Did you know there are only 33 more days until the first of December? No it is not a trick (and probably not a treat) but with Halloween this week we thought it would be a great time to check-in on your holiday card progress.
If you have not already started it is not too late. To help you get an idea of where you should be at in the process, we have come up with a suggested timeline below.
September: Project Kick-Off
- Identify your objective: is your card just to send warm wishes or is there another motive such as contributing to a charity, launch a marketing campaign, or to clean-up your contact information in your database
- Decide what type of card you will do: physical or e-card or a combination of both
- Determine timing: based on the type of card you do, you will need to think through the delivery date and create your project plan. This will also affect your messaging such as Happy Holidays v. Happy New Year
- Discuss distribution: who receives the card and who the card should come from
- Inform employees about the project: ask them to compile their list of recipients, let them know how you will be using the information, and inform them of deadlines. If doing a physical card, let them know how the cards will be distributed for them to sign
- Select the vendor/designer: choose who will create the card and discuss concepts and copy
- Prep other staff or departments: you will want to prep departments, such as IT if there is a need to host a video on a server or prep assistants who will help with list generation, and inform them of your timeline
- Determine additional needs: for example if you want recipients to select a charity from a list, you will need to create a survey. If you’re giving a contribution based on the number of new “likes” on Facebook someone will be responsible for tracking the metrics. You will also need to determine how your firm will handle bounce backs or returned mail, as well as how you will track success (open and click-through rates, interaction with the card)
- Test the different components of the e-card: if there is built-in functionality like “replay” for video or links to other pages you will need to test the functionality to ensure it work properly
- Merge and clean lists: your lists should be at about 80% completion
- Approvals: approve your final card concept
- Identify quantity: the amount of cards and envelopes needed for a physical mailing
- Completion: your e-card should be completed and if you’re doing printed cards you should have them in-hand
- Final version of mailing list(s): should be completed within the first week of November
- Signing process kicked-off: this should happen around the second week of November and signed cards should be obtained by the last week of November (2 week window for signing)
- Other marketing: at this point you should consider other ways you will promote and distribute your hard work. Some ideas would be to post the card on your website, tweet it, Facebook about it, and submit to holiday card contests
- Additional needs: your process and expectations should be established
- Physical cards mailed: first week of December
- Complete e-mailing: preferably in early December
- Last-minute requests for additional cards: take care of last-minute request or provide employees with the tools they need to execute themselves (such as the OFT version of the e-card they can customize and send on their own)
- Execute other marketing initiatives: promote your card in other channels
- Track the card: determine success by monitoring bounce backs, returned mail, and click-throughs
This is only a suggested timeline to help guide the thought about what needs to be executed on. Depending on the complexity of the firm it could take more or less time to complete. No matter the length of the process there is one last step that is often overlooked… celebrate!
Celebrate the project completion. It is a large undertaking and requires a lot of coordination. Enjoy the success with your team, thank those who helped with the execution such as the IT department and the assistants, and make sure to share the news with the entire firm. Send out an internal memo with the card and share tracking numbers or feedback that you have received.
Let us know what you think… what other steps does your firm build in and when do you start your holiday card process?