Introduction:

This Newsletter Template Process acts as a guide for you to create an engaging and actionable newsletter that you can send via email to your subscribers. The Newsletter Template Process is designed so you can focus and deliver your newsletter's aim effectively.

Newsletter creation is a marketing process that keeps customers and prospects up to date with your company's developments.

Content such as:

  • Promotions
  • Information regarding the industry or your product/service
  • Your companies participation in conferences and exhibitions
  • Information regarding new products

can be communicated using a newsletter.

Considering  61% of consumers are shown to prefer contact via email, it makes sense to utilize email as a platform to send your business newsletters electronically.

But why invest time and effort to create a newsletter?

Newsletters are vital to building strong relationships with your customers. In addition to this, newsletters help drive sales, boost your social media following and increase traffic to your website.

To achieve such benefits, your email newsletter must be done correctly.

A lot of newsletters can be described as being as dull as dirty dishwater. This is where this Newsletter Template Process steps in.

This Newsletter Template Process emphasizes the importance of the process to create an effective email newsletter.

As you work through this Newsletter Template Process, you will be presented with form fields, such as long text form fields and multiple-choice questions. You will be required to populate each form field with your own specific data.

Process Street provides more information on how to use each form field in the 'Enter Checklist Details' task. 

As a manager, you will work through the pre-planning stage of this template, defining the newsletter's aim. You can then assign tasks associated with newsletter creation to the relevant team member using Process Street's role assignment feature.

Other features you will be presented with in this process include:

Record checklist details

In this Newsletter Template Process, you will be presented with the following form fields, which you are required to populate with your own specific data. More information is provided for each form field via linkage to our help pages:

To begin the Newsletter Template Process, enter the required details into the form fields below.

This is a stop task, which means you cannot progress in this Newsletter Template Process until the required form fields are complete.

The beginning tasks of this Newsletter Template Process are to be completed by the relevant manager. The manager needs to be assigned using Process Street's role assignment feature.

The creation of the newsletter needs to be assigned to the relevant employee. Again, use Process Street's role assignment feature to assign these tasks.

You can set a due date for the completion of this newsletter using Process Street's dynamic due date feature below.

The final stage of this Newsletter Template Process will be due 24 hours before this date, and the relevant employee will be notified at this point in time.

Inform your subscribers:

Assess your subscriber landing page

The first step of this Newsletter Template Process is to make sure that your subscriber landing page informs your subscribers properly in regards to your newsletters.

Have a look at your subscriber landing page and examine this page. Check off each task in the subtask form field below.

  • 1
    Newsletter focus and potential content are communicated.
  • 2
    The frequency in which newsletters will be sent is communicated.

Pre-planning stage:

Define the purpose and the aim of your newsletter

Before you start creating your email newsletter, you must define the purpose of your newsletters and the newsletter's aims to assess these against your business goals.

Use our long text form field to summarize the purpose of your newsletter. You can then use the multiple-choice form fields provided to select your newsletter aim and business goal.

  • 1
    Raise brand awareness
  • 2
    Leverage existing content
  • 3
    Include different types of content
  • 4
    Increase site traffic
  • 5
    Increase sales
  • 6
    Develop stronger customer relationships
  • 7
    Other
  • 1
    Increase the number of leads
  • 2
    Obtain better quality leads
  • 3
    Close more deals
  • 4
    Retain more customers
  • 5
    Other

When defining the purpose of your newsletter, you should consider what the newsletter is for. Newsletters are often used to communicate announcements about products, services, industry or general company information. Newsletters need to include a mix of content, such as event reminders, surveys, educational information about your product/service, and industry promotions and other offers.

Review your newsletter aim against your business goals

You can review the aim of your newsletter against your business goals to see whether or not the two support each other.

You are presented with our dropdown form field. Selecting 'yes' or 'no' in this form field will activate Process Street's conditional logic feature, and determine which stage in this process you are directed to.

This is a stop task, you cannot progress in this Newsletter Template Process until this task is complete.

The aim of your newsletter

{{form.Define_your_newsletter_aim.}}

You business goal

{{form.Define_your_business_goals}}

Create an email campaign

If the aim of your newsletter does not align with your business goals then you are better off creating an email campaign that is specific to such a goal.

In this, Process Street has your back. Check out Process Street's email campaign processes below.

Set up your newsletter creation task

The aim of your newsletter is in alignment with your business goals. You can therefore begin to create your newsletter.

As mentioned in the 'Record Checklist Details' task, you can assign the newsletter creation tasks to the relevant employee.

You can use our dropdown form field to email the relevant employee that the newsletter is ready for them to start.

This is a conditional logic step. Selecting 'Yes' or 'No' will direct you to the relevant stage in this Newsletter Template Process.

Email Employee

You are presented with our email widget. Using this widget, you can email the relevant employee to notify them that the newsletter production task is ready to start.

Educate your readers

Your newsletter is providing information to your reader. For example, educating the subscriber about your product/service or the industry.

A small proportion of your newsletter should be dedicated to providing promotional content. You must make sure you also plan what promotional content to include.

You are presented with our subtask checklist. Tick off the task once it has been completed.

You are also provided with our file upload form field. You can upload this plan to this checklist for your records. Alternatively, you can use our website form field, and copy and paste the URL for online documents detailing this plan.

  • 1
    Plan what educational topics will be covered in your newsletter.
  • 2
    Plan what promotional topic will be covered in your newsletter.
  • 1
    Content is timely
  • 2
    Content is relevant

Make sure your newsletter content is 90% educational and 10% promotional so as to not put off your subscribers.

Segment your list

''Build something 100 people love, not something 1 million people kind of like'' - Brian Chesky, co-founder of Airbnb

Segmenting your email subscriber list is a great way to ensure the emails you send are personal and thus targeted. As the quote states above, it is best to create personalized newsletters that your segmented subscriber lists love.

You can enter your email subscriber list in the short text form field provided.

Alternatively, you can upload this segmented list or provide the URL link to online documents using our file upload and website form fields respectively.

When you are creating an email subject line, you should know who you are writing to. This allows you to personalize each message and ensures your newsletters are not generic.

Gather your content:

Gather information

Once you have planned the topics of focus for your newsletter, you need to gather information to provide content for each of these topics.

Check off the subtasks below as you do this.

  • 1
    Gather information for your educational content.
  • 2
    Gather information for your promotional content.

Create a plan

Once you have gathered all the required information for your newsletter, the next stage would be to complete a newsletter plan in terms of content.

The drop-down menu utilizes our conditional logic feature. Selecting 'yes' or 'no' from this form field will direct you to the relevant step in this template.

  • 1
    Create a plan for your newsletter

Segmenting your subscriber list is a great way to provide personalized newsletters. Your subscriber list was previously personalized. Find ways to add a personalized message in the body of your email.

  • 1
    Identify how content could be personalized.

Creating a plan is important for ensuring both the correct focus and direction of your newsletter. Plans help you clarify your ideas, choose a clear focus and put your ideas in order.

Assign newsletter content plan for review

You can use our task assignment feature to assign a member of your team to review your newsletter content plan.

You are then presented with our file upload and website form fields. You can upload your newsletter content plan as a file, or a URL link of this plan respectively.

Provide feedback

Review the newsletter content plan and provide feedback.

Implement feedback

Use this time to implement the feedback provided.

This is a stop task, you cannot progress with this template until all feedback has been implemented as required.

  • 1
    Implement feedback provided by team member

Feedback: {{form.Provide_feedback_1}}

Design your template:

Select your newsletter template

It is a good idea to have a variety of newsletter templates to choose from. Have a look at our post 'X' which provides x number of newsletter templates for you to choose from.

Make sure your templates are consistent and align with your brand.

  • 1
    Select your newsletter template

Add in content:

Write your content

You have planned your content and obtained a newsletter template for your general layout. Next, you need to write the content of your newsletter.

  • 1
    Write body content

Once you have written the body of your newsletter, you must make sure to include a Call-To-Action.

Having lots of different Call-To-Actions reduces the effectiveness of each. It is best practice to have one main call-to-action and then any others are more ''in case you have time' actions.

  • 1
    Add the call to action to your content.
  • 2
    Add additional, less important, call-to-actions.

Self-review content

Go through your written newsletter content and review this content.

Check off each task in the subtask form field below:

This is a stop task, you cannot progress in this checklist until all required tasks are complete.

  • 1
    Grammar and spelling checked
  • 2
    Performed multiple read-throughs to make sure the content reads well

Add content body to newsletter template

Once you have written the content for your newsletter you can add this content to your newsletter template. Check off the task in the subtask form field once this is complete.

You are also presented with our dropdown form field. Selecting 'yes' or 'no' will direct you to the relevant stage in this process using our conditional logic feature.

  • 1
    Add content to the newsletter template
  • 2
    Add images

Once you have added the content to your newsletter template, you can assess your completed newsletter. Assess your newsletter to ensure it meets the following criteria.

  • 1
    Your newsletter has an uncluttered look.
  • 2
    There is plenty of white space in your newsletter.
  • 3
    Your newsletters copy is concise.
  • 4
    Make sure images have 'alt text'.

Visual content is important, however, sometimes people will not have images enabled for their emails. Making sure you have alternative text (alt-text) that appears when the images are no loaded is therefore essential.

Assign newsletter for review

If your newsletter template requires a review, you can request this, again using our role assignment feature.

You are then presented with our file upload and website form fields. You can upload your newsletter as a file, or a URL link of this plan respectively.

Provide feedback

Review the newsletter content plan and provide feedback.

Implement feedback

Use this time to implement the feedback provided.

This is a stop task, you cannot progress with this template until feedback has been implemented as required.

  • 1
    Implement feedback provided by team member

Feedback: {{form.Provide_feedback_2}}

Create an email subject line:

Start with a call-to-action

The next stage in creating your email newsletter's subject line is to define a call to action. The call to action can go at the subject line's start to spark action in the reader.

You can enter your chosen call to action in the short text form field provided.

Your call to action: {{form.Write_your_main_call_to_action.}}

  • 1
    Add your call-to-action to your email subject line.

Call to actions should make the reader want to 'click'. They should create a sense of urgency. For example, they can set a deadline by stating when an offer ends.

Consider the proven successful formulas

Many successful subject lines follow certain formulas. These forumlas are indicated below:

  • Question: Ask questions the recipients are likely to ask themselves, this will pique the subscriber's interest as they will want to know the answer.
  • Benefit: State the benefit of your newsletter in your subject line. 
  • Social proof: Inform your recipients a celebrity or expert has endorsed a product or a feature. 
  • Listing: Lists and numbers are more plausible. Human brains are more drawn to numbers.
  • Curiosity: Intrigue the recipients with a subject line that arouses their curiosity. 
  • Announcement: Direct and straight to the point. 
  • Discover: Use verbs like ‘discover’ so the subscribers discover a quick solution to their problem. 
  • Big mistake: No one likes to be wrong, highlight to the recipient why they should do something. 
  • The result: Directly state the results the recipient will get if they take a certain action. 

    Make the subject line personal

    List segmentation helps to make your newsletters more personalized. You can personalize the subject line to increase the chance the email newsletter is opened. Add the recipients name or the company name to the subject line.

    Emails that include the recipient's name are more likely to be opened than other emails.

    Make it clear and brief

    You may have thought up of a few different subject lines to use. You can perform A/B testing to determine which subject line works the best. You are presented with two short text form fields that will allow you to perform such testing.

    Once you have entered the possible subject lines you could use, have a look at these subject lines to see if they contain the required features as follows:

    Check off each task in the subtask form field.

    • 1
      The subject line contains keywords.
    • 2
      The subject line contains action verbs.
    • 3
      The subject line is kept within 50 characters.
    • 4
      Filler words are removed from the subject line.
    • 5
      Numbers are used as opposed to words, where relevant.

    Just as your subject line should contain certain features, there are also features that your subject line should not contain.

    Assess your subject line and make sure it doesn't contain the below features. Check off the tasks in the subtask form field below for confirmation that your subject line doesn't contain the specified feature.

    • 1
      False promises
    • 2
      Use of capital letters
    • 3
      Use of ''spammy'' words

    ''Spammy words'' are often commercial messages which readers will try to avoid. Find a full detailed list of 'spam' words to avoid here.

    Add preview text

    Pull a snippet of text from the body of your email and add this as preview text, which should be displayed under the sender's name.

    Use our long text form field to define what preview text you will be using.

    When you don't add preview text, text will be automatically pulled from your email. This could mess up your format and put off recipients. You can use preview text as an extension to generate further interest.

    Make it easy for people to unsubscribe

    Although this may seem counter-intuitive, if you want to maintain an active and engaged subscriber list then providing an option of subscribers to unsubscribe is key.

    • 1
      Provide the option for the subscriber to unsubscribe
    • 2
      Make sure this unsubscribe link is visible

    Assign subject line and preview text for review

    If your subject line requires a review, you can request this, again using our role assignment feature.

    Subject line A: {{form.Enter_subject_line_A}}

    Subject line B: {{form.Enter_subject_line_B}}

    Provide feedback

    Review the subject line and provide feedback.

    Implement feedback

    Use this time to implement the feedback provided.

    This is a stop task, you cannot progress with this process until feedback has been implemented as required.

    • 1
      Implement feedback provided by team member

    Feedback: {{form.Provide_feedback_3}}

    Review and test:

    Review and test the newsletter

    Once your email newsletter has been created and reviewed, the next stage is the testing stage.

    Check off the tasks below on their completion.

    • 1
      Make sure you are legally compliant
    • 2
      Test different browsers and email providers

    Sources:

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