In response to the multifaceted needs at Adath Jeshurun, a vibrant synagogue community, I designed the following comprehensive collaboration system aimed at revolutionizing the way email newsletters are created and managed on our team.
With a membership exceeding 1200 families, and boasting an extensive array of programs and events, the synagogue’s marketing endeavors demanded a strategic approach. This system, exemplified by the showcased screenshots below, was developed to empower a small yet dedicated marketing team to navigate the complexities of this ongoing project with precision and efficiency.
By streamlining communication, enhancing content quality control, and promoting seamless teamwork, this solution addressed the intricate challenges of email marketing in a dynamic environment, ensuring the congregation remains well-informed and engaged.
Trello Board for Email Marketing Project Management
To meet Adath’s needs, we used Trello in partnership with its “power-up” features to streamline collaboration for email newsletter content creation. This board, called Program Communications, serves as the Single Source of Truth for all program and event details before being distributed across communications channels.
Each event is represented by a card, providing a comprehensive overview of event details, including event dates, target audience, and key messaging points. On each card, a checklist of tasks ensures that every aspect of the email newsletter is accounted for – from drafting the copy to designing visuals and scheduling send-outs. Finally, a graphic is created and attached to the card, and the whole product is submitted to each event manager for approval before being disseminated and promoted. This ensures that the messaging aligns with the event’s goals and the company’s brand identity, preventing any inaccuracies or miscommunications.
Drafting Email Newsletters from Approved Content
Here you can see the email newsletter Trello board which details the content (in order of appearance) for each issue of our twice-weekly newsletter. Having already gone through review and approval, these cards are directly copied from the Single Source of Truth board above, and planned in each newsletter issue. A marketing coordinator then follows this detail- and approval-oriented script to draft each email, copying and pasting the content and imagery.
Importance of Employing a Collaboration System in Marketing:
Creating a systematic approach and step-by-step process to email marketing, as showcased here, offers several crucial benefits:
- Enhanced Efficiency: By centralizing all event-related information and tasks, your team can work efficiently without the need for constant back-and-forth communication. This saves time and minimizes the risk of errors or omissions.
- Clear Accountability: Assigning tasks and responsibilities on the Trello cards creates a clear line of accountability. Team members know exactly what is expected of them, reducing confusion and ensuring that nothing falls through the cracks.
- Consistency in Messaging: With a standardized approval process, you can maintain consistent messaging across all external communications. This helps in building a strong and coherent brand image.
- Improved Communication: The Trello system fosters transparent communication. Everyone involved in the collaboration can track progress, offer feedback, and stay informed about the status of various tasks.
- Effective Review and Approval: The content approval feature prevents errors, inaccuracies, or inappropriate messaging from reaching the audience. This is particularly important in maintaining a professional and credible brand image.
- Scalability: As your marketing efforts expand, a well-defined collaboration system ensures that new team members can seamlessly integrate into the workflow, reducing onboarding time and maintaining quality standards.
Projects like these illustrate the value of well-structured collaboration in marketing. By providing a comprehensive platform for event promotion tasks, ensuring content quality through an approval process, and fostering efficient teamwork, your system significantly contributes to successful email newsletter campaigns and overall marketing endeavors.