"Ghost Email Writer.” Kind of an odd role to put on your resume, no? It’s on ours. More importantly for you, however, is the answer to this question: Which business emails that you need to send are so important that they would warrant having a pro step in to pen them? That’s what we’ll explore in this article. Touchy subjects There is a common thread when it comes to emails that we ghost-write for our clients. It’s generally what we’d call “the big ask,” which kind of goes hand-in-hand with “the humble brag.” Both of these are hard to do. They put you, as the writer, in an uncomfortable situation. Err in one direction, you look like a jerk. Err in the other, you appear too meek. And in both of those situations, you don’t end up getting what you’d wanted. Talk about a fine line. First things first: You don’t really need to hire a professional writer, like us, to write an email like this. You can really work your tail off, and polish it, run it by colleagues, and even push it through ChatGPT if you want it to sound generically-correct enough. The question is: Is that worth your time? If you’re reading this article, chances are, it’s not. (Spoiler alert: We charge a mere pittance for things like these, for our clients, especially considering the upside ROI they deliver.) But so far we’ve been dealing with generalities. Let’s dive in and give you two real-life examples. Ghost-Written Email Example 1: To a former client We recently helped a client create a series of marketing videos for their B2B consultancy. On their website, they’d had an ancient, but great, testimonial from an old client of theirs. They hadn’t spoken to this client in ages. Can you guess where this is going? Of course. A written testimonial, on a website, doesn’t do you much good when you’re creating marketing videos. Talk about a big ask: We wanted this former client to record themselves, on camera, giving a testimonial about this company that they’d worked with, a long time ago. Yikes. And so our client asked us to ghost-write the big-ask email for them. Confession: It wasn’t easy. But the finished product went something like this: It opened with a “Hello, old friend, we hope you’re doing well,” followed by “we’re so glad that our company has helped your company succeed.” We also thanked them for letting us use their written testimonial on our website. And that was the segue to the videos we were making. We’d already had the first one produced by the time we ghost-penned this email, so we included a link to it, so that the former client could watch it and see how good it was. Then we got down to the big ask: Could they simply read that same testimonial on camera, and send it to us? We even included its text in the email, like a script. We noted that, “By our estimation, this should take about, well, 15 seconds! So hopefully it’s not a huge ask.” And we closed by saying, “Just as we have helped your company, you’d be doing us a huge solid by helping ours.” The email worked. The old client was flattered by the request, and promptly obliged by recording and sharing a quick video. Bonus: Our client’s firm suddenly became top-of-mind for this former great client. Talk about a nice dollop of biz-dev! Ghost-Written Email Example 2: To “the secret handshake club” Whereas the previous example was written to be sent to one specific, known person, this next one was intended to be sent, one-to-one, to a select number of very exclusive recipients who were all total strangers to the sender. We need to be very cagey here, as this one is super sensitive. That said, it’s one of the best emails we’ve ever written, and it’s ended up netting our client millions. This client of ours had carved out a profitable B2B niche doing technical “cleanup work” for large enterprises. But they longed to broaden the business, and their client base, to include the specialists who helped those enterprises create the situations that inevitably required cleanup afterward. Those specialists were the targets of the email. We can refer to them here as “the secret handshake club,” because that’s how close-knit, clubby, and insular they are. Our pitch, which we ghost-wrote for the owner of our consultancy client, went something like this; note how it combines the Big Ask with the Humble Brag: “Hello Mr. or Ms. Secret Handshake Club Member. I would like to help you as you advise big enterprises as they embark on big initiatives. Full disclosure: I’ve never done this before. But I have helped numerous enterprises with the ‘clean-up’ that’s come from all the overlooked issues in these initiatives, which I’m uniquely qualified to spot, given my experience. Would you have time for a quick call this week?” Guess what the response was? It was awful. That’s right. It’s a secret handshake club! Most of the sends ended up with no response whatsoever. The few that did respond, had some choice suggestions for our client, which we can’t reprint here. But then one—just one— Secret Handshake Club member wrote back. “Okay,” they said. “I’ll bite. Contact my assistant to book a call with me next week.” And that was all it took. That call led to a test project. That test project turned a toe-in-the-water tester into a new client. That client effectively provided entry into the Secret Handshake Club. Fast-forward to today, and that consultancy client of ours now splits their billing, 50/50, between their classic “cleanup” projects and Secret Handshake Club assignments. And it all started with one inexpensive, yet really well-crafted, ghost-written email. Have a challenge that warrants a ghost-written email? Contact us. We’d be delighted to help.
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It’s funny how some things in business are cyclical. Way back in the day, we toiled over printed outreach, a.k.a. “direct response” a.k.a. “mailers” a.k.a. “junk mail” a.k.a. “printed spam.” Of course, all that went out the window when things went electronic. Spam postal mail was superseded by spam email. Ah, progress! Yeah, we can afford to be a little snarky here. Stay tuned. Because the very recent tale we’re about to spin holds profit potential for your business, and your outreach. Dialing up the numbers game First things first: You invest in direct response to drum up new business. It’s like cold-calling. (We could—and may—write another article on that topic, speaking of business cycles and swinging pendulums.) Direct response is a numbers game. If you send out to 100 people, your odds of getting a response aren’t very high. If you sent out to 10,000 people, your odds go up accordingly. Direct response is also often described as a three-legged stool. The list is one of those legs, and its quantity is just as important as its quality. You don’t want to send to people whose addresses (physical or electronic) have changed, not to mention their title… or even their company. The second leg is the quality of the offer. You’ve got to have something that’s really targeted and worth their time, ideally solving a problem they needed solved yesterday. The third leg is the outreach piece itself. That is, the email, or the letter, or the catalog or brochure or whatever. That’s the crux of this article. A matter of cost Print is expensive. Postage is expensive. There’s a carbon-footprint consideration to it, too. So the whole marketing community breathed a collective sigh of relief when things went from postal to email, decades ago. And for a long time, it worked. Correction: It still does… to an extent. But things have definitely changed. You’ll cringe when we mention it, but a big disruptor here is ChatGPT. When it hit the scene, it made it easy for anyone to instantly generate a well-enough-worded email, which they could then blast out to whomever. And boy did they ever. It practically broke the internet. No, that’s an exaggeration. To put a finer point on it: it practically broke every ISP’s spam filter. We have clients now who can’t even send emails to their own, known clients without their getting trapped in spam filters. It started with ChatGPT: The clients’ clients’ spam filters have been closed down so much, to deal with so much incoming junk, that even their own trusted vendors sometimes get locked out. Some of those longtime trusted vendors happen to be clients of ours. And they’ve been switching back to postal outreach. And it’s been working. Where have all the emails gone? One of these clients of ours recently sent out a catalog. Well, not really a catalog. Call it more of a thought-leadership piece that was really a very handy resource for C-level executives to have on their bookshelf. (We’re purposely being cagey here; we can’t reveal too much.) Now this “catalog” isn’t any good unless it gets opened. In other words, tucked inside the envelope with it was--gasp—a cover letter. Yep. We worked on that one. Short, but vital. It teased what was in the “catalog.” It teased the benefits of working with the company that created it. And it invited the reader to book an all-important demo to learn more. Guess what? Envelopes were opened. And demos were booked. By the exact same execs whose spam filters had blocked every other form of recent outreach to them—including electronic versions of the exact same catalog. Email isn’t dead. But boy is this pendulum ever swinging toward print right now. Need help with thorny issues like these? Contact us. We’d be happy to help! Here at Copel Communications, we get tasked with lots of different writing assignments. There are video scripts. Blogs. Case studies. Email campaigns. Sales decks. Landing pages. Social posts. You name it. Thing is, a lot of these overlap. And therein lies an opportunity—for you—to approach your marketing outreach more effectively and cost-efficiently. Learn from our experience and evolved best practice. It’s actually pretty simple, but it requires both foresight and discipline. Signed, sealed deliverables Our clients will typically want to promote something (a product, a service, an announcement) to as many people/prospects as possible. Which requires leveraging various media, such as web pages, YouTube, email, and so on. And here’s where the “package” concept originated. We realized, early on, that all of these deliverables-centered-around-the-same-story were basically all parts of the same, bigger thing. Thus we coined the phrase “content package”; you might not see it described that way elsewhere. The idea of “packaging” these, however, is powerful. First of all, it’s hugely efficient. If you’re going to create one of these things, create all of them… at the same time. Note that we said “create.” Not, say, “post” or “publish.” That might be staggered, depending on your media plan. But you do want to create them all at once. It’s going to be easier and more efficient for your writing resource, since they’ll need to align their proverbial ducks just once. That will translate to more consistent content across the package’s discrete elements—and lower costs, too. Here’s another advantage of packaging these assignments together: It’s effectively a marketing checklist. By green-lighting a package, you eliminate the possibility of later discovering that you’d inadvertently left one element out. What’s the core asset? The components of any content package will be dissimilar, not in terms of facts or messaging, but rather in terms of sheer size. The package might include, say, an 800-word blog, along with a 280-character tweet (or X-chirp, or whatever it’s called nowadays). The point is, if you’re going to create all this stuff, know that it’s always easier to cut than to add. That matters, whether you’re creating the materials yourself or assigning them to someone else. In other words, you don’t start with the tweet. Identify the biggest, most detailed, and labor-intensive element in the package, and create that one first. Once it’s nicely honed, you can use it as a feeder for all of the others. It’s not quite as simple as doing a “Save as…” and then chopping down, because there are other constraints and style and audience factors to take into consideration. But still, all the heavy lifting should be done for the “core” asset. Example: We have a client who publishes case studies in a tightly-defined three-tab format (“Client,” “Team,” “Solution”). But they’ll also push out a more narrative-style blog about the same story—and the blog always has more detail, captioned illustrations, and little behind-the-scenes anecdotes baked into it. So we always do the blog first. Then the case study. Then the three-touch email campaign. Then the social teasers for the blog and the case study… you get the idea. Packaged goods As we’d mentioned earlier, creating content packages requires foresight and discipline. Foresight, in that you must often delay gratification, knowing that one element of the package may well roll out at some time in the future. And discipline, in that you must remember to employ the content-package approach, and stick to it. But, like any best practice, once you get used to doing this, you’ll find it becomes second nature… to the vast advantage of your marketing outreach, and your production budget. Need help “packaging” up any content, or creating the elements thereof? Contact us. We’d be delighted to help. Here we go again! Another year has zipped past… and presented us the opportunity to present you with a compendium of our top articles for consultants from this past year. If you missed any, here’s your chance to catch up. And if you have already seen, and liked, any of these, here’s your opportunity to revisit and brush up. Enjoy!
Have any topics you’d like to see us address next year? Contact us. We’d be delighted to hear from you! This is a sensitive one. It’s based on a recent experience with a client of ours. We need to exercise discretion here, but know that our client serves a certain target audience who is, well, for lack of a better word, suffering. Yes, suffering. No, this client of ours is not a personal-injury lawyer. Not a chiropractor. Not an undertaker. Nothing like that. They’re a professional-services firm that just so happens to specialize in helping out a very niche audience who is, by nature of their “situation,” out-and-out miserable. It’s the context of that “situation” which our client specializes in. Thus the audience of sufferers. This begs a bunch of questions:
Here’s why you should keep reading: These questions don’t just pertain to our super-specialized client. They also pertain to you. Believe it or not. To suffer or not to suffer We’ll spare you any suspense: We believe it’s absolutely appropriate to approach, and yes sell to, this audience. Of course that assertion comes loaded with caveats. But before we go there, let’s go here: How does this pertain to you? Who ever said your prospects are suffering? We did. Right here at Copel Communications. Think about it. If they weren’t suffering, they wouldn’t need your services. Here’s a kind of warped parallel: Ever see one of those “ghost-hunter” shows on TV? The ones where a group of “paranormal experts” descend upon some old house or hotel, and wire it up with equipment and recording devices, to try and capture the energy from long-dead spirits? If you have, great. If you haven’t, great. Because we’ll tell you the “secret ingredient” in all of these “reality” shows. (Boy did we ever smirk when we added the quotation marks to the word “reality,” but that’s the topic of another article.) Here’s the secret sauce, which all of these shows employ generously: If you think about the “team” of ghost-hunters, who do you think of? Exactly: People who are well-versed in the paranormal and the technology used to try and capture mysterious otherworldly behavior. People who know their history. People who are naturally curious, and certainly not afraid of the dark or things that go bump in the night. Wait. Scratch that. What? “People who are not afraid of the dark or things that go bump in the night.” Nope. Not a qualifier for these TV shows. In fact, the exact opposite is true. Watch any one of these. Sure, there will be a team of experts who are intrepid. But every time—trust us on this—there will be one person on that team who is utterly terrified of the dark, who jumps out of their skin at the slightest noise. Think about that. Why would you ever, ever, intentionally add a scaredy-cat to your ghost-hunting team? (Don’t worry. We’ll connect this to “suffering target audience” in just a second.) The answer: It makes for good television. Mind you, it’s not the professional ghost-hunters who choose Mister Scaredy-Cat to join their team. It’s the show’s producer. Because if the team were all nothing but ice-cool professionals, they would go in, do their job, get their info... ...and the show would be boring. Simple as that. Approach with caution If you watch any of these ghost-hunter shows, the best parts are when some door creaks, or a bat flies out of a pantry, and Mister Scaredy-Cat utterly leaps out of his skin and runs off screaming into the night, knocking down expensive equipment as he goes. It’s delightful. It’s funny. It’s fun to watch. And it gives you a little dosage of smug self-satisfaction as you think: I would never do that! And it keeps you watching the show, instead of switching the channel. So back to our client and their suffering audience. And at least as important, yours. If you only reach out to prospects who are the “professional ghost-hunters,” you’re barking up the wrong tree. To mix metaphors (one of our dubious skills here at Copel Comms), that tree is connected to the wrong sales funnel. The lower in the funnel, the more your prospects are suffering. Not necessarily personally (as is the case with our client), but certainly professionally. So. Now we can pick up the thread, and tell you how our client—with a little help from us—approached this delicate situation. Our client is truly empathetic. Spoiler alert: The principal is also a veteran/survivor of the exact same “situation” as their target audience. So they know what these prospects are going through. Importantly, they also know that there’s light at the end of the tunnel—something that none of these prospects can grasp, deep in the doldrums of despair. And that’s the way in. This is about comfort. It’s about succor. It’s about understanding. It’s about hope. Then it’s about professional expertise. About helping prospects face a difficult reality. It’s the delicate balance of “tough” and “love.” Now think about your prospects. We can safely assume they’re not as all-out depressed as our client’s prospects, but they’re still suffering, in their way. And this leads to some interesting creative/marketing approaches for you. Depending on the degree of “suffering,” you can dial up (or down) the level of comfort-and-compassion accordingly. But just knowing that opens up a new window, for you, to really reach these people, and connect with them at a much deeper level than you might ordinarily do through traditional approaches. And then, of course, once you’ve engaged with them—once you’ve gotten their attention—you can segue to the value that you bring. Which will end everyone’s professional suffering. Even yours. Need help unpacking challenges like this? Contact us. We’d be happy to help. Okay, that’s a confusing title, isn’t it? “How to promote promotion.” What on earth are we talking about? And how will this, to be blunt, help you make more money? Trust us. We’ve got the answers. This one comes from a recent story with a client of ours. It’s a “teachable moment.” So we thought we’d share it with you. Spilled ink That client of ours had had a turn of good luck. A big company—one of the nation’s largest banks—chose to feature them in an article they published. Sounds great, right? Of course it is. This bank is a household name. Their brand is worth billions. They have a powerful media presence. So just to have them say anything about our client, let alone feature them in an article, is pretty great. Why, then, are we writing about this? What’s “teachable”? Our client, understandably, wanted everyone on earth to know that Huge Bank wrote an article about them. Sure, Huge Bank did publish this article (online). But would it reach our client’s niche audience? Our client wanted to push out a press release, telling their clients and prospects about the Huge Bank article. This still seems really straightforward, doesn’t it? Well here’s where it starts to go off the rails. Our client brought in a writer to pen the release, and gave him the Huge Bank article as input. That might seem logical, but it was a mistake. Because here’s what happened: That writer scoured the Big Bank article, pulled what he thought were the most important points, and drafted a press release around them. And that release, well, sucked. Teachable moment. Mind you, we’re not blaming the writer here. He simply followed his directions, which were insufficient. And here’s why: The article from Huge Bank was all about how our client leaned on Huge Bank for a business line of credit, and how Huge Bank was able to meet their needs. Totally straightforward. Sure, it made mention of what our client does and who they serve, but the big focus—no surprise—was on Huge Bank. It was about how Huge Bank has all kinds of creative lending solutions. And how Huge Bank works extra hard to help its clients. It was a puff piece—no surprise—about Huge Bank. So guess what this press-release writer’s release read like? You guessed it: It read like a promotion for Huge Bank, and not our client. Ooops. We needed to swoop in and rewrite the release from scratch. That’s because there was a time crunch; ordinarily, we’d simply re-direct the original writer. Our new release—which the client loved and immediately approved for publication—was all about our client. In a word, Duh. It talked all about how great our client is, and the kinds of problems they solve for their clients, and that nowadays, they’re so well-known and respected, that they’ve even been featured in a new article by... wait for it... Huge Bank. How much, then, of Huge Bank’s article informed our press release? Hardly any of it. We just wanted to promote the fact that Huge Bank was talking us up. Indeed, our press release was worth more than Huge Bank’s article. Naturally, we included a link to Huge Bank’s article in the release itself, but we couldn’t have cared less if the readers actually clicked it. Tracking it down As we noted above, our client was delighted—indeed, pleasantly surprised—by the quality of the new press release we drafted on such short notice. But this gets to the bigger question, the one you’ve likely been wondering about all this time: Why did this mistake happen in the first place? Why, indeed, is this teachable? Why were we forced to “swoop in” (our own words) to fix this? Why was the original release subpar? (As we mentioned above, we don’t blame the original writer.) Most importantly, how can this be fixed—and avoided—in the future? Oh, you’re smart. You figured out most of this already. By which we mean, “Our client mis-directed the writer.” Which is absolutely true. What we didn’t tell you, however, was that our client had reached out to this writer without telling us, and only informed us after the original press release was written, i.e., a quick “Hey, could you review this before it gets published?” Had we known, from the get-go, that our client was only going to give that writer the Huge Bank article as input, we would have instantly intervened and given him proper direction. That didn’t happen, and so this situation quickly became a fire which required dousing. The go-forward solution? We had to gently admonish our client: “Don’t do that again.” We can certainly appreciate their enthusiasm and excitement at getting some “ink” from Huge Bank, but if we hadn’t intervened, and if they had actually published that original release, it would’ve been a Huge Mistake. Need help “promoting the promotion,” or any other marketing-related challenge? Contact us. We’d be happy to help. Sending out business-building emails is a tricky business. To you, it’s “outreach.” To the rest of the world, it’s “spam.” We’ve weighed in on this topic before, but in this article, we’re going to drill down to the proper way to craft a three-touch email marketing sequence, along with some caveats to help you along the way. Let’s start with the caveats. Hidden pitfalls We recently worked on a campaign, for a client of ours, targeting banking executives. The offer, which our client crafted, was compelling: It was a way to avoid fraud, and better comply with anti-fraud and anti-money-laundering compliance regulations. That’s really valuable. What banking exec wouldn’t be interested in at least learning about it? But then we saw the campaign’s open-rates. That is, how many recipients actually opened the email, based on its subject line? The rates were disappointing. They fell to about half of what they’d been for previous, similar campaigns. What was going wrong? We got the answer from the in-house email expert at our client. It wasn’t that the offer wasn’t compelling. It wasn’t that the audience had suddenly changed. It was the ISP. Huh? Yup. Turns out that the email hosting service of many of these banking execs is trained to filter out emails that have words like “fraud” in them. It flags them as spam, and shunts them away from the intended recipients’ email in-boxes. They never even saw ‘em. Hence the low open-rates. This is kind of a head-scratcher to us. Why would you want to “shield” a banking exec from something that helps them prevent fraud—one of their basic duties? Even crazier, if you (the ISP) are trying to stop spam, why would you filter out words like “fraud”? There is not one piece of spam out there that says “This is spam,” verbatim, in it. Similarly, an actual fraudulent email (Nigerian prince scam, anyone?) does not include the word "fraud” anywhere in it. That’s insane. It’s a crazy bit of filtering, a box that was checked by someone who shouldn’t have checked it. You can complain all you want, but that’s the way of the world. Live and learn. Don’t use the word “fraud” in your outbound emails, even if your legitimate offer will help to prevent it! Use phrasing like “boost compliance” or “adhere to government regulations” instead. (Sometimes the rationale behind the spam filtering is easier to grasp. We once wrote copy for men’s slim wallets, touting that they’re easier on your pocket than a fat one. But, oops, can’t use the word “fat” in Facebook ads. Facebook sees that word, in any context, and assumes it’s part of some body-shaming message, which is forbidden on the platform. Again, live and learn.) The three-touch sequence isn’t a sequence With the caveats out of the way, let’s talk about the three-touch email sequence, and the title of this article. Why, indeed, is the third time the charm? A three-touch email marketing campaign is defined as one in which the sender creates, and sends, a sequence of targeted marketing emails to intended recipients over a pre-set interval of time. That’s the case for this example. So let’s say you’re targeting executives. You have what you consider a killer offer. Then the “sequence” goes something like this:
See what’s happening—or rather not happening—here? There is no sequence to the sequence. We’ve said this before, and we’ll say it again: Never flatter yourself into believing that your recipient will remember Email Number 1 when they receive Email Number 2. You can’t pick up, message-wise, where the last one left off. Still, each touch—each mention of your name/your offer in that recipient’s in-box—makes a tiny dent in their perception. Which is why the third time is, so often, the charm. Our clients will get strong open rates on every one of the three-touch emails we create for them. But they’ll get the actual response from a prospect on Email Number 3. It just plays out that way. Call it “softening the beachhead.” Call it “sophisticated reverse psychology.” Call it whatever you like, because it’s a pattern we’ve seen time and again. The bottom line is, well, the bottom line. If you’re crafting email marketing campaigns—and have gotten this far in this specific article—you’re hungry for results that pay. Let us help. Contact us today. It’s that time of year again: time for our annual year-in-review wrap-up of our top articles from Copel Communications. We do two of these each December: one for our “Creatives” audience, and another for our consultants audience. This one (although it's posting first) is the latter. Here are the top articles we’ve published for consultants, chock full of counterintuitive tips and business-building tricks. In case you missed any of these, here’s your chance to get some fast, free pointers. Enjoy!
Have suggestions for topics you’d like us to cover next year? Contact us. We’ve love to hear from you. We’ll start this article with a true—and embarrassing—story. Ages ago, when computers first hit the scene, we needed to produce a couple of radio spots for a client at the ad agency where we worked. We realized that there was a lot of overlap between the two scripts, so we were able to use this exciting new feature, “copy and paste,” to help us along. It was like magic. Then, when it was time to take the playback from the studio, we had a dreadful realization: We’d effectively copied, and pasted, the wrong stuff. Both scripts were messed up—and both scripts got produced. We had to get the announcer back in the booth, and the engineer back at the board, and start all over again… only after they had to sit there and wait for us to fix (and double-check) the new scripts and fax (yes, fax!) them over. Ugh. Between the early PCs and the fax machines, the above story might appear terribly outdated, if not quaint. But it’s actually as relevant as ever. Ignore it at your peril. Bottlenecks in the spam factory These days, we—and you—are tasked with sending out a lot of marketing material, to lots of different audiences. And, just as in the story from ages ago cited above, there are overlaps. Audience A likely wants about 75 percent of the same stuff as Audience B. Sometimes it’s 99 percent. But beware that last percent. It can absolutely kill you. Let us explain. As an English-speaking human being, you can tell, instantly and instinctively, when something is off. It can be off by just a fraction of a percentage point, and you’ll know it. From the “English-speaking” perspective, you’ll notice it when you get that “official” email from your bank (or utility or Facebook or whatever) saying that you need to take action immediately. The thing might look official, but it just doesn’t read right. No legitimate corporate communication would read that way. Your Spidey Sense tingles, and you’re on the alert for a scam. From the “human being” side, there’s the infamous Uncanny Valley. This is, in case you were unaware of the term, that skin-slithering feeling you get when you see computer-generated characters of people that are very realistic but are off by just enough to make them creepy looking… “The Polar Express,” anyone? So. You can perceive this stuff, innately, as a recipient. Therefore, you need to be extra careful when you’re a transmitter. Ain’t as simple as it seems Here’s a nice concrete example for you. Let’s say you’re creating a campaign aimed at banking executives. They have customers. Now let’s say you’re doing the same campaign, except for credit unions, which are ridiculously similar to banks. But do they have “customers”? Oh no! They have members. If you get that one word wrong in your search-and-replace from Banking Version to Credit-Union Version, you’ve wasted your entire campaign. Worse, you’ve offended that audience with your ignorance, to the point that you’ve damaged your brand, and they’ll look at any future marketing communication from your firm with skepticism. Now let’s say the campaign is targeting healthcare insurers. They don’t have “members.” But they don’t call the people who pay for their services “customers,” either. They’re patients. For property-and-casualty insurers, they’re policyholders. And this is just a single, single-nomenclature example. Just like the Uncanny Valley, if you get just one word wrong, you can come across as tone-deaf or just plain ignorant. So our advice is: Be careful. Proofread assiduously. Know, in the back of your mind, that you can still screw this up. Even without a fax machine. Need help with a creative marketing challenge? Contact us. We work on assignments like these all the time. Here at Copel Communications, we’re tasked with writing tons of email campaigns for our clients. They keep coming back for more—evidence that they’re profiting off of the endeavor. These emails (to prospects and former customers, for example) lead to replies, calls, meetings, and sales. What’s not to love? So how do we go from all this goodness to the “Abuse yourself” verbiage in this article’s title? Hint: It might’ve been better to phrase it as “Disabuse yourself.” But we’re getting ahead of things. Who are you emailing to? Our religion here at Copel Communications—and one we’re not shy about proselytizing—is taking a customer-back approach to all we do. We don’t simply “get assignments” from our clients. We probe the heck out of them first. We want to know what their customers are going through: wants, needs, what’s keeping them up at night, and all that. Once you know that, you can “work backward” from the customer’s problem to how you present your own (or in our case, our client’s) solution. For the scope of this article, we can’t dive into all the specifics of our different clients, what they offer, and who they’re offering them to. But suffice to say, our clients are all toiling in the higher-end B2B space, with consultancy-style offerings generally targeted to business leaders such as execs or the C-suite. These audiences are incredibly time-constrained. You think they sit down to read the emails that we’re tasked to write for them? You think they look forward to this? Do you think they regard them as anything other than spam? So disabuse yourself. No matter how valuable you think your email offering is—and it may well be incredibly valuable—your target audience will see it as junk mail. Simple as that. Which begs a simple question: How do you un-junk-ify it? The stakes here are high. If a lot of your recipients flag your emails as “spam,” their ISP can flag you as a “known spammer.” In which case, even your non-spamming, business-critical emails will get sent straight to your recipients’ spam folders. Yes, we’re talking clients. Imagine that: You send a routine email to a client. They don’t respond. You email again. They don’t respond. You pick up the phone. They then discover that all your emails were automatically routed to their spam-box. We’re not making this up. This has happened to businesses we know, when they weren’t careful. So be careful. In other words, make your emails “less spammy.” So how do you do that? Yeah. How do you do that? Well, if you’re trying to get the attention of a time-constrained executive, do it properly. Respect their time. That means: “Keep it short.” It means: “Don’t beat around the bush; get to the point quickly.” Speak their language. That means: “Don’t be cute. Don’t be hard sell. AVOID ALL CAPS. And resist that temptation—and it’s tempting!!—to use lots of exclamation points!! In other words, if your email to this executive looks a lot like his or her routine business correspondence, it won’t get flagged as spam. They might not read it right away, but they won’t lump it in the same category of emails for fake Viagra. Some made-up sample verbiage: Dear [First name], A recent survey of logistics executives revealed that their two most pressing strategic priorities are automation and improving customer experience or CX. You might be surprised to learn that a single solution can address both of these challenges at the same time, with remote implementation possible in a matter of weeks. As we said, we made up everything in that passage above. But it’s still illustrative. Ask yourself: Does that read like spam? No. Of course not. It reads like a business correspondence. But you can see—and that targeted exec can sure see—that it’s building toward a hook, a teaser, a sales pitch. But it’s doing it nicely. Politely. Professionally. Respectfully. And thus it skates past all the ISPs. What about the abuse part? Glad you asked. We recently worked on an email campaign for a client that wanted to tease, over a span of weeks, a huge new initiative they were launching. Spoiler alert: It was a re-branding campaign, because the company itself was pivoting in terms of what it chose to focus on, and the subset of businesses it would target. Now you know the answer, the “big reveal.” But our audience didn’t. Our job was to get them interested in what was brewing for this company. The audience, incidentally, was comprised of current and former customers of this business, as well as some very well-placed targets (read: “potentially very lucrative accounts”). We came to this assignment armed with the information about where the business started. We knew about the owner’s epiphany, in which they realized they wanted to chart a new course, and why. We knew all of the wonderful things about this to-be-launched company (largely because we also wrote the copy for the new website that was soon to be revealed). We knew how those potentially very lucrative accounts could benefit. So. How do you stretch this out over a period of weeks? And what on earth has this got to do with self-abuse? Storytelling Given the information we had, we knew we had to inject a decent amount of storytelling into it. No one wants to receive a bullet-list of changes to an upcoming business. But everyone wants to hear a story. And we had the makings of a good one here: The prior business. The owner’s epiphany. The problems which the targets are facing (remember: “customer-back”). The hint of something big coming soon. While we could write that as one huge narrative, that’s not what the assignment called for. Remember it needed to be strung out over the course of several weeks. There were about a half-dozen installments in this campaign; each recipient would get them all, in order. Now we get to the self-abuse part. Email 1 was easy to write. It set up the story, set the tone, and ended on a cliffhanger for the upcoming Email 2. It got progressively harder from there. Here’s why. Despite our delightful storytelling chops, we knew that there’s no way on earth that any recipient on that list would remember the contents of Email 1 by the time they received Email 2. And so on down the line. It’s true for us. It’s true for you. It’s true for any business that’s doing direct response (read: “spam”) emailing. Beat yourself up when it comes to gauging just how much your recipients will recall, retain, or even grasp in the first place, when it comes to that email you send them, which they will undoubtedly skim in a distracted hurry. There’s probably a mathematical equation for this, but since we’re not numbers heads here, we’ll describe for you the way this went: The overall narrative was not evenly carved into six installments. Rather, each subsequent installment contained less information than the one before it. Why? Simple: We needed to open each email with a recap of “the story thus far” before proceeding into the new material, and since each subsequent email necessarily required a bigger recap at the beginning, there was less room at the end to reveal new information. This is due to the simple fact that the reader is time-constrained; the emails couldn’t get longer with each installment. So it was a way of compensating to keep them all about the same length. And yes, this was baked into the strategy when we set out to write them all. Note that each recap had to be a fun, exciting read unto itself. Easier said than done—especially when you’re, say, at Email 5. Anyway. The campaign was a success. It all led up to a big live-reveal event, and the attendance numbers were based in large part on the success of the email campaign. Attendance was strong; the event went over well; and we considered ourselves properly self-abused, given the turnout. Get help Most consultancies do not have the time to delve into the tactical considerations of what we described above. And the results—or lack thereof—show up in the response (or lack thereof) to the emails that they do create. In other words, offload this work. To us! Contact us today for a no-obligation initial consultation. We’d love to boost your response, and your sales. |
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