Although creating and sending a weekly email newsletter seems to be just one item on an ever-growing to-do list, there are many reasons Priority communication — And (fortunately) there are many tips and tools to help you do this.
If you have sent electronic communications to students, parents, faculty, staff, and community members, then you may have at least resolved some questions about your email platform, your content, and the way you send emails. Manage your contact listHowever, if putting all the work together every week feels like a complete drag, there are many other ways to reduce your burden and simplify the process.
How this is done; With actionable tips, you can start practicing right away, making creating email newsletters a breeze.
1. Use a template
If you start from scratch Every time you send an email newsletter, Then you waste a lot of time.
Almost all email platforms-both automatic and non-automatic-have a template library that allows you to insert your content every week without messing up the format. This is a huge time saver, allowing you to create high-quality and clean newsletters, and it is a way to provide extra continuity to your messages.
2. There is a process of collecting content
One of the most time-consuming parts of any electronic communication creation process is purchasing the content you want to use. This is especially true for K12 school communicators, who may be aggregating information from various departments.
A better option: Set up a way that people can send you content without having to contact.For example, a special email address or a specific Online form Teachers and faculty members can send information that they think is worth publishing a newsletter here. This way, you don’t have to dig around, with You will be able to gather the most relevant content easily.
3. Use tools to check grammar and punctuation
Use Grammarly or similar tools to easily eliminate spelling and grammatical errors, thereby eliminating guesswork in editing. You still need to do a check to make sure their suggestions are appropriate, but you don’t have to read through your content multiple times to be sure that the copy is clean. Likewise, if you send a test email newsletter to your colleagues before sending it to your subscribers (which we still recommend), they will be less likely to send it back through multiple redline change requests.
4. Set up the mirror warehouse
Set up a simple cloud drive where you can store images you have used in newsletters before and images you may want to use in the future Upgrade your electronic communication gameThen, whenever you need to extract an image to match your content, you will know exactly where to look.
Important: Make sure to label each image, not just rely on thumbnails. It may take a minute to mark everything from the beginning, but this will make it easier to search for what you need later.
5. Sync with your SIS system to keep your contacts up to date
Find yourself spending a lot of time manually updating your contact list? We feel you. As a preferable option, synchronize your email platform with your SIS system to automatically update contacts. In this way, if a family leaves or joins the area, their information will be entered into the backend-you don’t need to go in and do it yourself.
6. Use tags and automation to keep data clean
One of the trickiest parts of managing school email communications is handling all the data. But things such as contact list segmentation and monitoring open rates are key to ensuring that your email is working properly, so you can’t skip them altogether.
To make it easier, Use a marketing automation platform Set up labels to allow you Split contacts easily Based on who needs to receive what information, and let you see at a glance who is participating in your content. Even better, automate your data as much as possible so that you can see what is happening at a glance.
The more of these techniques you can implement in the electronic communication process, the more time you can free up for other tasks that need to be completed. You may even find that sending a weekly email newsletter can be a stress-free and seamless experience, rather than being almost (or completely) afraid of what you have to do every week.