OK now be honest with me. Did you forget to send your newsletter this month? I SEE YOU! You're not alone in this. Instead, I want you to picture yourself releasing a beautiful, fully-formed newsletter into the world... and all it took was a few clicks. Sounds like a dream, doesn't it? Well, it's time to wake up to the reality of semi-automated newsletters!

In this blog, we'll unveil the powerful automation framework we've implemented using Zapier. We'll walk you through the apps involved, the rationale behind each step, and the remarkable benefits it brings to your newsletter creation and distribution process.

Miami Waterkeeper's Transformation

If your daily mantra has been "so much to do, so little time", we've got news that's going to flip your world around!

Our client, Miami Waterkeeper, had a challenge that might resonate with you. They were always in a rush to create their monthly newsletter, often forgetting to start it until the last minute. The process was stressful and inconsistent, taking a toll on their efficiency and the quality of their newsletters. But then, we stepped in to revolutionize their process!

Leveraging automation, we helped Miami Waterkeeper turn their monthly scramble into a smooth, organized, and timely process. We employed the power of NationBuilder, Digest by Zapier, and Email by Zapier to create an automated system that did the heavy lifting, saving their team valuable time and reducing the risk of errors.

By leveraging automation, the task of generating and sending newsletters is simplified, allowing us to focus on other important tasks while ensuring our audience stays informed and engaged. 

By using NationBuilder, Digest by Zapier, and Email by Zapier, we've created a streamlined system that saves you time and reduces the risk of errors.

Diving into the Automation Flow

Here's how the automation is set up:

1. Schedule by Zapier (Trigger): The process is initiated with a trigger set to run every month using Schedule by Zapier, ensuring that the newsletter is generated and sent out consistently.
2. Google Docs (Action): When the trigger is activated, a new document is created in Google Docs using a pre-defined template. This template includes the structure, formatting, and placeholders for content, streamlining the content creation process and maintaining consistency across all newsletters.
3. Email by Zapier (Action): Once the Google Docs document is created and finalized, an outbound email is sent to subscribers via Email by Zapier. The email includes the content of the newsletter or a link to access the Google Docs document, ensuring that the newsletter reaches its intended audience.

Crafting the Zapier Strategy

Here's a breakdown of our thought process for each section of the automation framework when setting up this Zapier automation:

1. IDENTIFY REPEAT TASKS: We identified that the creation and distribution of monthly newsletters were repetitive tasks, requiring consistent formatting and timely delivery to subscribers.
2. DOCUMENT: We documented the entire newsletter creation and distribution process, outlining the necessary steps, resources, and deadlines to ensure a smooth workflow and timely delivery.
3. CHOOSE THE RIGHT TECH: After researching automation tools, we chose Zapier for its wide range of integrations and ease of use. We also selected specific apps within Zapier, such as Schedule by Zapier, Google Docs, and Email by Zapier, to handle the different steps of the newsletter creation and distribution process.
4. TEST & OPTIMIZE: We implemented the automation in a controlled environment, monitoring its effectiveness and making adjustments as needed. This included refining the Google Docs template, ensuring accurate scheduling, and optimizing email delivery to subscribers.
5. DOCUMENT: To ensure smooth adoption by the Miami Waterkeeper team, we created a comprehensive training guide on using the Zapier automation tools and processes. This guide included step-by-step instructions, troubleshooting tips, and best practices for maintaining the automation. We then trained team members on using the automation, ensuring that everyone was familiar with the system and able to manage it effectively.

‍

With this automation, Miami Waterkeeper was not only able to save time but also maintain the consistency and quality of their newsletters. They were able to keep their subscribers informed and engaged, while also being able to focus more on their mission.

This Zapier automation has truly been a game-changer for Miami Waterkeeper. It's time to bring the same transformation to your nonprofit. Are you ready?

By implementing this Zapier automation, your team can save valuable time and resources that can be better spent on other important tasks. 

You'll be able to maintain consistency in your newsletter content and delivery, ensuring that your subscribers stay informed and engaged. 

Plus, you'll be able to easily track the success of your newsletters by monitoring subscriber engagement and making adjustments to your content strategy as needed. 

So why wait? Let's get started and see the benefits of automation firsthand!

Back to You 

In the journey through Miami Waterkeeper's experience with automation, we've learned that this powerful tool isn't just about efficiency—it's about delivering consistent and engaging content to your audience.

By adopting similar automation strategies, you can save time, enhance communication, and focus on what truly matters—your mission. From creating newsletters effortlessly to nurturing meaningful connections with your subscribers, automation is your ally.

Now, armed with knowledge and inspiration, you're ready to embark on your own automation adventure. As you dive into this world of streamlined processes, remember that every click, every zap, brings you closer to a future where your nonprofit thrives. So, let's take that first step together towards a more efficient and impactful nonprofit journey.