Posted tagged ‘best practice email marketing’

More E-Marketing Best Practices

November 22, 2010

Good news, you’ve discovered just how easy LeadMaster is to use for E-Marketing.  Now your challenge is to make sure your messages get delivered so they’ll be opened.

Here are a few suggestions.

First, use an opt-in list.  You can either build your list from your customer base or you can buy an opt-in list.  Don’t use a program that scours the internet for email addresses.

Second, check ‘Bounced Email Messages’ in the Admin section of LeadMaster.  If you got a hard bounce it means that email address no longer exists.  Sending to it again will mark you as a spammer.  Solution?  In ‘Bounced Email Messages’ select all the hard bounces and then ‘Disable Email Addresses’ and then ‘Delete Bounce Records’.  What about soft bounces?  Check the date – if they bounced a while ago then just delete the notice, whatever the problem it has been cleared up.  If you’ve received a soft bounce for every message you’ve sent in the last month then it’s time to Disable and Delete.

Third, make sure your messages aren’t caught by spam filters.  Typically spam filters use an algorithm to determine an email’s ‘spam score’.  If your email scores high enough it will be determined to be spam and either a) not get delivered or b) get delivered to the junk mail / spam folder.

There are tools available to give you an indication of your spam score.  The one I use is Mailing Check.  You can download it from this link  It provides both a numerical rating and text rating (good, bad, not-bad).  To use Mailingcheck you’ll need a .eml file.  To create that, send yourself the email and save that email to your local computer.

Here are some of the things that will significantly increase your spam score

  • Act Now!
  • One of a Kind Opportunity!
  • Lots of CAPITALIZATION and exclamation points!!!!
  • Multiple references to money – eg. money back guarantee, lowest price etc.

The LeadMaster newsletter for November gets a MailCheck score of 2.2 (not bad).  It has lots of links and images which also increase the spam score.

Announcing Lead-Xpress | LeadMaster Newsletter

There is no definitive number that you need to keep your spam score below in order to avoid the junk folder because each mail server setup is uniquely determined by the person who installed it.

The criteria for ‘what is spam’ is constantly evolving.  Many spam filters are in constant communication either with the software company that developed them or with each other sharing their list of rules.  So the spam filter rules grow over time as more people click on the button ‘This is Spam’ in their email program.

With this information you should see maximum returns from your E-Marketing campaigns.  Good selling.


The all-in-one solution for managing leads and customer relationships, automating marketing, email marketing, call center and inside sales.

New Feature in LeadMaster – Update Preferred Contact Method

October 19, 2010

When someone enters the data on one of your landing pages it is best practice to ask their preferred contact method – phone, email, US mail, other and do not contact.  Of course LeadMaster has long recorded this information in the contact record.  No problem.  But if you have a large number of existing contacts that you’d like to update their preference how would you specify the preferred contact method without going through them one-by-one?  The answer is LeadMaster’s new feature – Update Contacts.

Update preferred contact method - phone, email, postal mail, other

Update preferred contact method – phone, email, postal mail, other

With this feature you can search for a group of contacts and update them all at once.  You not only get to specify the preferred contact method (Phone, Email, Postal Mail, Other, Do Not Contact) you can also specify whether or not they have given their permission to send email – opt-in / opt-out.

Now you’ll be able to tailor the deliver of your messages exactly the way your customers want.


The all-in-one solution for managing leads and customer relationships, automating marketing, email marketing, call center and inside sales.

Mastering LeadMaster

July 20, 2010

Some of our clients will tell us occasionally, “It’s a shame LeadMaster doesn’t have (blank); it’d be a great feature to have.” To which I reply, “Yes, it would be a great feature to have; that’s why we have it!”

It seems that a lot of the frustration with many lead management / CRM systems stem from incomplete knowledge of what the system offers, or how to obtain that information.  Resellers and consultants are usually experts on the technology and help provide support and training, but still, this does raise the following point. If we are to get the most out of our investment, we must not only know which features are available, but also how to use them. And that’s the subject of our article today.

This article is actually going to be the first of a series to make sure you’re utilizing the most crucial features of LeadMaster. Today, we will focus on understanding some of the features LeadMaster has to offer on the marketing automation side. While some lead management / CRM solutions do not focus too heavily on marketing automation, this is one of LeadMaster’s key strengths and we believe a crucial building block for the relationship with your clients.  With increasing frequency, marketing automation is the way your prospects will be introduced to you and initial impressions are important.

Before we begin I’d like to remind you that we have a video library to help show you how to use LeadMaster and a support library for those who prefer the written word.  We also have a webinar every Tuesday at 2pm EST where we demonstrate some of the features of LeadMaster.

So let’s take it from the beginning. First, how are your leads getting into LeadMaster?  Are you taking advantage of LeadMaster’s web-to-lead capture?  If you receive leads from web pages, those leads can flow directly into LeadMaster, automatically.  LeadMaster also offers email parsing.  If you receive leads via email they can be parsed to flow into LeadMaster automatically. By taking advantage of these features, you will not only minimize the time you spend on routine tasks but will also ensure that no leads fall through the loops during your sales process.

Now, once your leads are in LeadMaster, you’ll want to send out email messages to your prospects to warm them up to your solution.  Are you doing this manually?  Is there a dedicated person who selects a group of people every so often and sends them literature or other marketing collateral via email?  Did you know that activity could be automated with LeadMaster?

LeadMaster’s easy-to-use, yet robust email automation feature again reduces your marketing team’s workload and improves the consistency of your e-marketing programs. With this feature, you can automate your outgoing emails to prospects, defining the content, start date and frequency, ensuring that they receive emails at specified intervals.  You can have hundreds of different information ‘tracks’ so that each type of prospect gets information that is pertinent to them.

When your prospects respond, you can pause their participation at anytime.  Fast, easy, and best of all, it’s automatic!  You can even tell LeadMaster to remind your reps to call the customer before or after they receive the information. Automating your lead nurturing provides consistent delivery of your message and gives your sales team more time to focus on revenue generating opportunities.

Once your leads are on an automated track, you’ll also want to keep track of who is reading your emails and how many times they’ve opened the email or clicked on a link, thus tracking the interest level and purchase potential. This is a crucial feature that you’ll use to differentiate your HOT leads from your WARM and COOL leads so you can focus on the HOT leads and convert them into sales quickly.  LeadMaster has a built-in report that provides you with this information, making it easy to focus on your HOT prospects.

And finally, to make sure that you’re getting the most bang from your marketing bucks, make sure to utilize the system’s marketing reporting features. LeadMaster was designed with built-in campaign management and analysis; you can quickly report the ROI of all your marketing campaigns and activities to ensure that your company is spending its marketing dollars wisely.

That’s it for now!  Make sure that you get the most out of LeadMaster by spending a little time initially to learn the vast array of tools you have at your disposal. Then you’ll see that LeadMaster is a truly wise investment in the huge earning potential of your company.

The all-in-one solution for managing leads and customer relationships, automating marketing, email marketing, call center and inside sales.

Good News! LeadMaster Email Marketing & Lead Nurturing Support Links to Custom Forms

March 29, 2010

Both Email Marketing and Lead Nurturing now include the ability to include links to custom forms.

This is a great way to bring the customer back into the conversation.

It’s also a useful tool for surveys.

The feedback on the form will flow directly into your LeadMaster account.

Add links to custom forms for greater interaction with customers

You can insert the following:

  1. A link to a blank custom form which will attach to the record
  2. A link to an existing custom form attached to the record
  3. A link to an existing custom form attached to the contact

If the contact doesn’t already have the custom form attached to their record it will be attached automatically at the contact level.

When the user clicks on the link it will open the custom form.  When the user clicks submit it will confirm it has received the data by responding with ‘Thank You’.

Use our automatic signup to generate a user ID and password for your Free 30-day Trial.  It’s even tailored to your industry.


The all-in-one solution for managing leads and customer relationships, automating marketing, email marketing, call center and inside sales.

LeadMaster Announces Workflow Enhancements for Lead Management & Sales CRM Software

March 10, 2010

The LeadMaster workflow management system allows users to set up business rules by defining the workflow through the use of a point-and-click interface. The first part of a workflow is to set the conditions under which the workflow is put in motion.  Following are some of the conditions available to trigger workflow automation.

  • A new contact, an existing record or both new and existing records
  • Campaign, Lead Status, Lead Source, Lead Value, Probability
  • Forecast Date, Marketing Mix, Custom Definitions and a variety of others

These conditions can be used in combination with each other.  For example, the condition might be a new record and specific campaign.

In turn, the second half of defining the workflow, after the conditions, is defining the events or actions that can be triggered; including setting up call backs and appointments, sending emails, updating fields, assigning records and attaching custom forms.

Here’s a typical scenario.  Suppose someone completes a registration form for a webinar.  Using LeadMaster’s point and click landing page mapping tool the data from that registration form will automatically flow into the LeadMaster sales CRM and lead management system.  At that point the workflow automation takes over.

Here are some of the actions that can take place via the workflow automation tool.

  • Immediately send the registrant an email confirming their registration and provide additional details about the webinar – date, time, instructions to join the webinar etc.
  • Add the registrant to a pre-webinar lead nurturing track.
  • Send yourself an email to let you know you have a new registration, including the identity of the registrant.
  • Set the lead source, the lead status and the campaign in the LeadMaster online lead management system.
  • Assign the record to an inside sales rep, a field sales rep, a marketing rep and all of their managers in LeadMaster.  You could also send all of them an email.
  • Add a callback for the next day to confirm their registration and see if they have any questions or would like to receive some information prior to the webinar.
  • Add a callback the day before the webinar to remind the registrant about the webinar.
  • Add a callback for the day after the webinar to ask the registrant if they have any questions or would like to discuss what they heard.
  • Switch the registrant to a post-webinar lead nurturing track.

There are endless ways to use the workflow automationWorkflow automation provides companies with speed and agility by automating tasks and providing instantaneous response time.  These powerful yet elegantly easy workflow automation tools improve performance and help businesses improve efficiency and effectiveness, while ensuring that users adhere to business processes.

The new on-demand workflow management system is available immediately to all LeadMaster customers.

The all-in-one solution for managing leads and customer relationships, automating marketing, email marketing, call center and inside sales.

Email Marketing – Bounce Management – A Lead Management Best Practice

February 5, 2010

Bounce management is a lead management best practice.  There are two very good reasons to manage your bounced emails.

1) Mail servers may block all mail from you if you repeatedly send mail to a bad address on their domain.
2) For response tracking, you need to subtract out the bounces for an accurate report.

Bounce Management is built-in to the email marketing component of LeadMaster CRM.  That means you can manage bounces anytime you send emails from LeadMaster, examples include standard emails, HTML evites, newsletters, lead nurturing etc.

To access the Bounce Manager click on Administration in the top navigation bar, then click on ‘Bounced Email Addresses’.

Bounce Management Menu in Administration

Bounce Management Menu in Administration

This menu takes you to the Bounced Email Addresses page lists all bounced email addresses captured from bounced email messages sent from the workgroup.  Each record in the list contains the following:

  1. Name of the contact associated with the email address
  2. Email address
  3. Soft bounces – the number of soft bounces for this email address
  4. Last soft bounce date – date of the last soft bounce
  5. Hard bounces – the number of hard bounces for this email address
  6. Last hard bounce date – date of the last hard bounce
  7. Send Email Enabled – attribute of the contact that indicates if the email address has been marked as bad
  8. Disable / Enable – link to mark the email address as bad / good
  9. Delete – link to delete the record of bounces for this email address
Bounced Email Addresses Page

Bounced Email Addresses Page

The list sorts by the hard bounce count so that the email addresses with the greatest number of hard bounces show first.

  1. Select page – selects all records in the list
  2. Clear page – de-selects all records in the list
  3. Enable email addresses – marks the selected email addresses as good
  4. Disable email addresses – marks the selected email addresses as bad
  5. Delete bounce records – deletes the selected bounce records
  6. There is a search for a specific email address
Update Primary Contact Information Page

Update Primary Contact Information Page – Bad Email Checkbox

The contact page now includes a checkbox field that indicates if an email address has been marked bad.  The user can mark the email address as good from this page.  Note that this field only displays if the email address has been marked bad.

If you have any suggestions for further improvements for bounce management please let us know.


The all-in-one solution for managing leads and customer relationships, automating marketing, email marketing, call center and inside sales.