The Fine Art of Email Delivery

You built a survey so powerful that you sent test invites to all of your colleagues with the subject line, “Look How Amazing Linda Is!”  Your colleagues agreed, so you’re ready to launch your organization’s annual compliance study.  It is imperative that everyone participates because the data obtained must be shared with the federal government. This survey is a big deal.

Before you hit the “Send” button, however, ask yourself if you developed a launch plan and attended to the email delivery logistics.  If this sounds unfamiliar, here’s what you should do:

a) Determine a date and time to launch the survey, and inform prospective participants that the survey will be released then.  This way, people know to expect a survey and can contact you if they don’t receive it.

b) Inform the company’s email administrator that you’re planning to launch a survey and provide the specific date and time in advance.

c) Present the email administrator with the Zarca Readiness Plan.  This document includes valuable information to ensure email delivery.

d) After the Readiness Plan is implemented, confirm with the email administrator that both Zarca’s mail server and application server are white-listed.  (Essentially, you’re looking for a “yes” to both items.)

e) Speak with the email administrator about threshold limits to determine the number of emails the mail server is prepared to process at one time.  If you’re planning to send a survey to 10,000 people and the threshold limit is 500 per hour, you’ll need to consult with the email administrator regarding the launch plan.

Once the launch plan is in place and you’ve sorted out the logistics, send the survey to yourself and your colleagues.  Participate in the test run to ensure that everything goes smoothly and according to plan.  Once you’ve confirmed that everything works properly, distribute your survey.

Good luck and happy surveying!

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