Status.
- The Campaign Status board is there to manage the low level details of each email campaign, as well as provide a high level overview of where they all stand.
- Both boards are linked together by the 'link to item' and 'mirror' columns.
- Automations ensure that both boards are organized by moving requests around based on their status, as well as ensuring nothing is overlooked with reminder notifications.
- The Chart view and Workload view provide in-depth data insights to allow you to analyse, plan and implement better.
There you go! A simple yet effective workflow to empower you and your team when managing your email marketing campaigns on monday.com!
If you have any questions, please feel free to reach out to our Customer Success Team 24/7! We're happy to help :)