creating an email blast for standard presentation
DESCRIPTION
A detailed slide presentation presented to a networking group illustrating how to prepare and distribute and eblast to recruiters.TRANSCRIPT
Ten steps to increasing your productivity
Creating an Email Blast Prepared by:
Chad S. [email protected]
www.speechworthy.org
• An Email Blast, or mass mailing, is an electronic mailing, sent all at once to a large mailing list via a pre-developed database.
• An Email Blast gives you the ability to get a single message to an established mailing list in an extremely efficient manner.
• Commonly used by marketers wanting to send email advertisements, this is also an excellent tool to get YOUR name and RESUME to a great many people at one time.
• An E-Blast is “customized,” meaning that the Salutation is sent to each individual in your database (whether it be your outlook contacts, or a database you create for a specific purpose).
• Email Blasts are delivered as INDIVIDUAL emails to each INDIVIDUAL’S email address, thereby keeping the message you are sending “personal.”
• As an Email Blast does not include attachments but rather “links,” important items such as your resume can easily be “embedded” with an HTML address.
What is an Email BlastEmail mass mailing defined
Why an Email BlastHow Eblasting can enhance your job search
Action:
Create an Email blast and recruiter database. In this way you can distribute your resume to a virtually unlimited number of recruiters with one email!
Result:
You get your name and information in front of more people in much less time. Ask yourself this question: Would you rather have a 10% reply rate from recruiters on one thousand emails or a 10% reply rate from recruiters on one hundred emails? It’s all in the numbers. Get your name out to more companies and recruiters, and your take rate on replies will go up.
Problem:
“I need to get my resume to as many recruiters as possible, but it takes forever to draft individual cover letters and look up individual recruiters.”
are needed to create a professional email blast …
Three Software Programs
Microsoft ExcelMicrosoft Word Microsoft Outlook
• Microsoft WORDWith WORD you will create your email DRAFT for the blast and finalize delivery formatting
• Microsoft EXCELWith EXCEL you will create a simple DATABASE for your blast
• Microsoft OUTLOOKOutlook is the application that will DELIVER your blast (and may be used as your contact database when applicable)
• Microsoft WORD
The primary function of an email blast is to get critical information to as many people as possible in the most time and cost effective manner.
A great deal of thought must go into the production of your email. Remember, you will be sending this to hundreds, perhaps thousands of addresses at one time. One mistake can become thousands with the click of a mouse.
Proof read and spell check your email thoroughly. Reading a document backwards is an old editor’s trick. Do it! After you are confident that your draft is correct for content, flow, grammer, and spelling, have several others read it. Spell checks are wonderful, but DON’T depend on them.
Finally, make sure you EMBED any files and/or links pertinent to the content you are sending in your email blast. Leaving out this type of information will get your email deleted by the recipient! Instructions on how to embed files will be discussed later in this presentation.
The next slide will show you a sample email...
Sample email blast letter
HYPERLINK TO ADDITIONAL DATA
• Microsoft EXCEL
You will use Microsoft EXCEL to create a database of blast contacts. Keep your database simple but pertinent. Your goal should be to keep the physical entry of each contact to one minute or less.
Remember that you will be able to use this database to send follow-ups, reminders, and future correspondence.
It’s a good idea to STORE your database on your DESKTOP to make locating it later simple.
My suggestions for a good general database include these column headers:1. Full Name (i.e., Mr. Donald Smith)2. Title (i.e., Chief Executive Officer)3. Knickname (i.e., Mr. Smith... Make SURE spelling is correct)4. Company Name5. Email Address (double check address)6. Phone number with Area Code7. A check box for confirming sent blasts
Microsoft Word will use numbers 3 & 5 to build your email blast. It is imperative that these are accurate
Sample Database
Name Title Nickname Company Email Address Sent Phone NumberMr. Bert Humperdink Owner & President Mr. Humperdink The Crooner Group [email protected] X (877) 555-1212Mr. Tony DeTiger Vice President Mr. DeTiger The Job Group [email protected] X (877) 555-1212Mr. Travils A. Lot Vice President Mr. Lot Hiresalot, Inc. [email protected] X (877) 555-1212Mr. Brian Lion Account Executive Mr. Lion Findajob, Inc. [email protected] X (877) 555-1212Mr. Marcs Allot Account Executive Mr. Allot Looks-a-lot Company [email protected] X (877) 555-1212Ms. Pat Honetheback SVP Ms. Honetheback The Honetheback Group [email protected] X (877) 555-1212Mr. Dennis T. Menace EVP Mr. Menace Menacing Postions [email protected] X (877) 555-1212Ms. Lacey Underall SVP Ms. Underall Underall Employment [email protected] X (877) 555-1212Mr. Joseph Schmoe EVP & CEO Mr. Schmoe Schmoe & Son [email protected] X (877) 555-1212Ms. Patti Cake SVP Ms. Cake Bakers Recruiting [email protected] X (877) 555-1212Ms. Darla Ourgangh VP Ms. Ourgangh Spanky Placement [email protected] X (877) 555-1212Ms. Hilda Radner Senior Consultant Ms. Radner Hilda's Hunters, Inc. [email protected] X (877) 555-1212Mr. Jim Shoes Owner Mr. Shoes Wingtips Recruiters [email protected] X (877) 555-1212Ms. Jeri Curls Executive Recruiter Ms. Curls Curls Job Hunters [email protected] X (877) 555-1212Ms. Tiara Hairpiece President and CEO Ms. Hairpiece Looking For You, Inc. [email protected] X (877) 555-1212
“nickname” is what will appear in your email’s
salutation
Make sure the email address
is correct
• Microsoft Outlook
• Once you have created the database and your email draft (with the necessary hyperlinks) you are ready to send the email.
• The email will actually be processed through your word document. Once delivery begins you may procede to your OUTBOX in Outlook to be sure that all emails are delivered.
• Any emails that fail delivery can be reviewed and sent individually should you so desire.
Outlook Outbox View
Processing your blast is simple
• Now that you have completed the background work, the following slides will demonstrate the ten simple steps required to complete your email blast.
• Your blast will be completed through Microsoft Word. You will not need to access Excel or Outlook (except for review purposes)
• Once we have covered the steps of completing your blast we will demonstrate how to imbed a hyperlink for your resume or other important documents.
• This presentation will finish with some resource materials and links to aid you in your search.
Open the word document you have prepared for you email blast and click on the MAILINGS tab
one
Click on the START MAIL MERGE tab and then click on EMAIL MESSAGES.
two
Click on SELECT RECIPIENTS and then click USE EXISTING LIST
three
The SELECT DATA SOURCE window will appear. Find your spreadsheet. If you stored it on your desktop simply click DESKTOP and open the file
four
Highlight your database file and select OPEN
five
The SELECT TABLE window will appear. Always select Sheet1$ and then select OK
six
Make sure that there is a space after DEAR in your salutation and that your cursor is in front of the comma and after the word DEAR. This is where the “nicknames’ from your database will appear.
seven
Make sure your cursor is still positioned after DEAR & click Insert Merge Field. When the window appears, select Nickname. This will populate the NICKNAME you assigned in your database.
eightYou will see NICKNAME appear after the salutation. Close the Insert Merge Field Box
Click on Preview RESULTS. You will see the nicknames inserted in the salutation! You can scroll through the salutations to be sure thatthey are correct, should you wish.
nine
Click FINISH & MERGE. Once you’re SURE you are ready, click SEND EMAIL MESSAGES from the drop down box. Then go to your Outlook Outbox to verify that all of your emails sent successfully.
ten
Great Job! Let’s create a hyperlink now!
End of Part One Prepared by:Chad S. Warner
Questions & Answers
• In computing, a hyperlink is a reference to data that the reader can directly follow. A hyperlink points to a whole document or to a specific element within a document. Hypertext is text with hyperlinks.
• A hyperlink has an anchor, which is the location within a document from which the hyperlink can be followed; the document containing a hyperlink is known as its source document.
• In this portion of the presentation we will walk through the simple steps of creating a hyperlink to your resume (or document/s of your choice).
What is a Hyperlink?Hyperlinks defined
Open your web browser and go to Google Search and type “Google docs” into the search field. Go To Google Docs. Log in to your GMAIL account. If you don’t have one, create one… It’s FREE.
one
Logging in takes you to your personal document page. You can now publish documents on the internet. Click the UPLOAD icon. A drop box appears. Select FILES and click the file on your computer to upload. A confirmation window populates. Now close the window & the document is uploaded!
two
Now, simply click on the document you wish to open in your browser and you will view it. Your document is now published on the internet.
three
I recommend uploading your file as
a PDF. This will enable viewing but prohibit editing of
your document.
Now we’ll SHARE the document to make it viewable by others. Click on the SHARE button. When the window appears click CHANGE. Another window appears. Click PUBLIC ON THE WEB and then click SAVE. Another Window Appears. Click DONE. You are now sharing this document.
four
Now we’ll create our Hyperlink. Open your document in Google Docs & copy the HTML address. Go to your blast letter and select the INSERT tab. Click on TEXT BOX. When the window appears, click the first box. A text box will appear. Center it near the top of the page and clear the text in the window.
five
After clearing the text from the box, Right click on it and select HYPERLINK. A new window appears. Paste the HTML address into the ADDRESS window. Then type PLEASE CLICK HERE TO VIEW AND DOWNLOAD MY RESUME in the TEXT TO DISPLAY window. Click OK. Your HYPERLINK will appear in the text box you created. Adjust font size and boarders to your liking. DONE!
six
Your Email Blast letter is now complete. SAVE your document. Test your hyperlink by clicking on it to make sure it takes you to your published document. (some computers require you to key CTRL + Click). This may seem complicated but once you do it you will find how logical and easy it is to complete.
summary
Sales Force DataDot.com
A wonderful resource for getting past the ”gatekeeper” or simply finding who you need to speak with in a particular organization. Data.com is an excecutive search database which gives the user the ability to locate key executives for a particular organization.
Once the individual is located, the sytem gives you a virtual business card listing name, title, physical and email address and phone number.
The site works on a point system. Each search costs the user 5 points. Points are earned by entering companies you know into their data base or by updating existing businesses. Points may also be purchased.
Link: http://www.jigsaw.com/
Resources
Recruiters Redbook
This is an online directory of Executive and Professional recruiters. Driven by Kennedy Career services they list over 13,000 recruiters nationally.
These are contingency and retained services, meaning the the recruitment fees are paid for by the EMPLOYER.
This is the perfect tool for getting your name out to as many recruiters as possible. Utilization of email basting is the most efficient way to accompish this task.
Cost per year: $59.95
Link: www.recruiterredbook.com
Resources
Microsoft Word 2010
Don’t sell Microsoft Word short as a valuable resource for creating cover letters, resumes, and follow up correspondence. With companies asking as much as $600 for a custom resume, Word is a resource that merits the investment of a bit of your time.
There are a multitude of templates built into the software and there is an expansive library available for use online. Spend some time looking through WORD before you pay to have someone draft your resume for you.
Resources
Resources
Constant ContactConstant Contact, Inc. is an online marketing company offering email marketing, social media marketing, online survey, and event marketing tools, primarily to small businesses, nonprofit organizations, and membership associations. It claims approximately 392,000 email marketing customers.
Constant Contact was ranked 134th in Deloitte's Technology Fast 500 in 2010, up from 153rd in 2009, and 179th in 2008.
The price for this service varies depending on the package you select. There are packages for email marketing, social media marketing, online surveys, and event marketing. Packages can be combined at a discounted rate.
Cost per year: variable
Link: www.constantcontact.com
Resources
Vertical ResponseVertical Response, Inc. is an American company providing software for sending email marketing, online surveys and direct mail for direct marketing campaigns. It has over 70,000 customers.
The company was ranked #1270 on the 2009 Inc. 5000 list. In August 2008 the Democratic National Convention Committee (DNCC) named Vertical Response official subscription email provider for the 2008 Democratic National Convention.
As with Constant contact the price varies by service or services selected, however this company also offers direct mailer (although the price is prohibitive).
Cost per year: variable
Link: www.verticalresponse.com
Resources
Legality: follow the rules
Email marketing is an effective tool and benefits both the company and the customer. But, what happens when the fine line between requested marketing emails and unsolicited messages (SPAM) is crossed? The consequences can lead to upset customers and in extreme cases, lawsuits.
Laws have not caught up with technology, but guidelines set by the CAN-SPAM Act of 2003 are:
Unsolicited commercial email messages must be labeled Unsolicited commercial email messages must include opt-out instructions Unsolicited emails must include the sender's physical address The CAN-SPAM Act prohibits the use of deceptive subject lines and false
headers
Link: http://email-marketing-software-review.toptenreviews.com/spam-law-basics.html
Best of luck with your
newly acquired skills