When it comes to collaborative email proofing and approvals, success comes down to having processes in place as well as the right tools to get the job done in a timely and cost-efficient manner.
Whether your reviewers and stakeholders are all internal or you’re an agency with internal and external (i.e., clients) reviewers and stakeholders, you need effective processes and tools. It’s that simple.
One of the most important things to keep in mind as you develop your processes and pick your email proofing and approval tool is to remember that reviewers and stakeholders have different needs and work styles.
Think of it this way – an executive who simply wants to review the vision and high-level status of an email campaign has very different needs from a project manager who needs to compile and synthesize feedback from every reviewer to hit deadlines.
Similarly, a product or brand manager who needs to ensure the right audiences get the right dynamic content email messages has different needs from a data analyst who wants to confirm that all tracking codes are working correctly.
Having the right processes and email proofing and approval software in place can make the difference between happy employees, executives, and clients who get high-performing campaigns out on time versus unhappy reviewers and stakeholders who waste a great deal of time and money.
1. Action at a Glance
The best email proofing and approval tool for collaborative reviews gives each stakeholder access to the information they need and actions they’re expected to complete at a glance. There is no clutter.
Rather than sifting through dozens of email messages or spreadsheets trying to find what they’re responsible for or the latest version of a message, everything is available at their fingertips in real time.
The executive who wants to see the status of the campaign has instant access to it while the product manager who wants to see the feedback for each dynamic content variant can do so quickly and efficiently.
2. Fewer Meetings, Calls, and Emails
Most reviewers and stakeholders are very busy, and the large number of meetings, calls, and emails related to campaign proofing and approvals can be overwhelming – to the point that some people will simply ignore them. As a result, things fall through the cracks, campaigns are delayed, and mistakes are made.
Research shows that more than two out of three people (67%) believe spending too much time in meetings distracts them from getting their jobs done, and like the majority of people, email reviewers and stakeholders prefer fewer meetings, calls, and messages.
An email proofing and approval tool solves the problem by making it easy for everyone to see which reviews they’re part of, which tasks and due dates apply to them, and more – all in one place. Everyone is on the same page at all times and meetings and calls aren’t necessary.
3. No Misunderstandings
Reviewers and stakeholders love collaborative email proofing and approvals because it gives everyone clarity of purpose and process. Each person knows their purpose in the review and approval process, and they know how that process works.
When everyone has access to the comments, feedback, and deliverables they need, there is far less chance of misunderstandings, rework, and mistakes. Ultimately, everyone is happier and more productive, the business saves money, and email marketing results improve.
4. Clear Ownership
Unfortunately, there is almost always someone in the review and approval process who slows things down. Whether or not they realize they’re a bottleneck, their lack of response causes delays and rework.
The solution to the problem is to make sure everyone has a clear understanding of the deliverables they’re responsible for throughout the process. You can assign tasks and due dates in your email proofing and approval software so everyone knows who owns what, they’re held accountable, and things get done on time.
5. Better Results
Implementing a comprehensive email review and approval process and using a full-featured email review and approval tool ensures every reviewer and stakeholder actively participates in the process. They’ll be happier to do so when they have everything they need at their fingertips and can participate efficiently and effectively.
Furthermore, there will be fewer missed deadlines and campaigns will get to market faster, so everyone more time to analyze results, seize opportunities, reduce risks, and generate a higher ROI for future campaigns
Key Takeaways about Collaborative Email Proofing and Approvals
The success of your email marketing campaigns is compromised if you don’t have the right collaborative email proofing and approvals tool, like ProofJump, and effective review processes in place.
To see how ProofJump can improve your email proofing and approvals, make stakeholders happier, reduce your overall costs, and boost your email marketing ROI, schedule a free demo today!