How an Email Campaign Template Can Reduce Campaign Preparation Time

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We all love it when our daily tasks can be completed faster and with less effort. Using checklist templates is a great way to achieve this. By implementing a handy email campaign template, you can easily speed up campaign preparation, significantly reducing the time it takes from start to finish. What’s better, this will also make your team more aligned. A template allows you to clearly structure the process and standardize it, ensuring that all the necessary steps are covered.

In this blog post, you will discover reusable email campaign templates, along with expert tips on how to effectively use them in Jira. Hopefully, this will help you faster reach the point of hitting that Send button and start generating revenue from your email campaigns.

 

First Things First: What is an Email Campaign Template For Jira?

It’s an organized checklist that outlines all the steps your team should complete to launch an email campaign. For example, it can contain stages such as brief preparation, creating design, writing copy, submitting these assets for review, and so on. Each of these stages can include several to-do items, such as different types of copy (subject line, body copy, etc.).

A well-prepared email campaign template helps you coordinate cross-team collaboration. Moreover, it allows you to kick-start the campaign preparation process in seconds - or even in no time, if you use Jira automation. 

What Are The Common Reasons to Use an Email Campaign Template in Jira?

👌 Efficient Project Organization

Once your template is set up, launching a new campaign only takes a few clicks. You can also automate this process in Jira, ensuring that each new campaign follows predefined workflow rules. As well as saving time, the structured checklist format helps track progress more effectively. You’ll always have a clear view of the current stage and completed steps.

💪 Stronger Team Alignment

Preparing an email campaign often requires the collaboration of people from different areas, such as sales, design, and content creation teams. When the whole process is documented in a single checklist, the action plan is transparent and easy to follow. Mention the responsible people in the ToDo items they need to work on. They will receive notifications and will know what they are expected to do. When tasks and responsibilities are clearly outlined, teams work more efficiently and stay on the same page.

🚀 Time-Efficiency

Instead of building a new plan from scratch for each campaign, you can automate this recurring task with an email campaign template. Don’t start from nothing; start with the best practices documented in the template. Simply define the campaign objectives and set deadlines - the rest will be unpacked from your email campaign template. This is especially valuable for teams that run campaigns frequently, as it significantly cuts down planning and preparation time.

🧠 Consistent Workflows

A reusable template allows you to document and replicate the campaign setup process with precision. This ensures that your team doesn’t depend on a single individual’s knowledge or availability and always follows best practices. With an email campaign template, even those with minimal prior experience can quickly learn what steps should be taken, by who, and in which order. This reduces mistakes, improves workflow clarity, and simplifies onboarding for new team members.

Using an email campaign template in Jira can help allocate resources more efficiently and noticeably optimize preparation time.

How do you Create a Template for an Email Campaign Launch?

You will need to use Smart Checklist for Jira to add the templatized checklist to your issue. You can take our generalized template as a starting point and tailor it for your needs: include additional information, tag stakeholders, add permissions, and so on.

As a result, you will get a structured checklist like the one below: 

How to Create and Use Email Campaign Template in Three Steps

✅ Install Smart Checklist for Jira by TitanApps. This allows you to create, customize, and manage templatized checklists in Jira.

🧩 Copy and paste the template into a Jira issue. Use our generalized email campaign template: insert it into the Smart Checklist field and customize it in the Markdown editor. You can add or remove list items, change headers, and so on.   

📌 Save it as a template. In the Smart Checklist menu, click the three dots in the upper right corner and then select Save as a template. After this, you will be able to reuse this checklist. If you set up automation with this template, Jira can automatically add this template to all issues that contain “Email campaign” in their name. 

Generalized Email Campaign Template 

Once you have installed Smart Checklist, copy and paste this template into your Jira issue. Edit it in markdown format for further customization.

## Prepare Email Campaign Brief by YYYY-MM-DD

- Set campaign goals 

- Define the target audience (contact list segments)

- Outline the format (a single email/sequence) 

- Specify what the email(s) should be about 

- Provide context (i.e., previous campaign results)

## Craft email copy by YYYY-MM-DD

- Subject line

- Preview text

- Email body copy

- CTAs

- Proofread the email copy

## Make other preparations

- Design the email template by YYYY-MM-DD

- Prepare links with UTMs

- Segment email list

## Test the email and launch the campaign

- Conduct testing on various platforms

- Verify mobile responsiveness 

- Set A/B testing parameters

- Schedule email send-out by YYYY-MM-DD

## Analyze results

- Monitor the KPIs

- Check open and click-through rates

- Check the A/B testing results

- Switch to the best-performing option

- Send follow-up or reminder emails

- Prepare a campaign report

Customization Example: Marketing Email Campaign Template

Here’s an example of a template tailored to the needs of a marketing team: 

 ## Prepare Email Campaign Brief by YYYY-MM-DD

- Set campaign goals  (i.e., Reactivation)

- Define the target audience (i.e., Churned Users)

- Outline the format (a single email/sequence) 

- Specify what the email(s) should be about 

- Provide context (i.e., related marketing activities)

## Craft email copy by YYYY-MM-DD

- Subject line

- Preview text

- Email body copy

- CTAs

- Proofread the email copy

## Make other preparations

- Design the email template by YYYY-MM-DD

- Prepare links with UTMs

- Segment email list

## Test the email and launch the campaign

- Conduct testing on various platforms

- Verify mobile responsiveness 

- Set A/B testing parameters

- Schedule email send-out by YYYY-MM-DD

## Analyze results

- Monitor the KPIs

- Check open and click-through rates

- Check the A/B testing results

- Switch to the best-performing option

- Send follow-up or reminder emails

- Combine email client data with GA4 data

- Analyze campaign performance funnel

- Check landing page performance

- Prepare a campaign report

Start Saving Time With Your Email Campaign Template 

Using an email campaign template is a great way to improve processes, simplify campaign management, and boost efficiency. The are numerous benefits,  including a quick campaign setup, smoother collaboration across teams, and well-documented workflows. As a result, the campaign preparation process becomes more structured, reducing the risk of mistakes. By using pre-set templates, every step is accounted for, which provides a strong basis for a well-organized email campaign launch.

To achieve the best results, we recommend creating an email campaign template using Smart Checklist for Jira. Apart from email campaigns, this tool can also help you create checklists for other use cases, such as feature releases, employee onboarding, preparing release notes, and many others. This way, you can extend the native functionality offered by Atlassian and maximize your results.