How to Create a System for Your Email MarketingEmail marketing is an important marketing tool for your business. But creating and sending emails can be almost as time-consuming as blog posts. You have to create your content, edit and format your email, make sure all links are working and add free downloads if necessary. I have good news though, it doesn’t have to be so time-consuming!

By creating a system for your email marketing, you’re able to create and send emails quickly and efficiently. You’ll also be able to streamline as many processes as you can so you don’t even have to worry about it.

Set up a content calendar

A content calendar doesn’t just have to be for your blog posts, it can be for your emails too! Map out your content calendar to include blog posts and emails so you can strategize the timing of each topic. This will get your mind rolling with ideas and easier to plan your emails around blog posts and launches.

To make my email marketing go smoothly, I don’t just add the subject of my email to my content calendar. I add a few bullet points and what my goal is for that email. Decide if you want them to click to your blog post after reading, download a lead magnet or sign up for your course. This way, when you sit down to write your email, you aren’t starting with a blank page and have your main ideas and goal ready to go.

Be your own editor

If you don’t have someone editing and proofreading your emails, the Grammarly app is a huge help. It automatically spellchecks and catches any grammar errors. Systems with built-in spell check only check that words are spelled correctly, while Grammarly actually checks that proper grammar is used everywhere. It catches where commas should be, where a plural is in a spot a singular word should be and that proper uses of words are used (like their, there, they’re). While Grammarly can’t catch every single thing in your email, I’ve found that it catches about 90 – 95% of mistakes.

Create an email template

Save yourself the time of adding a photo, your signature and social icons into every email by creating email templates. Creating templates in MailChimp is really simple and can be done in a few easy steps. If you’re using ConvertKit, there’s a little more to it and takes some coding. Don’t be afraid of the word ‘coding’ though! It’s much easier than you think. 

You might have different templates for different emails you send out. Your weekly newsletter is probably a different template than your free email course. Create all your templates so you can just fill in the content each time you need to create a new email.

Formatting your emails

Decide how you want your emails to be formatted. Some people like to include graphics and different colors, while others prefer simple text. Choose a format and stick to it so you’re consistent in your email marketing. In ConvertKit, I added a couple lines of code to my email template to create headers that matched my brand and could easily be added. Now, instead of having to edit each header, I can just add ‘h1’, ‘h2, or ‘h3’ to my email. Below is the simple code to add after ‘message-content’ to create your headers! Of course, choose your own font, size and color to match your brand.

convertkit email header code

Choose day + time

Sending out your newsletter on the same day and time each week will keep you accountable and your audience will know when they can expect to hear from you. If you don’t send your newsletters out on a specific time and day yet, test out a couple different times. You want to know when your emails get the highest open rates and works with your audience’s schedule (and overflowing inbox).

Email automation

Anything that can be automated in your emails, should be. It will save you a lot of time trying to email things out to different people and getting it out on time. Start by automating your welcome email and create a sequence to follow that email that builds your audience’s trust. You want to educate them, provide value and share your products and services with them. If you have an email course, free or paid, set it up automatically so the content is already created and ready to be sent.

You know have a system for emails and social media!

How to Create a System for Your Email Marketing

25 Systems + Automations Every Biz Needs

25 systems and automations every business needs