Tactical Execution of Emails

TACTICAL EXECUTION OF EMAILS

Email System

• Emails sent to teachers and students are sent via HubSpot.

  • Users need to be added to HubSpot in order to gain access.

    • Each user will have their own log in details

    • Different users also have different access rights set by the Admin

  • There is one AGGP HubSpot account that is home to both Kenya + Rwanda.

  • The naming conventions of each campaign, and what is saved under each campaign is what separates and organizes these country-specific challenges.

  • We used lists (for example, Wavumbuzi RW21: Registered Learners [Live List], Wavumbuzi RW21: Registered Teachers [Live List], RW21 Head Teacher Info: Session 2 RSVPs [Live List] etc.) to segment our audiences when sending out different emails.

• Emails sent to Partner Organizations were sent directly by the Country Director.

Email Creation Process

• The Marketing Manager and Junior Marketing Officer are responsible for putting together a communication plan (discussed further below), where email communications are included in the plan.

• All email comms are then drafted and put together on HubSpot by the JMO.

• The JMO is responsible for sourcing all the content for these emails (this could include sourcing pictures from ambassadors, winner details from the project manager or important updates from the Country Director).

• If simple designs are needed for the email, it is the responsibility of the JMO to create these (on Canva/Photoshop - whatever they are familiar with).

• If more complex designs are needed, it is the responsibility of the JMO to create a design brief and share it with the designer allowing adequate time for the design.