Email Marketing Calendar Template: Benefits of Using It in Your Campaigns

Email Marketing Calendar Template: Benefits of Using It in Your Campaigns
10 May, 2024 • ... • 27 views
Maria Bidogaeva
by Maria Bidogaeva

Have you ever missed a deadline while preparing your email marketing campaign? Since campaign launching is a multiple-step process, it is easy to get overwhelmed and lose track of various tasks. That’s where an email marketing calendar template can help you plan. 

In this article, you’ll learn more about the steps and tools for creating a calendar template for your email marketing campaigns and newsletters as well as some other useful tips. Keep reading to get your campaign launching process more organized and enjoyable.

What is an email marketing calendar template?

An email marketing calendar with different campaigns and rows showing a campaign’s status, type, target, etc.
Source: Jotform

An email marketing calendar template is a tool for management and keeping track of email marketing projects, campaigns, and newsletters. It acts as your regular calendar and task manager in one: You can plan ahead, see the process as a whole, keep track of several different campaigns at every stage, neatly organize your email marketing efforts, and always be on time without getting overwhelmed.

An email marketing calendar template can be as simple or as complex as your framework and needs are. If you are the only person responsible for sparse email marketing campaigns or you have a small business and don’t organize too many campaigns, you can schedule them in your device’s default calendar app. However, if your email marketing management is a team effort, and your company has a lot of campaigns planned or you manage multiple projects at the same time, you can try building a template using a special platform or app. There are many services that allow you to create a template automatically, so you won’t spend much time on it. 

The benefits of using an email marketing calendar template

So, what are the advantages of an email marketing calendar template for your business? Here’s what you can gain from using it:

  • An email marketing calendar template can help you be consistent with your campaigns. Regular emails, in turn, make it easier to build trusting relationships with your audience. Using a calendar, you can make your campaigns regular without it being too overwhelming.
  • With email marketing calendar templates, you won’t forget about important events. Since all the holidays and relevant dates are marked in your holiday email marketing calendar, you won’t miss any opportunities to promote your business. You can also set notifications if possible.
  • You can efficiently plan your campaigns using email marketing calendar templates. Organizing your marketing campaigns in this way helps you follow your business goals, keep track of all your plans, and not be too persistent. It is especially helpful if you manage multiple projects at the same time.
  • The calendar enhances the performance of your team and makes the processes more transparent. Since all the team members can access the calendar, everyone can keep up with the deadlines and keep track of what others do. It also contributes to a shared feeling of responsibility and shows how important each contribution truly is for the end result. So in a way, using a calendar template for email marketing reinforces the team spirit.

5 best tools for creating a calendar template for email campaigns

If you decide to create an email marketing calendar template in a dedicated app and not simply add the campaigns to your regular calendar, you can choose one of the platforms from this list. Here are the top 5 tools you can use for email campaign planning and management.

Google Sheets

An example of a marketing calendar template in Google Sheets
Source: Smartsheet

One of the most convenient ways to create an email marketing calendar template is by using Google Sheets. The app allows you to share your calendars with your team, access it from any device, and customize it the way you want. You can also search for the premade calendar templates online. This tool is a good solution for those who work on simple projects, such as newsletters and don’t need to develop complicated campaigns.

Features: formulas for data organization and analysis, 22 languages available, Smart Fill with public data suggestions, integrations with other Google apps and Salesforce.

Price: All essential features are free, Google Workspace paid plans start at $6 a month and allow more storage space and access to a no-code app-building software AppSheet.

Notion Calendar

A preview of the Notion Calendar with various events planned
Source: Notion

Another tool that is worth giving a try is Notion. Notion is a project management tool that also has a calendar feature for working on your projects with your team. You can integrate your calendar with other platforms, such as Zoom, Google Meet, Slack, and the Notion workspace. Plus, you can access your calendar via a website, desktop and mobile apps. 

Features: Built-in meeting scheduling, multiple time zones visualization, 12 languages available, ability to connect several calendars.

Price: Free.

CoSchedule

A preview of CoSchedule’s content calendar showcasing various tasks
Source: CoSchedule

CoSchedule is a platform offering multiple marketing solutions, such as content calendar, social calendar, headline analyzer, and more. With the Content Calendar, you can create custom calendars to work on with your team members. There are options to group related projects into a single campaign, create different calendar views, a kanban board for prioritization, automation, and reusable templates. 

Features: Up to 5 users, custom fields and statuses, reports, AI features, and more. 

Price: CoSchedule has a limited free plan for individual use. To purchase the content calendar, you need to schedule a call with the sales representative. 

Asana

A preview of Asana’s calendar with a schedule of a product launch
Source: Asana

Asana is a platform that helps organize and keep track of your work processes. You can collaborate on your projects with other team members and integrate your email marketing calendar with other tools, such as Microsoft Teams, Google Drive, Figma, and Canva. There’s an option to switch between calendar and list views, a resource management function to see the team members’ workload and availability, and reporting.

Features: Desktop and mobile apps as well as a web version, security management, and automations.

Price: The platform offers both free and paid plans. The free plan allows collaborating with up to 10 team members, unlimited file storage and messages. The paid plans start from $13.49 per user per month and offer collaborating with more team members, more views like timeline view, advanced search, custom templates, and more. 

Trello

A preview of a Trello calendar with the tasks and the assigned team members.
Source: Trello

Trello is another project management platform that allows you to organize your schedule and keep track of work tasks. You can also collaborate on your campaigns with other team members and customize your email marketing calendar. It’s easy to plan with a day view, and there is a variety of labels and checklists to customize the task cards.

Features: Integrations with apps like Google and Outlook, due dates, assignees, a web version, desktop and mobile apps and more.

Price: The calendar is available on the Premium and Enterprise plans which start from $12.50 a month. 

How to create an email marketing schedule template

Now that you’ve learned what an email marketing calendar template is and what benefits it has, it’s time to create one! Follow these steps to make an email marketing calendar template for your campaigns from scratch.

Choose software to host your calendar

The first step is choosing a platform to keep track of your marketing campaigns. If your business is small, you can use the calendars on your device or Google Calendar. We’ve gathered our top tools recommendations in the previous section of the article. Make sure to check the features available to see if a platform is suitable for your plans.

Decide what each calendar entry will consist of

After choosing your software, think about what data you are going to put into your calendar. It might be a campaign’s name, its details, dates and deadlines, audience information, etc.

Here is an example in Google Sheets. In this calendar, you can also link your email marketing content, note the email list, and write a subject line and preview text.

An email marketing calendar template — a table with one entry with the campaign name, send time, status, goal, and other parameters

Fill in the calendar

Enter all the campaigns you want to schedule and note their statuses, assignees, and other details. Here are some of the email marketing campaigns you might want to plan:

  • Holiday campaigns (Mother’s Day, Christmas, etc.)
  • Company anniversary campaign
  • Product launches
  • New features announcements
  • Newsletters
  • Sales, promotions, and discounts including Black Friday and Cyber Monday

After you fill in the special campaigns, note the email cadence. Think about how frequently you want to send emails to your customers and organize the calendar plan accordingly. If you need to add more, come up with email content ideas and fill in the gaps. If you see that you are going to send emails too often, move campaigns around or discuss this with your team.

Provide access to the calendar

If you work with a team, make sure to share your email marketing calendar template with the members, so that they can edit and work on it too. It will also be easier to track the performance within the team and check the updates. Schedule a call to explain a new system, if necessary.

When all of the preparations are done, you can start using your template.

How to use an email marketing calendar template

After you set up your email marketing calendar, follow these steps to plan and launch your campaigns.

Define your campaign goals

Think about what you want to achieve with your campaign. It may be driving sales, generating leads, announcing a launch of a new product, or driving your website traffic. Depending on the specific goals, you can create an efficient marketing campaign. 

Suppose you are planning your Mother’s Day email campaign. The goal here can be to stimulate sales of holiday-suitable products.

Identify your target audience

Identify the information needed to segment your audience, such as behavior, demographics, interests, previous purchases, etc. This can help you make your campaigns relevant and increase engagement rates.

For example, your Mother’s Day campaign’s target audience would be your US subscribers and subscribers from other countries that celebrate the holiday. It’s commonplace now to allow people to opt out of the Mother’s Day and Father’s Day campaigns out of personal preference. So, in our example, you will need to exclude these subscribers from the list or send an email with a suggestion to update preferences first. 

Identify important dates in the campaign

Define the key dates for launching your campaign. Some of them are the launching date, the deadlines for the planning period and the content creation, and the promotion duration. Some types of emails, such as a summer newsletter need to be sent on the dates of some relevant holidays or seasonal events.

For the Mother’s Day campaign, in the USA, the holiday is on the second Sunday of May, May 12th, 2024. So, you might start planning your campaign in March.  

Select dates for sending emails

After considering all the key dates and deadlines, select a date for sending your emails. Make sure it matches your subscribers’ preferences and your marketing strategy. If you need to, set up the dates for resends or follow-ups.

You can start sending your Mother’s Day newsletters one or two weeks before the holiday to build anticipation among your subscribers. 

Allocate responsibilities to team members

Next, allocate responsibilities to your team members working on the campaign. For example, assign campaigns to other email marketers, designers, analysts, etc. Ensure everyone understands the objectives and the steps to achieve your campaign goals. You might need to have a few meetings to let your team know about the project’s details or the calendar’s features.

Prepare the emails

After you are all set with the planning and selected the dates, it is time to prepare your emails. Carefully think about the content, main message, images, and interactive elements. Don’t forget to include calls-to-action too.

For the Mother’s Day emails, you could make a list of ideas to spend the holiday or make a gift guide for your subscribers.

Test different options

To optimize your campaign performance, you should run an A/B test. To do so, prepare two versions of your email and send it to two different groups of subscribers. This can help you identify your subscribers’ preferences. You can test subject lines, email copy, visuals, and more.

Analyze results

After launching your email marketing campaign, you can analyze the results to enhance your future campaigns. You can reserve a spot in your calendar for comparing the reports of some of the recent campaigns or add a call with your team to discuss the results. Analyze your click-through rates, open rates, engagement, the amount of revenue generated, and other metrics. Think about what you can improve and identify the strengths and weaknesses of your approach.

Tips for using the email marketing schedule template

Want your email marketing calendar template to work even better? Below, we’ve gathered some tips you can use to do so:

  • Customize your template. You can make your template more appealing by customizing its color palette and layout. You may also color-code the campaigns to make identifying them easier. To do so, assign a specific color to each of your campaigns.
  • Integrate your calendar with the necessary software. For example, you can track the performance and sync the dates from the calendars with the email marketing platform you are using.
  • Plan backup ideas. Including backup plans and dates in your calendar is a good way to decrease possible risks and get ready to deal with any potential issues.

Conclusion

An email marketing calendar template is a great solution for planning your marketing campaigns, newsletters, and other projects. It allows you to keep track of your campaigns, set and achieve your marketing goals, and organize all the processes efficiently.

To create a template, do the following:

  • Choose a preferable calendar software.
  • Identify each entry’s content.
  • Fill in the calendar.
  • Make it accessible to your team members.

We hope that this article can help you organize your email marketing calendar and launch an efficient campaign. Make sure to also check out our sales prospecting email templates article and other useful articles in the Selzy blog.

10 May, 2024
Article by
Maria Bidogaeva
A literature and economics degree holder with a background in writing newspaper articles and educational blog posts. I first encountered digital marketing when I was launching my online language learning project. I believe digital marketing can be challenging and fun at the same time, so I hope to help others make the best of their experience with it. My hobbies include online education, learning foreign languages, and American literature.
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