The top 5 tools I use for writing emails
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Do you have a process for writing emails? If you don’t, then this post is for you. I share the tools I use for writing emails (from idea to execution) which gives you an insight into my writing process.
The top 5 tools I use for writing emails
Writing emails isn’t as simple as opening your email service provider (ESP) and typing in what’s in your brain that day and then hitting send.
What happens if your system crashes without having saved your email?
What if you want to get ahead of your schedule (highly recommended) and you can’t keep adding emails to your ESP on the fly?
What if you’re out and about and you have an idea for a great email... what do you do?
Now it’s all very well using your notepad but I have a system for writing emails in terms of where I keep everything organised so I know exactly where to find it instead of flipping through pages of notes trying to find the idea that I jotted in the margins.
You may clam up at the idea of organising and structuring your emails, because it means putting in effort to set up your systems but I can guarantee that it will make your time more efficient so you can spend more time on other things.
The tools I use to help keep my email writing organised
I’m a bit of a systems geek when it comes to anything in life. If there’s a way to create a process that makes life easier then I’m all for it. So here’s what I do to keep all my ideas in one place while also getting my emails written and scheduled so I don’t miss a beat.
Before I start, you may be wondering why I don’t use “one tool to rule them all”? (Sorry I’m a bit of a sci-fi fantasy geek too – if you’re thinking “huh?” right now, then all I’ll say is #LOTR).
The answer to that question is that each tool has its purpose and pros for each stage of the email process. Let’s start at the beginning shall we?
GOOGLE KEEP
If I get an idea it’s usually something that is happening in my life that makes me connect my work to the situation. So right then and there I need to jot down my idea. Google Keep is where I keep my notes. I have the app on my phone which means I can easily add a quick note, even if I’m pounding the StairMaster at the gym. I have to admit my Google Keep board is a little messy with notes strewn here and there, but it’s my central place for ideas and notes. Every now and then I’ll go through and delete or archive any old notes. What’s great about Keep is that you can colour code your notes, add tags and even pin the most important notes to the top. Also, being a BIG Google fan, it syncs across all my devices.
EVERNOTE
A few days before my email is due to go out, I’ll scroll through my ideas and select which one I’ll use for my email, this is the same whether it’s a pure value email or an offer (by the way it’s essential that you set up a promotional plan and schedule to make sure you stay consistent when emailing your subscribers).
I’ll then go to my Evernote and write a new note within a notebook labelled EMAILS. That way I have a visual of all the emails I write in one handy list. I find this much easier for single emails than using something like Google Docs.
GOOGLE DOCS
I do use Google Docs for some emails and these are specifically if I’m writing a sequence, either for myself or for my client. I have a folder within my Google Drive that’s specifically for a client, or for my content creation and emails and I’ll make sure I I start a fresh doc with a title that is easily recognisable.
For a client, I abbreviate the client name and then label with the type of sequence plus a date. This is because when searching for docs, I may have several docs with a similar name, like “welcome sequence” and I need to know at a glance which is the one I need.
Also, in particular for client work, it’s the perfect way to share my work with them so they can review and add comments. In cases like these I’ll always make a new copy for a new draft so that my client doesn’t accidentally pop into the document while I’m working. There’s nothing better to break the flow of writing when you know there’s someone looking over your shoulder.
TRELLO
I use this tool if I have any emails that go through stages of a process. For example, when I’m pitching to people for my podcast, or in fact pitching to guest on podcasts or for guest posting, I like to keep note of the progress I’m making with each potential client or guest.
This will be a good tool to use for you, if you're leveraging influencer marketing or pitching to podcasts yourself. You can keep track of the emails you send, any replies you might get plus due dates for following up or taking the next stage in the process.
Trello has many features, but you don’t need to be an expert to use it and keep track of things.
Of course, sending emails is pretty impossible without having an email service provider (ESP). My go to for MY business is ConvertKit. For clients I’ve worked in Active Campaign, Marapost, Infusionsoft, Klaviyo, Mailerlite and Mailchimp. They all have their own pros and cons when it comes to their features but I find ConvertKit the best for my needs. If you sell physical products through Shopify, I’d highly recommend Klaviyo if you’re happy to invest a bit of time and money into it. I like ConvertKit when connected to SquareSpace commerce and Klaviyo connected with Shopify.
For my needs, I love ConvertKit because it has a very logical flow for how it all works… unlike MailChimp which I have a very strong dislike for - even though it has a built in integration to SquareSpace which I use for my website.
Get organised with your email process
So, those are the tools I use to make writing emails much easier. It’s just my process and you may find other tools a better fit for your purposes. I do believe that systemising your process for creating emails is going to help you become more organised and efficient. It will allow you to plan ahead for an effective marketing strategy but also help you avoid the curse of a blinking cursor which then resorts in a quick email saying “sale now on”.
You can craft persuasive, effective emails that connect and convert, and a system is the foundation for doing this! I’d love to know what systems and tools you use. Comment below and share your process.