7 Guidelines For Managing Your Remote Email Marketing Team

As remote work becomes the norm for many companies, managers must understand how this shift affects monitoring their teams effectively.

In the case of email marketing, which can boast the highest return on your investment (ROI), this is especially crucial. On average, email marketing ROI is $38 for every dollar spent.

However, managing a remote email marketing team can present unique challenges, from ensuring everyone is aligned with the same company goals to maintaining high-quality work.

To help, we’ve compiled a list of practical guidelines for managing your remote email marketing team successfully. So let’s dive in and explore the best strategies for success.

1. Establish Clear Communication Channels

Communication is vital in a remote work environment, which is why project managers should establish clear and effective channels to reach out to their team members.

To avoid confusion, outline all the communication channels a company will use, the purpose of each, the rules of participation, and the expectation of responses.

According to Buffer and AngelList, 20% of remote workers reported that collaboration and communication were their biggest struggles with working remotely.

As a result, it becomes vital to select the right communication channels that enable your team to collaborate effectively and maintain their productivity levels.

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Video conferencing software, like Zoom, Webex, or Skype, have become ubiquitous tools for remote workers. They offer face-to-face interaction, project collaboration, and team support. The ability to share screens in real-time also allows for the seamless presentation of information and ideas.

You can also power up collaboration using virtual whiteboard software. These tools allow for the visual presentation of ideas and information organization, making it easier for teams to make substantial progress on projects.

Leverage this momentum by incorporating instant messaging platforms into your remote workforce, letting employees quickly ask and answer questions through these channels.

Attention to detail and strong communication skills are a big plus in ensuring a smooth workflow.

Managers should utilize every ounce of their technical and soft skills to keep email marketing campaigns on track and meet deadlines.

2. Define Roles And Responsibilities

Clarifying your remote email marketing team’s role and duties provides a sense of purpose, keeping the individual focused. Therefore, as you manage your email marketing team, ensure that each individual knows how they contribute to the bigger picture.

Not only does it reduce the risk of duplicating efforts, but it also guarantees that tasks are completed promptly.

Additionally, this level of clarity can help keep your team engaged in their work and more motivated to achieve their goals.

If you’re only just starting to build your remote email marketing team or looking to expand an existing team, here are some typical roles and responsibilities that you may want to consider:

• Email Marketing Strategist: This team member implements data-driven email marketing campaigns. They should have a deep understanding of project management and be able to build efficient team workflows with Gmail automation.
• Email Designer: The email designer is responsible for creating visually appealing email layouts and templates that align with the brand’s image. They should have an eye for detail and work with the email copywriter to produce engaging email designs.
• Copywriter: The copywriter is responsible for writing the content of the emails, from the attention-grabbing subject line to the compelling body copy, all the way to the irresistible call to action (CTA). They should have strong writing skills and understand what resonates with the target audience.
• Email Marketing Developer: This team member creates responsive email templates using HTML coding. They should have the technical capability of coding and visual design skills. More importantly, they should be able to use those skills to create email templates that align with your email marketing strategy and goals.
• Data Engineer: The data engineer is responsible for developing sophisticated algorithms that will enhance the use of data in informing strategic decisions.

Bear in mind that these roles and responsibilities are not set in stone, and you may need to adjust them based on the size and structure of your team.

This is critical in ensuring your email marketing campaigns have a meaningful ROI. Remember, you’re spending so many resources on collecting emails, email verification, creating those marketing email copies, and so on. Keep your team streamlined to ensure all this is not in vain.

3. Provide Training And Resources

Invest in their development if you want your remote email marketing team to fire on all cylinders. That means providing regular training and workshops to keep them up-to-date on the latest email marketing best practices.

These training sessions can take many forms, such as email marketing courses and webinars.

It could even be as simple as a weekly meeting where everyone reviews their work and shares their successes.

Besides that, see to it that your writers and email designers are equipped with the requisite know-how to thrive.

For example, your writers should be familiar with the highest quality standards for formatting emails, while your designers should be able to create visually stunning emails that engage your audience.

Why is this so important? Because these creative responsibilities can significantly augment your conversion rates.

Investing in software can also go a long way in providing your team with the tools they need to succeed.

For instance, when it comes to email marketing for small and medium-sized businesses, you’ll need a comprehensive software solution with automated features that can help you with intricate campaigns such as onboarding sequences, lead nurturing, and re-engagement email campaigns.

Your software of choice can make the difference between hitting your quarterly marketing goals and failing to do so.

4. Set Clear Goals And Expectations

Of course, clear goals and expectations help project managers achieve their desired results while empowering their employees to bring their A-game.

Just ensure you always stay organized and have a well-thought-out strategy that everyone on the team can understand and follow. Also, delegate tasks to team members based on their knowledge and skills.

One way to establish success is through process documentation. Doing so can significantly improve your operational agility even when you bring new team members on board.

For example, you can create a step-by-step guide on conducting A/B testing for your email campaigns and store it in a shared drive where the entire team can access it. This approach ensures that every team member has access to the same information, leading to more consistent results.

Next, define key metrics to measure the success of your email marketing efforts, individual performance, and team performance. Some metrics include open rates, click-through rates, conversion rates, bounce rates, revenue per mail, and more.

A workplace that emphasizes accountability promotes greater employee commitment. From the beginning, let your team know what is expected of them and what success looks like. When everyone is on the same page, working together towards that common goal is easier.

5. Use Project Management Tools

With the rise of remote work, companies are on the lookout for streamlined project management systems to ensure projects such as email campaigns run like a well-oiled machine.

However, before jumping into selecting a system, consider your team’s needs. Identify their pain points and determine the key features to manage your projects effectively. Only then can you choose the right project management tool that fits your team.

Paymo, for example, is a project management platform that primarily helps with collaboration, timesheet management, project accounting, and project management.

Teams can remove bottlenecks and decrease idle time in projects while keeping everyone involved in the project updated with discussions. The platform also allows you to track expenses and generate estimates and invoices for clients.

Google Docs is the other asset you don’t want to ignore. Gone are the days of shuffling through stacks of paper and losing important documents.

Google Docs is an online word processor that provides a part of the Google Editors suite, which also encompasses Google Sheets, Slides, and Drawings. These tools are free and can be accessed from any device with an internet connection.

One of the primary features of Google Docs is its collaboration capabilities. With the ability to share documents and work on them simultaneously with multiple users, Google Docs has become a game-changer for remote teams and individuals who need to work together on the same document. However, use this tool if you just need to share documents online.

By selecting a tool that streamlines your processes and aligns with your team’s needs, you can ensure the success of your remote email marketing campaigns.

6. Foster A Positive Team Culture

As a remote email marketing team manager, a positive workplace culture is non-negotiable in securing employee satisfaction and success. Tap into the full potential of your team and drive results that outstrip expectations by nurturing a culture of openness, inclusiveness, and transparency.

One way to champion this culture is through non-judgmental brainstorming sessions that produce innovative ideas and solutions. Ensure everyone feels heard and respected, and provide timely, specific, and actionable feedback to help employees grow in their roles.

In your defined break schedule, create opportunities for virtual socializing, such as regular video calls or virtual happy hours, to provide a space for employees to unwind, connect, and form bonds beyond the work environment.

Here’s an example of a Zoom happy hour session:

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Global studies reveal that 79% of people who quit their jobs cite ‘lack of appreciation’ as their reason for leaving. That’s why you shouldn’t forget to recognize achievements through awards or bonus programs that can help motivate the team and maintain high levels of morale.

7. Be Flexible and Understanding

The benefits of flexible work arrangements are crystal clear: staff retention, increased productivity, and a better ability to focus.

In fact, according to a report from Future Forum, workers with full schedule flexibility report 29% higher productivity and 53% greater ability to focus than those without the ability to shift their schedule.

Recognize that everyone has their own schedule preferences, and avoid micromanaging your team members. Give them the freedom to choose the hours that work best for them.

But being flexible with your team is just the first step. As a manager, it’s also necessary to understand the unique challenges your team members may face.

For example, Next Jump prioritizes work-life balance and supports employee well-being by promoting healthy eating habits and regular exercise, setting an example for other companies.

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Their practices show that prioritizing your team’s well-being makes them more productive and more likely to stay with the company.

Being an effective manager means creating a supportive environment where your team members feel valued.

Let’s assume a team member needs time off for a family emergency. A manager who is both flexible and understanding will work with the team member to devise a plan that works for both the individual and the company. This shows your team members that you value and support them, fostering a positive team culture.

In Closing

Managing a remote email marketing team can be challenging, but it can be a coherent process with the right guidelines.

We’ve compiled seven essential guidelines to follow. As a recap, we’ve covered the following:

• Establish clear communication channels
• Define roles and responsibilities
• Set clear goals and expectations
• Use project management tools
• Foster a positive team culture
• Provide training and resources
• Be flexible and understanding

So there you have it. You now know how to manage your email marketing team remotely and are ready to implement these tips.

First published on April 21, 2023.