I just got a call from a young woman at a small university in South Dakota that is thinking about going with
FireEngineRed (FER), a higher education email service provider that I have used for years and love. She had just started out the process and was given my name because I recently went through an extensive ESP-search process for Dartmouth and have a ton of research about dozens of ESPs, both higher-ed specific and general providers. Like most of us when we start out, the woman was feeling a bit overwhelmed with all the options and didn't really know where to start. I've done previous posts (
like this one on email basics) that are applicable to this topic to try to help beginners out (yes, Kyle James...in these posts I'm actually trying to teach ;-) but I don't think I've ever addressed the topic of picking an email service provider.
So here's how it goes at most places: You get a postcard in the mail one day from this company that sends email. You think "wow...email! what a good idea!" You call said company for a demo. You think "wow, this looks awesome" and sign on the dotted line because you really have nothing to compare it too in terms of awesomeness. Now your problem may be solved, or it may not be....but either way, you're committed to this company for a year.
I implore you to avoid this at all costs. I've been there and have regrettably done it and I ended up being with a company who's product isn't as good as it could be....and where I got in regular monthly fights with their tech guy. That made me feel loved as a client, I tell you. So I looked elsewhere and was lucky to stumble on FER. But it wasn't until I started at Dartmouth (where I quickly learned they were sending emails internally.....ICK!) that I actually had to go through a search process. Here are the steps I recommend:
1) Demo as many providers as you can stomach. Ok, yeah. Demos suck. They take up time you don't have and you have to deal with sales people who with call you again and again and again. But they are necessary to see what the product has to offer. Two things here:
- Don't be afraid to demo non-higher ed providers: Higher ed has specific needs that a lot of B2Cs or B2Bs just don't have, but don't count out providers that service other industries off-hand. There are some great ones out there.
- Get demo accounts: Get them to set up a demo account for you so you can go in and play with it on your own time, without a salesperson being in your ear. Some may fight you on this, but they will do it. You have to be a hardass with vendors some times but always remember that you are the customer and its their job to win you over to get your business.
2) Use those demos as an opportunity to make a list of the features you are looking for.
Besides seeing specific products, demos also allow you to get a real sense of what is out there. Start to make a list of the features you see that you really like, or the ones that you don't like so much. This will help you out tremendously later in the process.
Here was our list:
List Control- No restriction on mailing lists
- Provider handles unsubscribes
- Provider runs imported lists against unsubscribes to prevent mailing to opt-outs
Message Creation- Message customization
- Users can save messages in draft form
- Provider gives flexibility of creation/uploading templates
- Editing capabilities in WYSIWYG and HTML source
- Sent campaigns are archived and can be copied and reused
- Ability to suppress branding in Footer of message
Quality Control- Provider checks outgoing message for spam triggers
- Users can schedule messages to be sent in advance
- Ability to internally and externally test the message
- Provider checks for broken links
Reporting- Users can monitor messages as they move through the queue from draft to sent
- Ability to compare metrics from different campaigns within the tool
- Users can track and export the following statistics:
- Deliverability
- Hard and Soft Bounces
- Exportable Bounce Logs
- Unsubscribe Rates
- Unique/Total Open Rates
- Unique/Total Click Rates
- Forwards
Deliverability- Provider accepts responsibility for maintaining relationships with ISPs and providing assistance on any deliverability related issues.
Miscellaneous- Unfettered control to timing, content and number of campaigns
- Ability to conduct A/B tests
- Dynamic content
- Unlimited individual accounts
- Ability to set up automated reports of hard bounces to accommodate current internal processes.
- Triggered Emails
- Preview screenshots of email in major clients
- Survey capabilities
- RSS/Blogging capabilities
- Vendor Offers API
3) Make a grid to compare all the vendors side-by-side.Ok, so you've got your list. Now plug it into some sort of grid to compare your vendors side-by-side. Every vendor will have different features and policies so some of these that may seem like no-brainers come into play.
Also, another good thing to include on this is the pricing structure of the vendor and your cost for your first and subsequent years if you went with them. Get quotes based on how many emails you think you will be sending monthly/yearly. The way most places do it is that you get charged a monthly/yearly fee for a certain amount of messages. If you go over that number, you pay an additional fee, per message. If you come in under that number, you lose the emails you paid for. Many vendors also have start up costs and additional a la carte features that you can buy. I'm always weary of those, but you need to do what works for you. This is one of the things that really put FER over the top for Dartmouth - you pay per email, no more no less. You never lose emails and you can always get refunds for whatever reason.
4) Weight your list. What are the "deal-breakers" and what are the "nice-to-haves"?Weighting your list of features is also helpful in determining which provider is right for you. Here is a screenshot from our grid:

3s were the deal-breakers. 2s were things we really wanted, but might be able to live without. 1s were things that were nice-to-have but were not going to play into the final decision if they didn't. Assign your own values based on what your institution is looking for, add them up and you should have your finalists, who will probably all be within a few points of each other.
5) Check references.Ok, this seems like a no brainer but when I went to do this, it was much harder than I thought! First, one of the providers actually refused to give me references, reasoning that it wasn't necessary to do a reference check until we committed to going to with them. That was a pretty quick way to get their name taken off the list lol. Secondly, when I did reference checks for another top contender, I actually found out that their clients didn't really like them that much and were thinking about switching! Talk about enlightening :-)
6) Get buy-in.Internal buy-in to a few process is important. I work in an advancement services shop, so I have multiple clients within development that have been affected by the switch to FER. Making sure they were on-board was key to having a smooth transition.
7) Always re-evaluate.Just because you select a vendor does mean the process stops. Always do a re-evaluation at the end of each year to make sure they are still the best provider for your institution.
Now, even after going through this process with Dartmouth with almost two dozen vendors, we still choose FER. Even though I had a previous relationship with them, it didn't weigh into it - by the numbers, they were just the right ones for what we were looking for. BUT THAT DOESN'T MEAN THEY WOULD BE RIGHT FOR EVERYONE. Each place has its own needs and what works for me may or may not work for you. That's why its important to really consider the needs of your audience and your institution.
Key Takeaways: - If you're not overwhelmed by this process, you aren't taking it seriously enough.
- There is no one right answer when it comes to an email provider. Making sure you understand the needs of your institution in relation to what the provider offers is the most important thing.
- Get it all on paper. Once you do, the choice becomes relatively easy.
- It's ok to be a hardass with vendors. Really, some are just asking for it.