2. Define Messaging Goals for Each Job Function
Posted: Mon May 19, 2025 5:49 am
Once you’ve segmented your audience, define what messaging will appeal most to each group.
Executives want high-level insights, ROI justification, and industry trends.
Managers value tools that improve team efficiency, performance metrics, and practical strategies.
Practitioners care about product details, how-tos, case studies, and technical integrations.
This helps ensure the language, tone, and value proposition in your emails align with the recipient’s role.
3. Tailor Subject Lines and Preheaders
The subject line is your first impression, and it should immediately convey value relevant to the reader’s role.
Executive: “How Top CEOs Are Using AI to Cut Costs by 30%”
Manager: “3 Ways Marketing Managers Can Boost Lead Quality”
Practitioner: “A Technical Guide to Seamless CRM Integration”
The preheader text should complement the subject line by giving a preview of the email content, further encouraging opens.
4. Customize the Body Content
This is where your segmentation really pays off. Customize elements such as:
Pain Points: Address the specific problems faced by the job function.
Solutions: Showcase how your product/service solves their unique issues.
Language: Use the terminology and jargon familiar to their role.
Examples: Incorporate relevant case studies or testimonials from similar roles.
CTAs: Make the next step relevant—executives may want a demo or whitepaper; practitioners may want a free trial.
For example, if you’re marketing project management software:
To a CFO: Highlight cost savings and financial ROI.
To a Project Manager: Emphasize better team collaboration and deadline tracking.
To a Developer: Show integration capabilities with existing tools.
5. Use Dynamic Content Blocks
Modern email platforms like Mailchimp, build outlook business mailing lists HubSpot, or ActiveCampaign allow you to insert dynamic content—sections of your email that change based on the recipient’s profile.
This means you can send one email with different messages shown to different segments. For instance:
A dynamic hero image: “Built for CMOs” vs. “Loved by Developers”
Personalized recommendations: “Read our Executive Briefing” vs. “See the Tech Specs”
Variable CTAs: “Book a Strategy Call” vs. “Start Your Free Trial”
This method saves time and maintains consistency across campaigns while personalizing the user experience.
6. Optimize for Mobile and Readability
Regardless of the recipient’s job function, your email must be easy to read on any device. Use:
Short paragraphs and bullet points
Clear headings
Strong, relevant imagery
Buttons instead of text links for CTAs
Executives often read emails on the go. If your email isn’t mobile-optimized, it’s likely to be ignored.
Executives want high-level insights, ROI justification, and industry trends.
Managers value tools that improve team efficiency, performance metrics, and practical strategies.
Practitioners care about product details, how-tos, case studies, and technical integrations.
This helps ensure the language, tone, and value proposition in your emails align with the recipient’s role.
3. Tailor Subject Lines and Preheaders
The subject line is your first impression, and it should immediately convey value relevant to the reader’s role.
Executive: “How Top CEOs Are Using AI to Cut Costs by 30%”
Manager: “3 Ways Marketing Managers Can Boost Lead Quality”
Practitioner: “A Technical Guide to Seamless CRM Integration”
The preheader text should complement the subject line by giving a preview of the email content, further encouraging opens.
4. Customize the Body Content
This is where your segmentation really pays off. Customize elements such as:
Pain Points: Address the specific problems faced by the job function.
Solutions: Showcase how your product/service solves their unique issues.
Language: Use the terminology and jargon familiar to their role.
Examples: Incorporate relevant case studies or testimonials from similar roles.
CTAs: Make the next step relevant—executives may want a demo or whitepaper; practitioners may want a free trial.
For example, if you’re marketing project management software:
To a CFO: Highlight cost savings and financial ROI.
To a Project Manager: Emphasize better team collaboration and deadline tracking.
To a Developer: Show integration capabilities with existing tools.
5. Use Dynamic Content Blocks
Modern email platforms like Mailchimp, build outlook business mailing lists HubSpot, or ActiveCampaign allow you to insert dynamic content—sections of your email that change based on the recipient’s profile.
This means you can send one email with different messages shown to different segments. For instance:
A dynamic hero image: “Built for CMOs” vs. “Loved by Developers”
Personalized recommendations: “Read our Executive Briefing” vs. “See the Tech Specs”
Variable CTAs: “Book a Strategy Call” vs. “Start Your Free Trial”
This method saves time and maintains consistency across campaigns while personalizing the user experience.
6. Optimize for Mobile and Readability
Regardless of the recipient’s job function, your email must be easy to read on any device. Use:
Short paragraphs and bullet points
Clear headings
Strong, relevant imagery
Buttons instead of text links for CTAs
Executives often read emails on the go. If your email isn’t mobile-optimized, it’s likely to be ignored.