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Simple Email Program Workback
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Step 2: Phases & Workback

Here’s a sample work back that we use to make sure we:
Allow time for content drafting & brief reviews
Have two opportunities to review our copy as a team
Schedule time to stage & QA the email before sending

As the PMM, I typically quarterback this process for our monthly product news updates, but anyone who feels operationally minded and invested could take this on!

If you’d like to use the table below, remember, you can simply
Copy this doc!
to customize your own workback.

Note that the “Status” options pull from the table on the page. You can customize your status options there if you have other preferences!

Email Workback
0
Search
Item
Due Date
Status
Primary DRI
Notes & Links
1
Share Workback
5/26/2020, 12:00 AM
🚀 Done!
JD
Joel Davis
2
Schedule Copy Reviews
🚀 Done!
JD
Joel Davis
Confirm bandwidth with Polly & Alan first
3
Compile List of Products/Launches w/ Briefs
5/26/2020, 12:00 AM
🚀 Done!
JD
Joel Davis
All launches since April 28th
4
Copy v1 Drafted
6/8/2020, 1:30 PM
🛠 In Progress
PR
Polly Rose
Link to 1st Draft Email
5
Copy v1 Reviewed Async
6/8/2020, 2:00 PM
⏳ Not started
PR
Polly Rose
Send draft to for review & comments
6
Copy v1 Reviewed as a Team
6/8/2020, 3:30 PM
⏳ Not started
PR
Polly Rose
Live discussion of comments
7
Copy v2 Drafted
6/10/2020, 9:00 AM
⏳ Not started
PR
Polly Rose
8
Copy v2 Reviewed Async
6/10/2020, 9:00 AM
⏳ Not started
PR
Polly Rose
9
Email Hero Image Drafted
6/10/2020, 9:00 AM
🛠 In Progress
AC
Alan Chowansky
Hero product feature is XYZ
10
Copy v2 + Hero Image Reviewed as a Team
6/10/2020, 11:30 AM
⏳ Not started
PR
Polly Rose
11
GIFs for Email finalized
6/10/2020, 3:30 PM
👀 Acknowledged
AC
Alan Chowansky
We want GIFs that demonstrate how to use products ABC and LMNOP
12
Email Staged
6/10/2020, 5:00 PM
👀 Acknowledged
FM
Felix Marlin
13
Email QA’d
6/11/2020, 9:00 AM
⏳ Not started
FM
Felix Marlin
14
Email revisions applied
6/11/2020, 9:30 AM
⏳ Not started
FM
Felix Marlin
15
Email Sent
6/11/2020, 10:00 AM
⏳ Not started
FM
Felix Marlin
There are no rows in this table
15
Count
💡 Tip: If your team uses kanban boards for project management, you can hover over this table, select “Options” and do the following:

1. Select Group > Add Group > Status
2. Return to the table Table Options and select “Cards” from the icons at the top

If you really want to go the extra mile, you can experiment with conditional formatting and apply your rules to “all columns” to make color-coded cards.


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