#GetOrganised: Colour Coding Your Mailing List

Colours, colours, colours¬†everywhere! No matter if you’re a visual learner or if it doesn’t really matter to you how the knowledge is entering your brain, colour coding is something that can make your life so much easier. And on top of that, it’s so simple to implement! Have a look at how we’ve been using it to work within numerous spreadsheets to process information and how we help our artists get their hear around hundreds of contacts on their mailing lists. These are some of the colours and corresponding categories that you’d find in our Excel sheets:

This is the category that you should pay attention to first. Just like when creating your mailing list from scratch, you should start by focusing on the individuals who already know you and have heard your music in the past, not to mention covered it for their publications. Make sure you email them your upcoming release in advance so that they know you prioritise those who support your work. Blue is usually the colours for previous coverage in our spreadsheets – it represents trust and reliability, so it’s absolutely perfect to mark those contacts that got your back.

Our “Accepted” category is pretty much self-explanatory. Once a blog or a writer gives you a green light by publishing a review or mentioning you online, your job of trying to get their attention is usually done until your next release cycle. Remember to always change those contacts from green (accepted) to blue (previous coverage) when starting your next release campaign.

No colour screams “No!” more than red. They didn’t like your new song, which can be a bit frustrating, but at least you’ve heard it from them – remember, even the worst reply is better than no reply at all.

Unlike previous three recommendations, having a separate “Undecided” category isn’t essential when trying to organise your mailing list during a campaign. In our spreadsheets, orange represents those contacts that have received your email and have expressed even the smallest interest in it – it’s good to stay in touch with them even about things unrelated to your release, and then politely ask about their opinion again after a while. Chances are that some will want to share it then.

Just like we advised you in our first article of the #GetOrganised series, you should keep track of blogs and websites that get deactivated or go on hiatus – and that’s where the grey comes in. It’s important, however, not to delete them permanently, unless they’ve been inactive for more than a year. You never know when someone’s life will take yet another turn and make them want to go back to sharing new exciting music discoveries online.

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