Keeping your data organised in 6 easy steps

5 minute read

Here at we believe it’s important for our customers to keep their data organised. However, when it comes to organising your subscriber data, how can it be achieved? Surely, as your database grows it just becomes harder? There are steps to ensure your data is organised and structured.

1. Use the ‘add list’ and ‘add folder’ function. You can have an endless number of folders and lists, the more the merrier. For example, you may gain new subscribers in different ways – web, email, exhibitions – the list is endless. Why not try having a folder for each location your subscribers originate from? Perhaps you have more than one data capture form on your website, in which case an individual list can be created for each form. Lists also allow you to create autoresponders and you may wish to create individual ones, tailored to the original list the subscriber has signed up to.
2. Targeting subscribers. This function allows you to specifically target subscribers who have opened, not opened and clicked certain (if not all) links within your email. Our customers often tell us how much they benefit from targeting subscribers in this way. Why not create a specific folder for your targeting activities? This ensures your targeting lists are separate from your main mailing lists.
3. Subscriber profiling. In profiling you can send email for an endless number of fields including location. If you’re operating a company based in several locations across the UK or even worldwide, subscriber profiling allows you to send your emails to the most relevant audience. In return, you’ll be targeting more effectively, reducing the number of unsubscriptions you may receive.
4. Gaining as much information as possible. Whilst not directly linked to keeping your data organised, more information makes your subscriber data smart and opens up further options to you. Why have just a subscriber’s email address? Why not have their first name? In obtaining this information you can include personalisation in your emails, adding a more “personal” feel. Subscribers like to feel the email they’re receiving is tailored to them as an individual, so personalisation is something we strongly recommend.
5. Managing your do not contact list. The do not contact list is where email addresses are placed when a recipient unsubscribes. This information can be exported at any time and as long as a recipient is on the do not contact list, they cannot be added to your list again or receive any future emails from you. Remember, we never advise removing a subscriber from the do not contact list, as this can lead to prosecution if this subscriber makes a complaint.
6. Regular exports. Though all data is stored securely, we recommend regular exporting for your own records. Subscriber data is valuable and should be treated with care. Occasionally our clients accidentally erase a list, and while we can restore from backup, it’s much quicker and easier to upload an old import. Furthermore, we don’t recommend importing subscriber data that is more than a year old as it can increase the number of bounces and people may forget who you are. Therefore, keep your lists updated – if you feel information is out of date, export it, keep it for your records, and update your account.

To summarise, it’s important to tailor your data to your company needs and these steps provide some tips on how to organise it and ultimately, get the best from your subscriber data. As mentioned previously, your data is valuable and it’s important that it’s used in the most effective way to ensure you get the most out of email marketing.