5 Reasons To Outsource Your E-Newsletter

February 2, 2016


5 Reasons to Outsource your E-Newsletter

E-Newsletters can be a great do-it-yourself marketing tactic. They are appealing because they are low cost, have minimal barrier to entry, and have proven potential for great return.

But, should you be writing, creating and sending your e-newsletter yourself, or should you outsource it to a pro?

Here are 5 reasons you may want to consider as you weigh whether it’s better to DIY or delegate this work.

1. You are not a strong writer

Many people write as part of their job. You may write emails, proposals, instructions, etc. But if you don’t like writing, or you are not very good at it, you need to find a strong writer to help with your e-newsletter. A professional can help you write succinctly and develop a tone that is appropriate for your brand—friendly, witty, scholarly, compassionate, etc. They’ll also help you avoid embarrassing typos and grammar errors.

If you dislike writing, or don’t feel confident in your writing skills, I predict that you will put off doing your e-newsletter writing and your e-newsletters will not go out as frequently as they should.

2. You can’t create high-quality graphics

E-newsletters, just like web sites and social media, are relying more on graphics to tell stories.

Face it, people are always in a rush, and graphics help make your point more clearly and quickly. You need to be integrating photography, illustrations, charts or other graphics into your e-newsletters.

If you don’t have the skills, software and/or imagery to develop these graphics, your newsletters are just not going to be as powerful as they could be. Many people recognize the problem and try to solve it by pulling from the glut of low-cost photography that’s out there. But these images tend to be low-quality and not truly connected to your own brand identity.

Professional designers have resources to help you develop high-quality graphics: from access to greater photo libraries; to creating info-graphics, to adjusting a chart to match your own brand. These are the details that really make your e-newsletter shine.

3. You need to focus on other, higher priority work

Most businesses owners who are tackling the question of whether to do their e-newsletter themselves or turn it over to someone else, are solopreneurs or owners of micro and small businesses. If this is you, you probably are responsible for a wide variety of tasks to keep your business going. But it’s time to ask yourself: Is sending your e-newsletters an assignment that should be removed from your to-do list so that you use your time working on tasks that only you can do?

As we work with clients who are moving off of services like MailChimp or Constant Contact, which are very focused on the DIY user, they talk about how common it was to spend 2, 5 or even 8 hours to get their e-newsletter looking good. By the time they fixed the colors, wrote the text, checked the links, uploaded their latest contacts, it was a huge amount of time.

If you are spending too many hours working inefficiently on your newsletter, recoup that investment in billable, profitable work by shedding your e-newsletter from your to-do list.

4. Your e-newsletter will get sent more frequently if you delegate the work

Having worked with many clients on their newsletters, they never seem to send their e-newsletter as frequently as they had planned. Business owners usually don’t get around to sending their e-newsletters because of the first three reasons listed above.

Let’s say your goal is to send out a monthly newsletter. (Monthly, rather than quarterly, weekly or any other interval, is the most frequently cited plan we hear from our clients). In reality, at the end of the year you only sent 4-6 e-newsletters. That is a dismal rate of only sending one-third to one-half of the number you planned.

Obviously, an e-newsletter is only going to produce a return if you actually send it. And, the success of your e-newsletter is likely to compound as you get in front of your targets more frequently. When you reduce your send rate by as much 66% (which is easy to do when you don’t delegate) you’ll never see the full potential.

By choosing a professional firm to be responsible for your e-newsletter, you can guarantee that it will be send out regularly, as planned.

5. You lack a strategy that drives your e-newsletter

E-newsletters are effective because they keep you and your organization top of mind. For many consultants and entrepreneurs that may be enough of a reason to send out a regular e-newsletter. You get a platform to share your knowledge or share samples of your work. As you send it out, you find you get replies and inquiries about your work.

But your e-newsletter can be so much more.

It can be a core part of increasing the number of leads you generate. It can be integral to a content-marketing strategy that includes blogging, social media, article-writing and PR. Email marketing can make or break promotional campaigns.

Outsourcing your e-newsletter may link you to a marketing professional who can help you build your list, target your list and become more strategic with your e-mail marketing. For example, we often begin with an inquiry about an e-newsletter but roll it into a combination of an e-newsletter and blog strategy.

What’s holding you back from hiring a professional to create, send and manage your e-newsletter?

6 E-Newsletter Best Practices for 2016

November 3, 2015

Best E-Newsletter Practices 2016As we head into 2016, email marketing continues its reign at the top of marketing tactics.

It’s easy to get distracted with social media, search or pay-per-click ads, but study after study puts email marketing as the most effective way to build awareness, acquire leads, convert prospects, and retain current customers.

These days, it’s easy to send out an e-newsletter, but it’s hard to send out a really good e-newsletter: one that builds your brand, closes sales and grows your business.

If you’re ready to jumpstart your e-newsletter in 2016, start by focusing on these best practices.

1. Mobile first

Depending on your audience, mobile email will account for 15 to 70% of email opens. If smartphone users are not your largest group of email readers yet, they may be soon. And no matter what your statistics show, you can’t ignore this group.

According to Movable Ink’s “U.S. Consumer Device Preference Report: Q1 2014,” 66 percent of brand marketing emails were opened on a mobile device (smartphones and tablets) during the first quarter. This represents a huge leap from just four years ago, when only 9 percent of email opens took place on mobile.

Why does mobile matter? Because reading email on a smartphone is a different experience.

Make sure you’re sending emails that are optimized for smartphone readers as well as desktop email clients. Check that your email service provider (ESP) has templates that are responsive in nature, not just mobile friendly. Not sure what the difference is? Read: Responsive vs Mobile E-Newsletter Templates.

You want your readers to have a great viewing experience on any kind of device.

Tailor design elements to a small screen. Buttons should be large enough to be easy to click. While most web designers are aware of this issue on mobile-friendly web sites, it often gets overlooked by e-newsletter designers.

Limit the length of content. People often use their phone to check email when they just have a brief moment. They expect to get through your email content quickly, so make your e-newsletter as short as possible, while still being useful.

Studies of eye-tracking when reading e-newsletters show that most attention is spent at the top left corner and then interest drops quickly after that.

Rather than sending one e-newsletter with many articles, consider sending each individual article as an e-newsletter. This will lead to higher frequency (improve your brand visibility), and probably higher engagements in your e-newsletters.

2. Snippets, previews and subject lines

Whether on your phone or on your desktop, we’ve all learned to quickly sort (and delete!) our email. In most e-mail clients (the software you use to read your email) you see the from, the subject and sometimes a snippet or preview.

Use snippets and previews carefully in your e-newsletter

Carefully craft the message in your preview snippet. I receive far too many e-newsletters where after the subject line all I read is “Having trouble viewing this email? View it online.”

Figure out how to override this setting! (Here at Mail on the Mark we make this really easy for our clients by making this an easy-to-edit field.) Customize this content for every e-newsletter.

Boost your brand visibility even without an open. After every e-newsletter you send, you’re probably eager to see what your open rate is. And that stat is still critical. However, think about the message you want to convey to people who don’t even open your email.

For example, I get a lot of e-newsletters from retailers I shop with. If I’m not looking to buy from them right now, I just quickly swipe and delete the message. But before I do, I’ve registered two things: 1) who sent the email (aka brand visibility) and 2) what the offer is (aka key message).

Keep subject lines short. Yes, subject lines are still critical and on smartphones they are often truncated. So, keep keywords to the first few words and make sure your message is understandable with only a few words.

3. Personalize your e-newsletters

There is growing proof that personalizing content increases engagement, and e-newsletters are a prime vehicle for creating personalized messages for your readers.

Go beyond just “Dear {First Name},” People love to see their own name. So, make sure that you are collecting at least first names when you have people sign up for your e-newsletter.

However, we are all aware of how easy the {First Name} “trick” is. So, in addition to the typical: Dear {First Name}, consider other places where you can add personalization. For a B2B marketer, you might weave in the recipient’s company name, if you have that data. For a retailer, try inserting information about a recent purchase.

Segment your lists. An important way to tailor your messages to your readers is to segment your list. All of your readers don’t need to receive every email you send. In fact, fewer messages that are better targeted is a far more effective email strategy.

Make yourself personable and human too. The whole idea with personalization is to give authenticity to an email. Make your own information human too. The “from” address and who signs the e-newsletter matter. Unless you are marketing for a very large firm, consider who the email is coming from. Make it a real person.

4. Raise your email newsletter quality, or lose readers

One of the biggest challenges with e-newsletters is the sheer volume of email we all receive. It’s hard to cut through the noise. If there is nothing special about your email, it will be quickly deleted, or worse—permanently unsubscribed from.

Most readers want one of three things when they sign up for an e-newsletter:

  • special offers
  • exclusive information
  • or to stay in touch with you.

Let’s start with the third one first.

Assume people don’t care that much about you. Very few people (besides your Mom) will sign up for your newsletter just to get “news” from your company. That will rarely attract people to sign up for an e-newsletter, so you’ll have trouble building your list.

There are a few of exceptions. Some non-profits, school, or events can get away with this approach. You probably have signed up for an e-newsletter from a group you support or your kids’ school because you want to be kept up-to-date on things like people hired, upcoming events, or even photos of the holiday party, etc. But very few people want to hear similar news from their insurance broker, restaurant, etc.

For everyone else, figure out what’s in it for your reader.

People want special offers. The number one reason people cite for joining an e-newsletter list is special, exclusive offers—coupons or special sales only available for subscribers.

Use these offers to entice people to sign up and don’t dilute their power by then turning around and offering the same thing to everyone.

Share exclusive information. Some businesses, especially B2B firms, are not going have sales or offer coupons. That’s OK. Your subscribers are probably looking for information, rather than offers.

Just like with a blog, your newsletter should provide useful, expert thoughts, tips, etc. that would be time consuming to find elsewhere. Your e-newsletter is the perfect place to position yourself as an industry expert.

Improve your visuals. It’s easy to quickly add a royalty-free photo to your e-newsletter without much thought. But an image that doesn’t add to your message and maintain your brand identity is a waste. In fact, it detracts from the whole e-newsletter.

Consider developing graphics—photography, charts or other imagery—that are customized to support your brand and message.

Make sure your e-newsletter looks professional. Sorry, but there a ton of ugly e-newsletters out there. Think how many times you let you out a sigh as you cringe at yet another poorly-assembled newsletter. It is clear that the person sending it out didn’t have a full handle on the email tool they were trying to use.

Maybe the colors don’t match the brand, or there are strange formatting issues like a mix of centered and non-centered type, or randomly bold type. These are often a result of rushing through the process of creating your template.

Turning over your e-newsletters to an email marketing expert may be the best way to proceed.

5. Connect your e-newsletter to your blog and social media

When you think about your e-newsletter, blog and social media, stop thinking about three different silos. Rather than three different channels that need three times the attention, think about how they can complement each other and build on each other. Yes, you will have to do work in every medium, but you don’t need to start each from scratch.

Write once, promote everywhere. It’s hard work writing great content and developing high-quality imagery to accompany it. Cross promote your content across channels.

The most efficient way to do this is to create a blog post and have the full content live there. It’s on your own domain and web site, so that’s the best place for its permanent home.

Then, send out an email blast with the beginning of the blog post and a key graphic included. Have people click through to read the entire article. That keeps the email short and gives you something to track (clicks).

Then, promote the blog post through social media using a similar technique. Make sure new viewers to your site are encouraged to join your e-newsletter list with easy-to-find signup forms.

6. Stop sending e-newsletters, start email marketing

Overall, you may want to stop thinking about e-newsletters and start thinking about email marketing.


The idea of an e-newsletter conjures up the idea of a monthly, multi-article format. First of all, that format is too long (see #1 above). Secondly, your email marketing program could be much more robust. Once you’ve mastered your e-newsletter, it’s time to think about auto-responders, drip campaigns and more.

Any good e-newsletter tool should make it easy for you to build these systems.

Create auto-responders. Make sure you have auto-responders so that when someone signs up for your email list they immediately hear from you. This auto-responder should be sent to new subscribers immediately or within a day or so. This is when they are most interested in hearing from you.

The great thing about auto-responders is that you set it up once, and it goes on auto-pilot for you, reaching out and communicating to all your prospects, effortlessly.

Build drip campaigns with multiple emails. A drip campaign is a series of emails in a certain sequence. It may be a robust form of an autoresponder for new subscribers.

Also, a drip campaign can be longer and more thorough almost amounting to an online course. Your e-newsletter service provider should make this easy to setup.

Coordinate these automated efforts strategically and visually. Be careful when you set up different email systems. If you have a regular newsletter, an auto-responder and drip campaigns, they should all look like they come from the same brand.

The design does not have to be exactly the same. In fact a drip campaign that works like an online course will most certainly violate our prior suggestion of being as short as possible.

However, all your email marketing should maintain the brand identity. Remember, every time your email lands in someone’s inbox it either builds or destroys your brand’s trust.

If you’re going to send an e-newsletter, do it right!


Responsive vs Mobile E-Newsletter Templates

October 23, 2015

Is Your E-Newsletter Mobile Friendly or Responsive?

Some of the biggest names in email marketing are featuring “mobile-friendly” templates for their users. With more and more people reading their email on phones and other smaller devices, it’s important to consider mobile when designing e-newsletters, read more about why mobile matters here. However, there is a big difference between a “mobile-friendly” template and a responsive template.


With a mobile-friendly (but not responsive) layout, your newsletter may look narrow or squished on larger screens.

Mobile-friendly templates

These “mobile-friendly” email templates are designed  specifically for users reading their emails on smartphones and tablets.

Sounds great right? Nope!

The problem is that they are designed for mobile devices only. This means if someone on your mailing list opens the email using one of these templates on a desktop they will still see the narrow layout and small images intended for a mobile device.

These mobile-only templates are not smart enough to figure out which the device is being used. They serve up the mobile version no matter what. Even if your email list is dominated by smartphone users, there is no way to guarantee that someone is viewing your e-newsletter a mobile device.

Mobile-friendly is not enough!


With a layout that adapts to your device, your viewers get a great reading experience from large to small screen.

Responsive templates

The solution to have your email look good across multiples devices is to make sure that your email template is responsive.

Responsive means that it “responds” or adapts to the size of the device it is being viewed on, making images and layouts larger for desktops and smaller for mobile devices and tablets. Something called a media-query checks the size of the device receiving the email, and then determines which template version to use to display the content of the newsletter.

Are you using a responsive template?

To make sure your emails look their best for everyone who is receiving them make sure that your template is responsive and not just mobile specific.

Here at Mail on the Mark we make sure all of our client templates are responsive. As we customize your design, we can change the size of photos and text based on the device size, we can create multiple columns on desktop and switch to one column for your smartphone, we can even have elements show or hide depending on the size of the device.

Contact us to have us get started on responsive template for you.