Mail Merge Task Definitions
1. Prepare Data
The inherent idea of a mass mailing is to get some content to a group of recipients. The data of who those recipients are is usually prepared beforehand.
1.1 Gather
Just finding the correct data to use can be arduous. There exist many different systems and ways of doing this.
1.2 Format
After the data has been found, it is usually formatted to reflect the organizational mind of whoever is doing the mailing. Extra steps are taken here to ensure that there are not problems in later tasks.
2. Write Content
The point of sending out mail - whether it's electronic or not - is to get (mostly) written content from here to there.
2.1 Uniform
Content that is standardized and the same for all recipients is usually prepared ahead of time, and consists of the majority of the content in a mailing.
2.2 Personalized
Although making up only a small percentage of the content of any mailing, personalizations are the part that people usually spend the most time on and find the most difficult to work with.
2.2.1 Formality
A personalization has a level of formality attached to it. How well does the sender know this person? What kind of relationship are they trying to convey? For certain people, this subtask can be the most vital part of getting a mailing right.
2.2.2 Location
Where the personalization exists in the document.
2.2.3 Type
The kind of personalization - an address is thought of differently than a name.
3 Create Output
In the end, the content must be produced and delivered.
4 Verify
The task of verifying the accuracy, correctness, and appropriateness of data happens throughout the entire process, but especially at the end, immediately before sending out content, verification is important.
Task Matrix
Vivian |
Violet |
Victor |
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| Task | Importance | Frequence | Importance | Frequence | Importance | Frequence |
| Prepare Data | Regular | Very | Somewhat | Very | Not At All | Somewhat |
| Write Content -Uniform |
Very | Regular | Very | Somewhat | Somewhat | Regular |
| Write Content -Personalized |
Somewhat | Regular | Most | Most | Very | Regular |
| Create Output | Most | Very | Very | Very | Regular | Very |
| Verify | Not At All | Somewhat | Most | Very | Very | Regular |
Scale: Not At All, Somewhat, Regular, Very, Most