Standard Operating Procedure (SOP) for Email Marketer

This SOP is for onboarding and managing part-time freelance email marketers within the TacticWorks system. Our approach is to minimize the tasks for owners and managers by empowering our hires. We aim for our freelancers to possess the ability to self-manage, self-report, and self-improve.

Goal:

To provide a clear, concise process for planning, creating, and executing email marketing campaigns that engage customers and drive sales, while ensuring regular communication, compliance, and continuous improvement.

Sections:

1. Work Frequency - It's extremely important to know how many emails the freelancer will post per week.

   • Campaign Planning:
     • Plan campaigns on a monthly basis, outlining goals, target audience, and schedule.
   • Content Creation:
     • Create and finalize email content and designs weekly to stay ahead of deadlines.
   • Email Sending:
     • Schedule and send emails according to the planned campaign timeline, typically weekly or bi-weekly.

2. Ask for Feedback - If the email marketer doesn't actively communicate with you or ask questions, it's a red flag. They are just doing the work rather than aiming for results. You won't get your ROI

   • Internal Feedback:
     • Before and after each campaign, gather feedback from team members on the campaign’s execution and performance.
   • Customer Feedback:
     • Include surveys or feedback forms in emails to understand customer preferences and improve future campaigns.
   • Implement Changes:
     • Use the feedback to make necessary adjustments to content, design, and strategy.

3. Compliance - Do not hire email marketers who don't know or don't care about compliance. They should know every email should have the company address and an unsubscribe button.

   • Legal Requirements:
     • Ensure all emails comply with relevant laws and regulations such as CAN-SPAM and GDPR.
   • Regular Audits:
     • Conduct regular audits of email practices to ensure ongoing compliance.
   • Update Policies:
     • Stay updated with changes in email marketing laws and adjust practices accordingly.

4. Virtual Standup - They must report on the days they work. Any hires that do not follow this are not a good fit for the company. It just means they don't care.

   • Daily Meetings:
     • Hold daily virtual standup meetings to discuss current tasks, address issues, and plan the day’s activities.
   • Set Priorities:
     • Establish clear priorities for the day based on campaign schedules and upcoming deadlines.
   • Team Collaboration:
     • Encourage open communication and collaboration among team members during these meetings.

5. Reporting - They must report to show results. Reports are important to start discussions and ensure transparency.

   • Performance Tracking:
     • Monitor key metrics such as open rates, click-through rates, and conversions for each campaign.
   • Weekly Reports:
     • Prepare weekly reports summarizing the performance of ongoing campaigns.
   • Monthly Analysis:
     • Conduct a comprehensive analysis of all campaigns at the end of each month to identify trends and areas for improvement.
   • Share Insights:
     • Share the findings with the team and stakeholders, and use the data to inform future strategies.

6. Improvements - Good email marketers will experiment and update the team regularly with new strategies and ideas

   • Continuous Improvement:
     • Encourage team members to suggest one experiment or new strategy each week to test and potentially improve campaign performance.
   • Experimentation:
     • Implement and monitor the suggested experiment, comparing results to previous campaigns.
   • Review and Adapt:
     • Review the outcomes of the experiment and decide whether to integrate successful strategies into future campaigns.