Sending e-mails through your dance studio management software can help your youth activity center operate more efficiently as well as grow! While we’re focusing on using e-mails to build relationships with current participants (see Part 1), it can also be used to re-connect with former students as well as prospective ones. Each interaction with your organization, as long as it communicates meaningful information, will help build a rapport and encourage future participation.
If you’re accustomed to sending home hard copy reminders with your youth activity center’s participants, perhaps you’ve been frustrated by lack of response. It may seem as if you’ve wasted an entire tree’s worth of paper, since you just end up having to make phone calls or snag parents on their way in or out, anyway. Sound familiar? Well, as frustrating as that scenario may be, there is a reason for it: often, parents read the reminders when and where they’re unable to take action in response. By contrast, e-mail more readily promotes a response.
When a parent opens an e-mail from your activity center, they’re already online, which is where they need to be in order to take action and respond. Perhaps you need them to agree to an updated policy statement or sign up for an upcoming event. If they can read the e-mail, click on a link, and perform the action, they’ll be much more likely to do so than if they have to remember what they read on a slip of paper that their child may or may not have delivered to them on the way out the door, in the car, or at the dinner table. E-mail makes responding more convenient for parents and, therefore, more effective in securing the action you desire.
Within a robust dance studio management software solution, you can easily send the same action-oriented e-mail to whatever group of recipients you wish to target. Whether it’s only families with credit card expiration dates in the next 2 months or families with children ages 6 and 7, you can quickly and easily filter and select any group of recipients you wish.
When you send out individual e-mails or texts from various freeware, not only will you miss out on the convenience of automation that comes with sending communications through dance studio software, but you also miss out on tracking potential. Through your dance studio software, you can run a “Sent E-mails” report, which will give you valuable insights to help you plan for future e-mails.
Among other things, the report will allow you to be able to see the numbers of e-mails that are opened verses clicked through as well as those that bounce and participants that unsubscribe. Based on performance, you’ll be able to follow-up with specific individuals on your list and make sure they are aware of important updates as well as make any necessary adjustments for the future.
Typically, all e-mails sent from any user through your dance studio software are now also searchable through a Sent E-mails Report.