A Solution to the Hardest Part About Company Newsletters
September 7th, 2016 • Workflow Automation
“Great stuff in this month’s newsletter,” the VP of Marketing calls out to you as he turns the corner, only to add, “Next time, just try and get it sent out on time…” before disappearing into his office.
He’s right and you know it. You publish a ton of interesting and useful information that is just right for your newsletter audience and you get a lot of great engagement. You double-check hyperlinks and pick out the perfect images. You get the content ready, but then someone wants the layout changed. You grab an article from the blog, but the marketing director wants to add in a different call-to-action. There’s a special deal you are promoting this week, but it’s only good for 48 hours and the product team is debating with the copy team about the messaging of the ad. Or you have that newsletter that’s been ready for days except for one small graphic change that never seems to happen unless you light your hair on fire.
No matter how early you start, the newsletter creation process always seems to creep beyond the due date. Why is it so hard to manage?
Let Automation Handle the Hard Parts
One of the most challenging parts of the newsletter creation process is the coordination. A lot of different people want to have a say in the look and feel and it is hard to manage so many different expectations. The creative aspects are often the easiest parts; it’s the collaboration that often knocks things off schedule. And when you are using email to manage your workflows, you’re just asking for trouble.
Using an automated workflow application isn’t the cure to all of your struggles, but it will tackle the biggest one. When you create an automated workflow for the newsletter creation process, you break down the task of finishing the newsletter into small tasks for individuals. Each task gets assigned to a single person. When you assign tasks to individuals, they can focus on the most important and urgent contribution to the newsletter and not worry about the rest of it.
Some tasks might be dependent on each other (we need the copy before we can design the ad). Other tasks can be done at the same time (we need the CEO’s intro paragraph and the promoted blog article). Using KiSSFLOW, you can create a workflow that allows for both types of tasks and makes everything run smoother.
An automated workflow also allows you to build in approvals where they are needed. Rather than sending a test copy to all the VPs and trying to follow up with each of them by email, you can create approval steps for them to handle quickly.
With the KiSSFLOW pre-built Newsletter creation automated process, you can customize the different fields to get approvals for the subject line, content, design, and anything else you want.
Here’s an example of what the newsletter process might look like.
Try Turning Your Newsletter Process Automatic
Automating the newsletter creation process with KiSSFLOW liberates you and your team to focus on more important tasks at hand. Get started with KiSSFLOW, start your 14-day free trial here.
There isn’t any paper in the copier. You should…
- Tell the Office Administrator and then go for a 3-hour lunch break
- Submit an online request for office supplies
- Put on your camo and steal some sheets from the other copier in Finance
- Use a burger wrapper from the garbage that doesn’t have much cheese on it
You had to use your own money to buy lunch for a customer who dropped by. You should…
- Submit the receipt, justification for the extra guacamole, and personal credit score
- Ask your colleague to create a diversion while you raid the petty cash drawer
- Fill out an online form that gets the money in your account the next day
- Just forget about it; you’ll never get the money back
You have a workplace complaint to register. You should…
- Grab a coffee while the HR manager opens the handbook to page one
- Enact a drama to show the dangers of inappropriate clothing
- Draw up articles of war
- Complete a confidential form online that is reviewed by HR and leadership
An irate customer complains about the service they received. You should...
- Say “uh-huh”, pretend you are typing, and go back to playing poker online
- Try to set the office record for most swear words recorded on a call
- Send the address of a dark alley where you can “settle this like men”
- Apologize, initiate a refund workflow, and report the incident
You had a great idea for a company blog post while on a client visit. You should…
- Submit the fully written article and images and follow up on it weekly for 2 years
- Walk over to marketing and try to figure out where everyone went
- Initiate a request on your phone as you walk out of the building
- Start your own damn blog if it’s so easy
Your email account seems to have stopped receiving emails. You should…
- Corner the market on pens in case there is a system-wide shutdown
- Create a support ticket online
- Breathe calmly as you call the IT team and listen to them laugh at you
- Watch five YouTube videos all entitled “How to Fix Your Email”
You want to do a quick training for new hires on some new software. You should…
- Ask the HR team to add the training to the current onboarding workflow
- Advertise a free pizza party–only newbies fall for that stuff
- Get used to the feel of delivering the training to an empty room
- Unknowingly agree to also train on the Employee Handbook, Health Insurance, Workplace Safety, and Sexual Harassment
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Your Chaos is Under Control
Looks like you’ve got things covered. You are well on your way to an automated office. If you need an easier way to build your own automated workflows, sign up for a free trial of KiSSFLOW today.
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Your Chaos is Concerning
You’ve worked in worse places, but that’s not saying much. Your workflows may be stuck in the paper age, and efficiency is a daily struggle. Make the leap and see what KiSSFLOW can do for you!
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Your Chaos is Crippling
Chaos is alive and well with you. You can’t trust your current processes, and only the strong get expenses paid on time. KiSSFLOW can open a new world for you, if you survive this one!
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Your Chaos is Complete
Your office is so chaotic, it’s almost off our charts. Hats off to you for getting anything productive done during your day. You can try KiSSFLOW, but even that probably can’t help you now.