The document provides guidance on creating an effective email newsletter workflow. It recommends determining the newsletter purpose, frequency of sending (such as monthly), and best time to send (like Tuesday mornings). Planning content three months in advance is advised by calendarizing key dates, holidays, and content deadlines. Working backwards from send dates, the calendar allows scheduling review periods and content creation in advance to streamline the newsletter production process.

1. Let’s get moving! Setting
some goals
Optimizing your workflow

2. Logistics
• Cadence of each session
• “Celebrations”
• Review last module
• New content
• Interactive time with content, use of chat
• Time to work on your project, Q and A
• Poll at end 4 questions
• Try to show up on time with camera on
• Recording of modules, confidentiality, sharing in google
docs

3. Agenda
• Why Email newsletters – Data
• Best Practices to Produce a
newsletter
• Planning – how/why that helps
• Calendarizing – How often to send,
When to send it, Your personal work
habits
• Planning 3 months in advance

4. Why Email Newsletters are so Crucial
Email Marketing Stats (Highlights)
• There are 4 billion daily email users.
• 64% of small businesses use email marketing to reach
customers.
• 87% of brands say that email marketing is very critical
to business success. (Litmus, 2023)
• 6% of all social media marketing gets to your
audience.( not a typo )
• You are in control of your contacts, not social
media

5. Why Using an Email Service is Hard to Beat
• Lots of physical, measurable response
• Can divide people into lists, no duplication of emails
• Easy to brand with colors and logos
• Easy to measure and can be monetized
• Inexpensive, quick, direct into their inbox
• Contact action can be monitored( who clicked, who did not
open it, etc)

6. Why an Email Newsletter Brings You Clients
• Increases the professionalism
of your business
• Make you stand out as a
thought leader
• Conveys messaging quickly and
with graphics
• Keeps you “Top of Mind”

7. Best Practices to Produce a Newsletter
• Purpose of newsletter
• Add new contacts, if not already in
• Who is the target audience ( which list will you send it to)
• Create content text, secure graphics
• Use an existing template or a “holiday or special event template”
• Insert the content into the newsletter template
• Test and preview it, send it to another real person, links, spelling etc
• Schedule to send.
After newsletter platform is set up ( including contacts, templates, branding)

8. We Can Streamline Each Part
• Starting with 3 critical items, then and calendarizing it
• Current Workflow Assessment
Action Item: Take a moment to
reflect on your current newsletter
production process. Identify one
aspect that you find time-consuming.

9. Newsletter Workflow
What are Critical Items
Purpose
How often to send, monthly, weekly
When to send, which day and time
Your personal work flow
Action Steps:
• Calendar
• Content

10. Purpose
• Three types of emails – promotional, non promotional, event driven
Promotional Non-Promotional Event Driven

11. What are your specific goals
• Write down your goal for each month
• Some common goals:
• Increase sales/donations
• Get new customers/supporters
• Increase repeat business
• Promote a product or service
• Inform and educate
• Generate referrals

12. Promotional email plan/Event
• 3 mails, series
1. Announcement
2. Email reminder
3. Last chance reminder

13. Planning in Advance
• Creates Calm
• Feeling of Organized
• In Control
• Decreases mistakes
• Time to review and Modify

14. How Often to Send - Depends on your purpose,
your customer
• Start with the end in mind - your purpose/what you want gain
• To Determine frequency
1. Consider audience, More relevant makes it ok
2. What routines they have
3. Try different days and times
4. Set expectations about when and how often to send
5. Minimum 1x month, stay top of mind
• Stay consistent
• Consumers prefer to receive emails from their favorite brands just a few
times per month. (Gartner, 2022)

15. When to Send
• Depends on your customer their habits when they view, can read
• Most open it immediately – Nearly 21% of all email campaigns are
opened within the first hour of sending. (GetResponse, 2023)
• You can schedule it - My customers:
• The best time to send a marketing email is 9:00 AM - 12 PM EST, then 12:01 PM - 3
PM EST. The worst is 1 AM - 3 AM EST. Tuesdays are the best days to send an email
Sundays are the worst (HubSpot Blog Research, 2023)
• The best time of day tends to favor the 7-9am time bracket, with most people
checking their emails first thing in the morning, either before they go to work or on
the way to work. The 4-6pm time bracket is the second most effective time of the
day, suiting those on the way home from work. ”Marketing Platform”

17. How You Work
What is your preferred work cadence
Small regular times – sprints
Large chunks of time – marathons
Others in your organization
Schedule these

18. • Seasonal Cadence
of business –
winter and
summer
• Increased in
spring and
summer
• Promotional blast
• Dee’s time
frame/capacity

19. Content Calendar - One main topic per email,
design simple, short content
• Use it as a Working document
• Place to keep ideas
• Plan ahead, write the text at regular specific times
• Take advantage of holidays
• Events – pre plan
• Your specific business cadence
• Think about a series

22. Work Backwards on the 3-Month Calendar
• Write down key dates – events,
seasonal activities
• Plan for holidays
• CALENDARIZE THESE DATES/TIMES
• When will send
• When will do final review – 2 -3 days
• When put content into the template -5
days -1 week
• When content is complete
• How/when will you get this content
created)

23. Consistency Clear Goals
Working with a 3 month calendar
Let’s work on our calendars

25. Thank You
Dee Dice
Constant Growth Marketing and
Consulting
Ph. 508-566-9565
Email: dd@constant-growth.com
Website: https://constant-growth.com/