This document outlines the processes for various email marketing tasks through The Shipyard agency. It details the steps for setting up new clients, uploading email lists, running email marketing campaigns, one-off email requests, revising content, and cancelling email marketing. For each task type, the document provides instructions on creating a task in the Accelo project management system and filling out the required fields to document the request.
3. The Shipyard | Email Marketing Processes “E MaP” 2
New Client Setup
1. Access your client’s company profile in Accelo and create a New Task
2. In the task creation window, set the Task Title to New Email Marketing
Client
3. In the Task Description field, enter the information outlined below
a. Agency Name: The agency’s name
b. Email Address: The email address that the client wishes to use for their
Mail Chimp Account
Note: This will also be the default sender email that is set for any
campaigns. If the client wants to use a different sender email for a
particular campaign, then add that to the campaign’s task description.
c. Username: The client’s desired Mail Chimp username
d. Password: The client’s desired Mail Chimp password
4. The Shipyard | Email Marketing Processes “E MaP” 3
4. Complete the remaining fields as indicated below
a. You will be set as the Task Manager by default
b. Set the Email Marketing Specialist as the Task Assignee
c. The Skills and Tags fields do not need to be populated
d. The Due Date should be set 3 business days from the date of creation
Note: Do not forget to account for weekends and holidays
e. Status should remain Pending and Time Estimate can remain blank
5. The Shipyard | Email Marketing Processes “E MaP” 4
Upload List
1. Access your client’s company profile in Accelo and create a New Task
2. In the task creation window, set the Task Title to Upload Client
Distribution List
3. In the Task Description field, enter the information outlined below
a. Agency Name: The agency’s name
b. List Type: E.g. personal, commercial, farm, general, etc.
c. Number of Emails: The total number of emails on the list
Clients are able to have up to 2,000 emails on a free Mail ChimpNote:
account. If the client exceeds that, The Shipyard will assume the cost of
a Mail Chimp account that will allow us to upload the full list. However,
only 2,000 recipients from the client’s list will be emailed until the list is
determined to be of sufficient quality to warrant a paid account.
6. The Shipyard | Email Marketing Processes “E MaP” 5
4. Complete the remaining fields as indicated below
a. You will be set as the Task Manager by default
b. Set the Email Marketing Specialist as the Task Assignee
c. The Skills and Tags fields do not need to be populated
d. The Due Date should be set 3 business days from the date of creation
Note: Do not forget to account for weekends and holidays
e. Status should remain Pending and Time Estimate can remain blank
7. The Shipyard | Email Marketing Processes “E MaP” 6
Email Marketing Campaign
1. Access your client’s company profile in Accelo and create a New Task
2. In the task creation window, set the Task Title to Email Marketing
Campaign
3. In the Task Description field, enter the information outlined below
a. Agency Name: The agency’s name
b. Send Date: The date the agency wishes the campaign to be sent
Note: Be sure the send date falls outside of the 10-day SLA
c. Send Time: The time of day the agency wishes the campaign to be sent
Remember to account for time zonesNote:
d. Target Audience: The intended audience for the campaign, e.g.
personal clients, contractors, etc.
e. Type: E.g. Newsletter, informative, cross-selling, etc.
f. Email Topic: Information about the campaign including specific details
and/or goals
g. Imagery: Indicate whether there is an attached photo, or simply include
guidelines and the email marketing specialist will select an appropriate
photo
h. Tone: Desired tone of the email copy
8. The Shipyard | Email Marketing Processes “E MaP” 7
4. Complete the remaining fields as indicated below
a. You will be set as the Task Manager by default
b. Set the Email Marketing Specialist as the Task Assignee
c. The Skills and Tags fields do not need to be populated
d. The Due Date should be set 10 business days from the date of creation
Note: Do not forget to account for weekends and holidays
e. Status should remain Pending and Time Estimate can remain blank
9. The Shipyard | Email Marketing Processes “E MaP” 8
One-off Email Request
Note: A one-off request should be reserved for emergency situations
that require immediate communication, e.g. severe weather or a
correction to a previous eblast
1. Access your client’s company profile in Accelo and create a New Task
2. In the task creation window, set the Task Title to One-off Email
Request
3. In the Task Description field, enter the information outlined below
a. Agency Name: The agency’s name
b. Send Date: The date the agency wishes the campaign to be sent
Note: The specialist will try to turn the task around as quickly as
possible
c. Send Time: The time of day the agency wishes the campaign to be sent
Remember to account for time zonesNote:
d. Target Audience: The intended audience for the campaign, e.g.
personal clients, contractors, etc.
e. Type: E.g. Newsletter, informative, cross-selling, etc.
f. Email Topic: Information about the campaign including specific details
and/or goals
g. Imagery: Indicate whether there is an attached photo, or simply include
guidelines and the email marketing specialist will select an appropriate
photo
h. Tone: Desired tone of the email copy
10. The Shipyard | Email Marketing Processes “E MaP” 9
4. Complete the remaining fields as indicated below
a. You will be set as the Task Manager by default
b. Set the Email Marketing Specialist as the Task Assignee
c. The Skills and Tags fields do not need to be populated
d. The Due Date should be set 3 business days from the date of creation
Note: Do not forget to account for weekends and holidays
e. Status should remain Pending and Time Estimate can remain blank
11. The Shipyard | Email Marketing Processes “E MaP” 10
Revision/Content Change
Request
1. Access your client’s company profile in Accelo and create a New
Task
2. In the task creation window, set the Task Title to Revision/Content
Change Request
3. In the Task Description field, enter the information outlined below
a. Agency Name: The agency’s name
b. Section to Change: Copy and paste the sentence/paragraph that needs
to be changed
c. Requested Change: Indicate what about the specified section needs
changed
12. The Shipyard | Email Marketing Processes “E MaP” 11
4. Complete the remaining fields as indicated below
f. You will be set as the Task Manager by default
g. Set the Email Marketing Specialist as the Task Assignee
h. The Skills and Tags fields do not need to be populated
i. The Due Date should be set 3 business days from the date of creation
Note: Do not forget to account for weekends and holidays
j. Status should remain Pending and Time Estimate can remain blank
13. The Shipyard | Email Marketing Processes “E MaP” 12
Email Marketing Cancellation
1. Access your client’s company profile in Accelo and create a New Task
2. In the task creation window, set the Task Title to Revision/Content
Change Request
3. In the Task Description field, enter the information outlined below
a. Agency Name: The agency’s name
b. Date of Cancellation: Date that the agency requested cancellation
c. Reason for Cancellation: Client’s reason for cancelling
14. The Shipyard | Email Marketing Processes “E MaP” 13
4. Complete the remaining fields as indicated below
a. You will be set as the Task Manager by default
b. Set the Email Marketing Specialist as the Task Assignee
c. The Skills and Tags fields do not need to be populated
d. The Due Date should be set 3 business days from the date of creation
Note: Do not forget to account for weekends and holidays
e. Status should remain Pending and Time Estimate can remain blank
