Optimizing Your Email Creation Workflow

Learn the ways you can make creating, organizing, and collaborating on your email content as smooth and easy as possible. Leverage features like email tags, templates, and more.

Creating and managing your internal communications content isn’t always the easiest - we know it firsthand! Collaborating with your teammates, tracking and reporting, optimizing to make sure it’s actually opened and read… there’s a lot that goes into it.

When it comes to making sure your email creation is as seamless, we have some tips and tricks you can add to your workflows.

Here are our top tips for making your optimizing your email creation process:

  • Use tags to keep your email content organized for easy reference
  • Make collaboration efficient by using templates and Email Collaboration
  • Keep branding consistent, quick, and easy using Custom Branding, Templates and Saved Rows
  • Create now and send later - schedule your emails to send at the right time

Feature Availability

This article is specific to our Internal Communications tool. Looking to learn more about the Sales Tool? Check out Getting Started With The Sales Tool.


Use Tags Effectively

Email tagging makes it easy to organize and report on your content. You can use tags in several ways during your email creation workflow to streamline it:

  • Create an approval process
    • Having tags like “Approved” “Under Review” and “Needs Approval” can help your team keep on top of what content is ready to send
  • Assign ownership
    • Applying teammate's names as a tag can be a quick way to ensure teammates know which emails they own

Learn about using email tags here. 


Make Collaboration Simple

Using Email Collaboration, teammates can work on emails simultaneously and view changes being made in real-time. This helps to reduce duplicate work and ensures everyone is on the same page.

You can tag your team members directly within the email being worked on and see who is doing what. 

Learn more about collaborating with your teammates here.



Create Consistent Branding 

Templates enable team members to create plug-and-play email content- ensuring branding and visuals are consistent and quick. 

Create templates based on your brand's voice, tone, and common email topics. 

Learn more about creating email templates.

Custom branding enables you and your team to easily create on-brand content to strengthen your employer brand and communicate your company culture to employees. Set up your default colors, fonts, and text box padding on behalf of the organization. This helps overcome the challenge of visual inconsistencies in emails created by different team members across the company.

Learn how to set up custom branding here. 

Use Saved Rows to make content rows you and your team use frequently quick and easy to enter into emails as you work.

Learn about Saved Rows.


Send At The Right Time

Being mindful of when you send your email can go a long way. Our 2023 internal benchmark report has shown us that these days and times perform the best for internal communications, based on your industry. 

You should also consider the different time zones of your various office locations.

Schedule your emails to send at the right time. Learn more about scheduling emails here. 

Industry Best Days To Send Best Times To Send
Automotive Monday - Friday

7am -  9am

12pm -  3pm

Construction Friday 12pm, 1pm, 4pm, 5pm
Consulting Tuesdays, Thursdays 6am -  9 am, 11am, 12pm, 5pm, 7pm, 8pm
Consumer Goods And Services Mondays, Wednesdays 6 am - 9am, 11am, 12pm, 5pm, - 8pm
Education Monday - Friday 8am, 9am, 10pm, 11pm
Financial Services Fridays, Saturdays 6am - 11am
9pm - 11pm
Government Wednesdays, Sundays

4am - 11am

1pm, 2pm

6pm, 7pm

Hospital And Healthcare Wednesdays, Saturdays

4am - 8am
11am, 12pm

3pm - 6pm


Monday - Thursday


4am - 6am
10am, 11pm
7pm - 9pm
Media & Entertainment Wednesday - Friday
9am - 5pm
Mining & Metals Thursday - Sunday 7am - 11am, 3pm - 6pm
Not For Profit Thursday, Friday 4am - 7am, 12pm - 6pm
Pharmaceuticals Thursday, Friday 9am - 3pm
Real Estate Monday - Wednesday, Sunday 9am - 6pm
Retail Monday, Tuesday, Thursday, Friday 7am, 8am, 1pm - 5pm
Sports Monday - Sunday 10am - 2pm, 5pm - 8pm
Technology Monday - Friday 7am - 9am, 1pm - 9pm
Telecommunications Monday - Wednesday, Friday 5am - 10am, 5pm - 7pm
Utilities, Oil & Energy Tuesday - Thursday, Sunday 9am - 9pm


Related Articles 

Organizing Your Email Content With Tags

Scheduling An Email With Office 365

Email Collaboration Explained

Using Saved Rows


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