1. Improving Electronic
Communication with Clientele
David Yates
Extension Area Specialist – IT
Eastern Region
University of Tennessee Extension
dyates@utk.edu
@davidyates
ACE/NETC
Indianapolis, IN
June 11-14, 2013

2. Communicating with clients
• Provide follow-up to programs
• Inform and advertise programs
• Ask for feedback
• General public relations

3. Tools we are using
• Newsletters (print)
• Emails
• Newspaper articles
• Social media
• Face-to-Face contact
• Subscriber newsletter?
• Realize no single method will reach 100%
of your audience

4. Pitfalls of using your email
account (Exchange)
• Someone has to enter all the email
addresses and keep them updated
• If delegate, to who?
• Personnel changes in county?
• Where are addresses stored?
• Who is the email from?
• What happens when Exchange email is
blacklisted from popular mail servers?

5. Advantages to email subscription
management service
• Templates ready for your information (and can
be customized)
• Email list is managed in the “cloud” not
individual computer
• Link to social media sites
• Manage subscribe/unsubscribe request easily
• High receive rate to subscribers (not marked as
spam)
• View statistics of readers

6. Examples
• Jefferson County Extension FCS (CC)

7. Examples
• UTIA Gardens (CC – switching to CM)

8. Examples
• Third Thursday, since August 2012 (CM)
2,000 subscribers of Third Thursday

9. Examples
• Eastern Region IT (CC)
230 subscribers
Of ER IT

10. Examples
• Complete Chiropractic (MC)

11. Products and Cost
• Constant Contact
– http://www.constantcontact.
com
– Email wizard to create
email newsletter
– 400+ templates
– Links to social media
pages
– Import existing lists
– Manage requests
– View statistics
– Can send multiple
newsletters
Volume Cost
Free 60 day trial
0-500 email
addresses
$15 /month
$81 /6 months
$153 /12 months
501-2,500 email
addresses
$30 /month
$162 /6 months
$306 /12 months
2,501-5,000 email
addresses
$50 /month
$270 /6 months
$510 /12 months
Add more for additional graphics……

12. Products and Cost
• Campaign Monitor
– http://www.campaignmonitor
.com
– Readymade templates
– Integrate social media
– Build your list or import
– Segment your audience
– Response graphs &
analytics
– Drag & drop email editor
Volume Cost
0-500 subscribers $9/month ($108)
- Basic
$29/month ($348)
- Unlimited
501-2,500
subscribers
$29/month ($348)
- Basic
$59/month ($708)
- Unlimited
2,501-5,000
subscribers
$49/month ($588)
- Basic
$99/month
($1,188)
- Unlimited

13. Products and Cost
• Mailchimp
– http://mailchimp.com
– Create a template or chose
a design template
– Links to social media
pages
– Build your list or import
– Collect signup from iPad or
laptop
– Track your results
– Can send multiple
newsletters
Volume Cost
Less than 2,000
subscribers; up to
12,000
emails/month*
Free
0-500 subscribers $10 /month
$120 /12 months
501-1,000
subscribers
$15 /month
$120 /12 months
1,001-2,500
subscribers
$30 /month
$360 /12 months
2,501-5,000
subscribers
$50 /month
$600 /12 months

14. Products and Cost
• Emma
– http://www.myemma.com
– Readymade templates
– Integrate social media
– Build your list or import
– Segment your audience
– Response graphs &
analytics
– Drag & drop email editor
Volume Cost
Send 1,000
emails
$30/month
$360/12 months
Send 2,500
emails
$45/month
$540/12 months
Send 5,000
emails
$70/month
$840/12 months
Check for nonprofit discount eligibility

15. Products and Cost
• The 4 examples are similar but different
• Look at what best meets your needs
• Compare features versus cost
• What others are doing
• Expand a subscription

16. But what if I have no budget?
• Use free version of MailChimp
• Can develop lists in Outlook
• Build a theme in Outlook
• Create content
• Send to list
• Realize Outlook disadvantage and how
email will look in clients email program
(will all the graphics appear?)

17. Take Home Points
• Think beyond our traditional outlets (one
outlet is not the answer)
• Reaching new audiences
• New technology
• Efficient, effective and timely
communication