Smarter Week

How to automate it

How to automate “write and build email newsletters and campaigns”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min
typically, once a week
55%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Have AI draft the email, subject lines and test variants

AI writes the first version, several subject lines to A/B test and a plain-text version, based on the goal and your past best performers.

Typically saves about 45% of the time10 min to set up
  1. 1Note the goal, audience segment and one call to action.
  2. 2Paste the prompt with your best-performing past email.
  3. 3Pick and edit the draft, and test two subject lines.
  4. 4Or use the AI built into HubSpot, Mailchimp, Klaviyo or Braze to do this inside the editor.
Prompt to copy
Write a marketing email to [SEGMENT] whose goal is [GOAL, e.g. register for webinar]. Key details: [DETAILS, DATES, OFFER]. Call to action: [CTA]. Here is our best-performing recent email for tone: [PASTE]. Give me: 5 subject lines under 45 characters, a preview line, the email under 150 words, and a shorter variant for testing. No exaggerated claims.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · HubSpot, Mailchimp, Klaviyo or Braze AI

Fix 2 of 2

Software feature

Build emails from saved templates and modules

HubSpot, Mailchimp, Klaviyo and Marketo let you save headers, footers and content blocks, so each new email is mostly drag and drop.

Typically saves about 30% of the time2 h to set up
  1. 1Pick your three most common email types (newsletter, event invite, product update).
  2. 2Turn each into a locked template with editable sections.
  3. 3Save reusable blocks (event card, product card, footer) as modules.
  4. 4Clone from the template every time instead of an old email.

Tools: HubSpot email templates · Mailchimp saved blocks · Klaviyo universal content · Marketo email templates

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Marketing Manager / GeneralistContent / Social MediaMarketing Ops / Automation

HourLeak · the 8-minute work audit

How many hours does this cost you?

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Answers are anonymous. Leaders only see team totals.

Other common tasks for Marketing Managers / Generalists