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How to Set Up an Email Automation Flowchart

Updated: May 8, 2023
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Creating an effective email automation flowchart is essential for any business looking to drive growth and success. Email automation can be a powerful tool… but only when used effectively with strong, strategic planning. That’s why it’s important to take the time to create a flowchart before you start building messages. That way, you’ll know exactly how many and what kind of messages to create. Plus, you can strategize your automations so that your potential customer receives the right message at the right time. Here are the seven steps you can take to create an effective email automation flowchart for your business.

Step 1. Define Your Goals

The first step in creating an effective email automation flowchart is to define your goals. What do you want to accomplish with your automated email messaging? How will it function as part of your business’s larger marketing goals, growth, and success? Having clear objectives will guide the entire process of setting up the flowchart, as well as provide concrete benchmarks to measure how well it’s performing once it launches. Additionally, defining your goals can give you useful insights into which data points are necessary for a successful outcome and help you determine which steps need to be included in each action within the email automation flowchart. You can use automated email marketing for countless applications—so you’ll likely have a number of goals to reach for. Here are just a few examples of what you can do: 

  • Introduce new leads to your products and services. 
  • Reward loyal or frequent customers. 
  • Remind less-active customers about your brand. 
  • Notify customers when maintenance or recurring service is due. 
  • Send abandoned cart notifications. 

Step 2. Gather Your Data

Once you have a clear understanding of your goals for the email automation flowchart, the next step is to gather all necessary data points. What does your audience look like? Where are you onboarding new leads—on your website, in your store, at a tradeshow, or somewhere else? What does your typical sales cycle look like, and how might that benefit from automated email marketing? Contact details, purchase history, and other relevant data can be used to segment customers into lists or activate triggers in order to send emails at certain times. Having this information on hand will help you create an effective email automation flowchart and ensure that it runs smoothly once launched.  Furthermore, it’s important to keep up-to-date with changes in customer data so that your automated emails remain accurate and relevant over time. By gathering all essential data points before creating the flowchart, you can make sure that everything runs smoothly from start to finish.

Step 3. Establish the Process Flow

After gathering all the necessary data points, the next step in setting up an email automation flowchart is to establish a process flow. This involves determining which steps need to be included in each action within the flowchart, such as activating triggers and segmenting customers into lists. Creating a graphic flowchart or diagram is often helpful here, especially if you’re a visual thinker. Arrange everything in the order that readers would receive it. With if/then scenarios, create branching logic trees to show who gets what. Email Automation Flowchart Example: 

  1. Trigger: A new website visitor signs up for your email newsletter.
  2. The visitor receives a welcome email thanking them for signing up.
  3. IF the visitor makes a purchase, THEN send email with a 15% off coupon for their next purchase.
  4. IF no purchase is made within 24 hours, THEN send a follow-up email that describes other popular products they might enjoy.
  5. IF the visitor starts a purchase without completing payment, THEN send an abandoned cart email reminding them of the product they almost bought.

Having a clear understanding of how each action should be carried out will ensure that everything runs smoothly once launched—and makes it easier for you to design your email templates. Additionally, by establishing a detailed process flow before designing your emails, you’ll save time and prevent mistakes from occurring during setup or launch. 

Step 4. Design Your Email Templates

It’s time to put your email automation flowchart in action! Build the message templates you’ve outlined according to your flowchart. However, remember that even the best automated email marketing strategy needs to be supported by great content to be successful. Craft emails that are visually appealing, informative, and engaging for customers. Add value to their inboxes and give them a reason to take a closer look. Your emails should also have a consistent look and feel across all platforms so readers can recognize your branding immediately. Use visuals such as images or videos where appropriate—but don’t overdo it. You can also leverage the power of personalization to give each message that special touch.  Also, make sure your emails are optimized for mobile devices and multiple platforms so they can be read easily anywhere. Designing attractive templates is essential for driving engagement with customers and ensuring that your automated emails have maximum impact. 

Step 5. Test Your Email Automation Flowchart

The fifth step in setting up an email automation flowchart is to test your emails before launching them. Check all the elements of your emails—visuals, logic, links, merge tags, everything. Additionally, it’s important to test any triggers or segmentation rules you have set up in order to make sure that automated emails are sent at the right time and reach their intended recipients.  You’ll also want to take a look at your automated emails as if you’re seeing it for the first time. What are your first impressions? How many messages are you receiving? How soon after an action occurs will you receive a communication? Remember, if a reader receives too many messages too quickly, it may overwhelm them—and deter them from staying on your list. On the other hand, too few will leave them not knowing enough about what your company offers. Think carefully and strategize what will be the best combination and timing for your audience.  By testing your automated emails before launch, you’ll have the highest potential for success. Everything should run as smoothly as possible so customers have a positive experience with your brand. Therefore, taking the time to thoroughly test all aspects of your email automation flowchart is essential for creating an effective system that drives engagement. 

Step 6. Monitor & Optimize Performance

Once you’ve set up your email automation flowchart, the next step is to monitor and optimize its performance. Make sure you’re keeping an eye on key metrics such as open rates, click-through rates, and unsubscribe rates in order to identify areas for improvement. Additionally, it’s important to stay up to date with changes in customer data so that automated emails remain relevant over time. By monitoring and optimizing the performance of your email automation flowchart on an ongoing basis, you can ensure that it continues to foster engagement with customers.

Drive Email Automation With Flowchart Success

Creating an email automation flowchart can seem like a complex process, but it’s essential for driving engagement with customers and increasing sales over time. By taking the necessary steps to establish a clear process flow, design attractive templates, test your emails before launch, and monitor performance on an ongoing basis, you can ensure that your automated emails have maximum impact. Plus, it’ll save time and effort for you, your team, and your potential customers! With these tips in mind, you’ll be well-equipped to create effective email automation systems that drive results for your business.

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