E-Mail Blasts: Keeping Track of Your Messages

This is the final installment in a series of posts dealing with the topic of sending e-mail blasts to records in your RESUMate database.  In three previous posts, I’ve talked about reasons to send bulk mailBCC mail vs. personalized mail, and also about using Outlook’s “signature” function to improve the quality and consistency of the messages you send.

But there’s still one more detail we need to talk about—keeping track of which candidates and/or hiring managers have received your various messages.

This can be a real problem if you send a lot of e-mail blasts.  Without some simple record-keeping system, you’ll quickly lose track of which messages have been sent to any particular candidate or hiring manager.  The result can be embarrassment or – worse – confusion, when someone calls in response to your message, and you’re not clear on the specifics of the message that prompted the call.

Fortunately, there are tools in RESUMate that make this important record keeping chore both fast and easy.

For starters, if you use Outlook as the sending program, all of the messages you send, including e-mail blast messages, will automatically appear in the E-mail log for this person.  When you receive an incoming call, click the E-mail Log icon (or click the Record menu and select E-mail Log), and you’ll immediately see any e-mail blast messages that have been sent to this person.  Before you get past the opening courtesies of a phone conversation (“how’s the weather where you are,” or, my least favorite, “how’s your day going so far”) you can be reviewing all of your e-mail traffic to (and from) this person.

By the way, psychologists use the term “entrainment” to describe these conversational starters.  They play an important role in letting each party get accustomed to the conversational speed and length of phrasing of the other party, so that when the real substance of the conversation starts, people don’t interrupt each other or start speaking at the same time.  So an enjoyable chat about the weather may in fact play a role in helping you accomplish the more important objectives of your phone conversation.  And while you’re having that conversation, check the E-mail log to see if this person might be responding to a recent e-mail blast.

Getting back to the subject of record keeping, if you use Outlook, you don’t need to do any record keeping at all; RESUMate automatically does it for you.

But there are other good reasons to “tag” all of the records in your database that were used in sending any e-mail blast, and RESUMate provides two good methods for doing this.

First, consider creating a column in your Valid Table called “E-mail blasts.”  Every time you send a blast, add a new item in this column that briefly identifies this message.  So, for example, if you are sending a message to all of the candidates found in a search advising them of a new job opening, create an entry combining the client, job title, and date, such as “Hyundai/Engineer/June 2015.”  This particular item is 25 characters long, so it will fit within the limit of 30 characters, which is the maximum length of a valid table item.

With the search result still on your screen as the active window, (before or after you copy the e-mail addresses to the Windows clipboard), click File/Database/Tools/Global Editing, and insert this valid table item into all of the records that will be receiving the e-mail blast.

This way, the blast title will appear right on the candidate’s record, and you can always do a search using just this item to collect all of the recipients of this message into a new active window, if you’re considering doing a follow up message.

An alternative to the Valid Table method is to use RESUMate’s Groups function.  Create a Group name for the e-mail blast, just as you would for the valid table item, although in this case there is no 30-character maximum size limit.  The other benefit is that Groups can be associated with a specific recruiter, so this gives you a place to tag just your e-mail blasts, and not have your e-mail activity intermingled with other recruiters in your organization.

Again, when the search result displaying all of the targeted recipients is still on your screen, click Groups/Bulk Assign Groups, and all of these people can be assigned to the designated Group in a single action.  In the future, double clicking the Group name will restore an active window displaying all of the people who received your original message.

Using either the valid table method or the Groups method, RESUMate makes it easy to maintain a history of all of your e-mail blasts.

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