22.02.2022 11:30

The Ultimate Guide to Automated Email Marketing: How to Create Your Workflow

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It’s vital to maintain contact with customers in an era of e-commerce and distant online marketing. It’s not enough to cold call or has your customers answer their questions on the phone.

Have you ever thought it might be possible to automatically send mass emails to customers, without having to do so manually? It would be amazing if it was possible to do this automatically.

This is where automated email marketing workflows can make a big difference in your life.

What is an Automated Email Marketing Workflow?

Although it’s a long-phrase, the essence of this expression is that automated marketing emails are sent out using RPA according to customer specifications. For example, customers who sign up for your mailing list might receive a “Thanks!” email. Here’s what’s next…” email.

Some more examples are:

  • “Some tips to get started.”
  • “We’d love your feedback on….”
  • “Thank you for your order!”
  • “Your order has been shipped.”

Can you see the pattern? Every case involves the customer completing an action such as creating an account or making a purchase. The email is then sent to the customer.

This is a huge advantage for online brands. It can be difficult to keep your buyers’ attention or get them to buy again in today’s fast-paced world. However, Investing in custom SEO services (accelerateagency.ai) or a solid automated email marketing workflow can go a long way towards improving your customer retention rate.

This article will show you how to make the most of your campaign.

1. Decide Your Goals

Planning your campaign starts with deciding what you want. What are your customers going to get from it?

Are you asking them to:

  • Buy something?
  • Learn something?
  • Read something?
  • Fill out a form?
  • Sign up for something?

It will be easier to determine what your customer wants.

You might want to get out that project planning tool everyone talks about. Planning is essential for campaigns as large and complex as these. It will save you time and money in the long term.

2. Criteria and Actions

These are the most important steps in building your automated email marketing campaign’s foundations. It’s as simple as this: the criteria are at customers’ ends, while the action is at yours.

A customer clicking “confirm” on a sign-up page for a newsletter could be a criterion. A personalized action would be initiated if the customer meets the criteria, such as sending a confirmation email to their contact.

A CCaaS platform is a great tool for this. This allows you to collect data about your customers, which will allow you to see what tasks and actions are most frequently completed on your website. What pages are most popular? Which page is most popular? What page do customers spend the longest time on? These questions can be answered with the help of CCaaS platforms.

These questions will give you a great start in creating a set standard for your workflows. By learning about where customers land and what they do the most, you can tailor your approach to target these areas. This will improve your customer appointment, drive sales and converts.

3. Frequency

You’ve completed the difficult part. Now it’s time to have fun with the details, such as how often and what the emails will look like.

Is it possible to send an email to every customer who completes an action on your site? This is especially true if the customer is a regular user of your website.

Too many emails in too short a time can be annoying. Customers may unsubscribe or stop purchasing from you. These emails may end up in spam folders, so nobody will see your hard work.

Consider instead designing your criteria so that they are met every other time the customer completes an action. This could be once per week, once per month, etc. Your customers will not be bombarded daily with emails asking them to complete steps that they don’t want. There’s enough of it on the internet, goodness knows.

4. Designing Your Emails

This is where you can show off your graphic design skills. It is important to ensure that your emails are both visually appealing and functional. Otherwise, it could lead to a situation like the one above.

There are many campaign templates available to assist you in your design. We also offer some tips and tricks to make sure your emails are beautiful.


Incorporate the same color scheme as your website in your promotional emails. This will ensure that customers immediately recognize your emails as theirs, even before they read them.

Don’t Crowd It

Chances are if someone receives a workflow email from you, they already know who and what you are. Don’t waste space by including a bio about yourself or your company. Get straight to the point and tell them exactly what they need.


Although it sounds obvious, you’d be surprised at the impact a good font can have on your message. Make sure the fonts you choose for your campaign are easily readable, large enough, and easy to use. People with learning disabilities are as likely as anyone to receive email messages. In this instance, a sans serif font like Arial is recommended as it looks less cluttered.

It is important to remember that you are mailing list may include non-native English speakers. Keep your language simple and engaging, but not too complicated.

5. It’s Time for a Meeting

Now that you have done all the calculations and created your plans, what do you do? Here’s where it would be helpful to video-call your team, so they can review your plan and suggest improvements. You can’t do much more to improve your campaign if you look at it repeatedly.

Cloud PBX can be used to ensure that everyone can reach you. However, in the end, it doesn’t really matter what you do, as long as you choose the best conference calling service for you.

Here are some things to keep in mind during the meeting:

  • Is the campaign appealing to all members of your team? You might consider different interests, genders, and age groups.
  • Are you getting enough information from your email? Is it too much? Is it clear what the goal is?
  • Is everyone in agreement about the appearance of email? If not, why? If not, why not?

This collaboration can help you take your campaign to the next step.

6. Test

Things are now getting serious. Now it’s time for you to test your workflow ideas. What should you be watching out for?

First, choose a testing methodology. This can be done either internally or through free email marketing services. Regardless of which option you choose, here are some important things to keep in mind:

  • Is the frequency right for you? Do you need to send them more often? Send them less often.
  • What feedback do you get from your subjects? Listen to your test subjects and adapt accordingly.
  • Keep track of your analytics. How many people have completed the tasks in an email? These actions are what convert people.

You can’t know the potential impact of your workflows on your business until it is implemented in the real world. That’s the next step.

7. Go Live

It’s done. It’s finally time to launch the campaign. This step is the most difficult. You have to wait and watch, which can be both nerve-wracking and also very rewarding. It can be a little scary to see something you have worked so hard on go out into the world. Remember, the work does not end here.

Especially in the first few weeks, be sure to monitor your campaign. Are all the people who are supposed to receive the emails getting them? Customers are doing what you want them to? What are the effects of these marketing workflows on your statistics? This would help to reduce the churn rate.

8. Enjoy The Results

You’ve done it. Give yourself a pat on the back. Your hard work paid off and your loyal customers now enjoy receiving professional emails.

Your automated email marketing workflow should be able to increase your appointment and conversion rates if everything goes according to plan. You can ensure that your customers remember you and will return to you often by reminding them about current offers, member benefits, or sign-up perks.

Then They Clicked “Open”

Regular updates to your campaign are necessary to keep customers informed about any new offers or information. However, an RPA system can help you to automate this task since you have already programmed it. To make it easier for your sales staff, you can also add automation to the sales process.

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