Newsletter Tutorial

Transcription

1 Newsletter Tutorial A Detailed Guide to Help You Through the Process of Creating an Newsletter 1. You will create the newsletter within the program designated by client.. * Many programs used have instructions listed under the heading Programs Used and Instructions on the Marketing wiki 2. Usually one general real estate article that is relevant to the agent's area, one article on general tips for homeowners, one featured listing, list of upcoming events, local market information etc. are included in the newsletter. You can find the content by Googling the general area that the client works in, by visiting their websites, blogs, or Facebook pages, or using any links to stats for the market that they provide. On occasion, client may send you things they want you to use as well. Follow the client s marketing plan for direction. Good sites to use for articles are Realtor.com, Realsimple.com, and realestate.msn.com. 3. Make sure you save 2 copies of the newsletter; named MASTER COPY and EDIT COPY.The editor will use the Editing Copy for editing. The Master Copy is to use as a backup in the case of mistakes in format, etc. 4. For First Time Marketing Clients: All data files MUST BE APPROVED BY Shaveta PRIOR to sending any ing for first-time Marketing clients. **Turnaround time for Database Team is hrs.** 5. The MA will first ask client what groups or kinds of contacts and from which database(s) they want the newsletter to be sent to. 6. Next the MA will DB Asst, Cc Shaveta and ask the Database Assistant assigned to the client to pull the correct contacts that client named from the client's database, and send the file to Steve, Ccing MA. In addition, ask the DB asst to copy and paste pivot the table into the so Steve can view without opening Excel. Please update (name of list pulled) by (1 week prior to send date) every month(** if it is a recurring **). *Standard contact types for a monthly newsletter send are Client/SOI/Buyer/Seller and New Lead A/B/C Sample below:

2 Subject: Priority Best Agent Business-Data File Pull and Approval Needed- Client Name Hi (Name of DB asst), We are preparing to send [type of mailing; example "a monthly newsletter" "a monthly mailing" "a monthly postcard mailing"] for [client name]. Can you please add and to the [contacts client named from the client's database] and pull the correct contacts [contacts client named from the client's database] and please copy and the paste pivot table into the so Shaveta can view without opening Excel? Please send the file to Shaveta, Ccing MA. Please update (name of list pulled) by (1 week prior to send date) every month. Also, when the task is completed- please me, Cc'ing Thanks, [signature] After the initial piece is out, the Database Assistant will automatically pull the data file and import it into the appropriate program at least 5 days prior to the send that month, unless noted otherwise in original DB file pull , so that the can be sent out on on time the following month. It is DB Asst.'s responsibility to keep accurate updates on client DB.. Data File Policy wiki page For Existing Marketing Clients It is DB Asst.'s responsibility to keep accurate updates on client DB. ***Make sure that after DB has pulled and uploaded contactsmarketing@bestagentbusiness.com and systems@bestagentbusiness.com are listed in the contacts that will receive the newsletter.** After the newsletter is complete, send a test to yourself and the MA( if it s not you) for review. 7. The MA will then send to client or KA (if KA only contact) to obtain client approval or requested changes. **Always state in to client or KA or MA that the newsletter

3 has not yet been through editing and will be done after all necessary changes are made. See example below. ** example- can be found on Editing Policy wiki If forwarding the item: Subject line: Best Agent Business- Newsletter Draft Approval Needed- Client Name Hi (client name), Below is a draft of your (monthly newsletter, etc.). This piece has not been through editing yet and will be edited after you give your final approval. Please review the draft and reply with your approval or any changes and additions that you have. *If after 3 days we do not hear from you on approval of items, we will go ahead and send without your approval* Thank you, (your signature) If sending the item as a test directly from a program: Subject line: Best Agent Business- Newsletter Draft Approval Needed- Client Name Hi (client name), Shortly you will receive a test of your (monthly newsletter, etc.) directly from your (Constant Contact, Top Producer, etc.) account. This piece has not been through editing yet and will be edited after you give your final approval. Please review the test and reply to this with your approval or with any changes or additions you have. *If after 3 days we do not hear from you on approval of items, we will go ahead and send without your approval*

4 Thank you, (your signature) 8. If there are any changes to make, the MA( or you if you are MA) will relay this info to you and you will proceed to make the necessary changes (if any). 9. After you make any changes, you will send a copy to MA again and she will obtain final approval from the client or any other changes the client requests. **The steps of making changes and resending a test will be repeated until no other changes are to be made.** 10. *Client has 3 days to approve- if we do not hear from them on approval of item, we will go ahead and send without your approval* 11. After final client approval is obtained on content, format, etc, you will Editing box- editing@bestagentbusiness.com, saying-. "Editing Needed" or Proofing Needed- Changes" in the subject line of the . Tell them that X client has a newsletter, flyer, etc in need of editing in X program. *Please specify client, newsletter type, and which program the newsletter is in.* **Editing is a 24hr turnaround time for most editing, possible faster, sometimes more than 24 hrs on weekends. 12. Once the editor s you, telling you that the editing is complete, you will then go into program used and send the same editor a clean copy right from program as if they were the client receiving it. You will get a final completion stating if all links work and it looks good or they will specify any additional problems right in the .

5 13. If all is good and edits are complete, if possible queue the newsletter, if not possible, then send on due date, to the # and type of contacts approved by client. 14. Next, the MA will send completion to Client (or KA if KA only contact), Cc Systems- systems@bestagentbusiness.com, Marketing ATL- and Marketing Boxmarketing@bestagentbusiness.com. **The completion will be tailored for each client. Document can be found on the Marketing wiki. under the heading- Template s. See example below. Keep in mind if KA contact only, do NOT send to client. To: Client, KA, Systems- systems@bestagentbusiness.com, Marketing Boxmarketing@bestagentbusiness.com, Mktg ATL, and any other person client or ATL may have requested. Subject line: Best Agent Business- Newsletter Sent- Client Name Dear (Client Name), Today I sent your (October Newsletter, or title of other type of sent, etc.) to ( X number of) contacts from your (Buyer/Seller/SOI/Client A/B/C or other contacts as listed in TP when you send) groups in your ( Top Producer, Constant Contact, etc) account. If you receive any responses that update contact information, please forward them to leads@bestagentbusiness.com so we can update your database. Signature