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Publishing A Newsletter
by: David Risley
Today, many websites offer a free newsletter. Newsletters, from the receiving end, can be a great source for information that is delivered to your in-box. You can simply save the newsletter for future reference, something many people do. From the publisher's standpoint, though, a newsletter is a fantastic idea as it gives you a database of people who are interested in what you have to offer. Marketers know the value of this. But, aside from the potential financial benefit of such a mailing list, a newsletter is also a great way to keep in touch with users who may have only surfed across your website once. They may, on a whim, sign up for your newsletter and, thus, you have a way to keep in touch with them at a later date. You can also use your mailing list as a source for demographics information or opinions. Want to start a new feature on your site and want to know whether it will work or not? Survey the members of your mailing list.

So, let's take a look at what needs to be looked at to start your newsletter.

Length

It would be easy to send your users a long, winding email that requires them to scroll a long way to read the whole thing. However, in practice, this doesn't work very well. You want to keep your newsletter as brief as you can. If you include an article in your mailing, keep it brief and to the point. If the article is long, you could publish a portion of it and direct them to your website to read the rest of it.

Size

Newsletter size goes hand-in-hand with length, but with HTML newsletters being the norm today, it is possible to have very bloated HTML that does something that could be done otherwise with much less code. In short, then, keep your HTML efficient so that the size of the newsletter in kilobytes does not become too large. Remember, you're sending a lot of them (stress on the server) to people who may still have dial-up (slow download speeds).

Frequency

You need to decide how often you will publish your newsletter. Most are published weekly, bi-weekly, or monthly. If anything is published more often than that, be sure to make that very clear to new subscribers because mailings that are sent too often will cause some to unsubscribe because they find it annoying. Also, once you commit to a frequency, stick to it. If a newsletter is sent irregularly, people will find it useless or will not respect it. However, if it comes at the same time with constant frequency, they will come to expect it and you will gain the respect of having done what you said you would do.

Format

Most newsletters are offered in both HTML and Text formats and this is your best bet. Most users prefer HTML and HTML provides you with more flexibility to get your message across. Text emails are very plain looking, however they are smaller in size and readable in any email client (some email clients still have a hard time with HTML). It is best to publish in both formats and give subscribers a choice.

Method of Sending

You need to research and find a way to send your newsletter. Sending mass email is fairly server intensive, depending on the size of your mailing list. For very large lists, it is usual to go to an outside newsletter hosting company to publish the newsletter. These companies have dedicated servers and powerful mass email software in order to send your newsletter without a burp. If you send the newsletter in-house and your list is large, you will want to pay attention to how the mail is sent. We use a PHP-based system designed in house which throttles out-going email depending on site traffic - our way of placing a governor on the rate of sending and not drag our sites to a crawl.

Promotion

When you start your newsletter, you will need to promote for subscribers. If your site is already pretty well trafficked, your job just got a lot easier. Put the subscription form up on your website and begin to collect addresses. You will find that the rate of sign-ups will be very dependent on your site traffic. This action will result in sign-ups, however you may find that the rate of new sign-ups is still rather slow. You need to get their attention. A popup window is a popular and very workable way to do this. While many users don't like pop ups, this is a use of the popup which makes a lot of sense because it is so workable. Your subscription rate can easily double with this alone. When setting up the popup, use a cookie to ensure that a user does not see the ad more than once for a certain timeframe. You might even want to mention this in the popup itself so that people who are more easily annoyed by them may calm down a bit. Set the popup to appear on their first page view or some other interval. When your code opens the popup, set the cookie. In subsequent page views, your code will detect the cookie and not open the window again.

Aside from the popup, make your subscription form prominent on your website. If you have a forum, see about putting an option into the registration process which will add them to your mailing list when they sign up. Also, invite people to invite friends to your mailing list.

Opt in and Double Opt In

An opt-in mailing list means that a person can visit your site, enter an email address and that address is subscribed. Double opt-in means that when they enter the email address, the system sends them an email which contains a link which they need to click to confirm their subscription. This two-stage setup provides more security because you know the address is valid and that the person signing up is indeed subscribing their own email and not somebody else. The opt-in method will result in much higher subscription rates because you do not need to get the user to do anything else once they enter their address. Double opt-in is more secure, however you will have people who simply do not confirm, therefore the subscription rate will be slower. IF you are after sheer numbers, opt-in is you best method of address collection. However, this method is more open to fraudulent emails. If you use double opt-in, you may want to have a system which will send them a few reminders over time if they do not confirm. In using opt-in, at least send them an email confirming their subscription, with an option to unsubscribe right then and there if they are not the ones who subscribed the address. You might even want to include the IP address of the person who signed them up.

A newsletter is an excellent marketing resource for your website and, if you have not begun one, you should strongly consider it.

About the author:
David Risley is a web developer and founder of PC Media, Inc. (http://www.pcmedianet.com). Specializes in PHP/MySQL development, consulting and internet business management. He is also the founder of PC Mechanic (http://www.pcmech.com), a large website delivering do-it-yourself computer information to thousands of users every day.


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Tips to Build Your Email Address Database

WHY BUILD YOUR EMAIL ADDRESS DATABASE?

Gaining your customers' email addresses will:

  • Provide an additional channel for reaching your customers
  • Increase the ROI of your marketing investments
  • Significantly reduce your customer acquisition and marketing costs
  • Allow you to easily measure the impact of your marketing campaigns
  • Increase your customer participation and retention rates

With ongoing postal and telemarketing pressures impacting marketing budgets for many organizations this year, email marketing could become the "silver lining " for many marketers.   But how do you create a successful email marketing campaign if you do not have a substantial email database?  That question may be one of the largest Internet related challenges facing companies this year.

Research shows that the majority of organizations have email addresses for less than 10% of their postal files.  So how do you level the playing field and start to add quality permission - based email addresses to your database?

Here are some tips that you can use to cost effectively build your email address database and increase your customer participation and retention rates: 


START TO ASK FOR IT!  

Every communication or touch point with a customer should start or end with a request for an email address.   By utilizing the four points below, you should be able to add email addresses for 5% to 10% of your postal file over the course of one year.

1.  Direct Mail Collection

Think about how much time and money you spent for copy and design on your last new direct mail piece.  Most companies have started to ask their customers for their email address information within these mailings.  This is a great step forward. However, companies need to look at one major improvement if they want to increase their email address collection rates. 

To date, most requests for email address information have been pushed, shoved or jammed into whatever white space remains.  It should be no surprise that the success rate has been less than stellar.

To improve on these efforts, you need to provide your members with a reason to release their email addresses to you.  E-newsletters, purchase confirmations, petitions, and special discounts and offers are but a few of the benefits that will encourage your members to come on board.

2.  Web Page Collection

Many companies have an email address collection function in place via the web.  To improve your sign-up rates, add text below the email request box that informs your visitors of the special email benefits that they will receive (i.e. e-newsletters, purchase confirmations, delivery updates, etc.) upon registering.  You can also utilize a pop-up link to inform users of these special benefits.

Finally, your email address request function should be available on your home page. Don't make your users go and look for it.  Every click away from your home page reduces the chances of your users taking an action and providing you with their email address information.

3.  Existing Email Database Collection

Don't forget to ask the members of your existing customer base for email addresses of their friends, family and associates.  Viral marketing is a powerful tool to use and is extremely cost effective!  You could ask them either to provide you with additional addresses or simply to pass on your newsletter, email specific offers, or other information to others they feel have similar interests.

4.  Telemarketing Collection

Don't assume that your telemarketing agents are asking for email addresses from potential customers.  Ensure that your agents have an updated script, which outlines the previously described benefits to potential customers of providing their email addresses.

The suggestions above are a great start!  Yet they really should be viewed as a secondary plan for building your email database.  To exponentially and expeditiously grow your email database, please read on!


EMAIL APPENDING  

Utilizing an email appending service enables you to add email addresses for up to 25% of your postal file, all within 3-4 weeks.

Email Appending - is the process of adding an individual's email address to that individual's postal record in side your existing database.  This is accomplished by matching the postal database against a third party, permission based database of postal and email address information.

Best Practices - Email Appending is not a prospecting tool. The DMA (Direct Marketing Association) and its interactive arm AIM (Association of Interactive Marketing) have guidelines in place that dictate that email appending only be used to append email addresses to your existing opt-in postal record house file.

The Process - Your opt-in postal file is securely transferred to an email appending provider, who will do an initial gross email address match of your file against its opt-in database of postal and email address records.  Your appending provider will then send these matches a permission-based message prepared by you.  All bounces and opt-out requests will be removed from the list.  At that point a valid permission-based email address file of your customers will be delivered back to you. 

Cost - Less than the price of a postal stamp!


IN SUMMARY

The first step of any successful email marketing effort is to build a permission-based email address list of your customers.  The simplest, quickest and most cost-effective way to do this is through email appending, which will enable you to add email addresses for up to 25% of your postal file.  Secondary efforts of email address collection via focused direct mail, web, viral and telemarketing practices are also important and will enable you to add email addresses for an additional 5% to 10% of your base on an annual basis.

Best of luck in building your email address database.  As many companies have already learned, the ROI and cost savings to be achieved will far exceed your expectations.

Bill Kaplan
CEO
FreshAddress, Inc.

FreshAddress, Inc., The Email Address ExpertsTM, provides a comprehensive suite of industry leading database and email deliverability services to help companies increase their e-commerce revenues.  For more information on how we can help "Build and Update" your email list, visit http://freshaddress.com/biz or email biz@freshaddress.com.



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