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8 ways a virtual assistant can help with email marketing

October 3, 2017


We all know how important it is to ensure we build our email lists. Whilst social media is a great way to connect with people, we don’t own any of the content or followers we have worked so hard to build. If any of the social media platforms decided to fold tomorrow, or charge money for membership, we could be in serious trouble!


That’s why ensuring you are consistently building and communicating with your email list is so important.


If you don’t have the time to set up and start communicating with your email list, then consider handing this piece of work to a virtual assistant to complete for you.


So where do you start? To ensure that the virtual assistant can undertake this work to a high standard, the more information and resources you can supply, the better. Consider the following items as a starting point.


What information do I need to provide to a virtual assistant?

  • Brand colours (#HEX or RGB), font, patterns and symbols

  • Access to cloud sharing drive for graphics and photos

  • Marketing or social media strategy documentation which describes tone, voice, target market and goals

  • Appropriate level access to the email marketing platform (eg Manager access on Mailchimp)

Once you have these items in place, here are a few ideas on how a virtual assistant can help you get the ball rolling with your email marketing.


1. Set up an email marketing account (if you don’t have one)


Once you have chosen your email marketing platform, your virtual assistant can complete the registration and profile process. They can ensure that all the required fields are completed (such as basic details, why customers are on the list). If you have an online store or social media accounts, they can link these to the platform as well.


2. Upload names and email addresses


If you have collected names from a manual signup process (from an expo, market or competition) then these can be transcribed into the database. If you have details in spreadsheet form, these can be easily uploaded onto the platform.


3. Create a template (if you don’t have one)


You can choose the layout of your communication in most email marketing platforms. To ensure consistency, it’s always best to communicate in a consistent format that your audience expects and knows. Your virtual assistant can put this template in place, so you can reuse it time and time again.


4. Write text in line with business strategy and voice


A virtual assistant with copyrighting ability will be able to write most of your email for you. You will need to provide a simple outline on what you want to communicate.


5. Create graphics to insert into the email


Graphics and photos are a great way to break up a block of text. Your virtual assistant will be able to create simple graphics that are relevant to the text and in line with your branding.


6. Schedule or send


Once the communication is complete, your virtual assistant can send or schedule it to go out at a time that suits you and your audience.


7. Provide summary feedback


Most platforms have built in analytics, but you might like to track items separately over time. You can report on performance such as opens, clicks, bounce rates and industry averages.


8. Set up automations


Automations are such a powerful feature for your business. Email automations can include welcome series, abandoned carts, purchase follow ups, surveys and even 5 day challenges! A good virtual assistant will be able to understand your business and structure them appropriately, complete with timing and criteria.


Email marketing is such a vital part of any small business’s marketing ammunition. If you don’t have the time, expertise or energy to spend on it, consider outsourcing this task to a virtual assistant. Your business will thank you for it.



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