How To Use Mailchimp For HOA Communication

Resident communication often requires third-party programs. While traditional email is the most basic tool in an association’s arsenal, it’s worth considering upgrading to something a bit more sophisticated. Here, you’ll learn how to use Mailchimp for HOA communication.

The Benefits of Using Mailchimp for HOA Communication

Mailchimp is a marketing platform that primarily caters to businesses. Companies use it to run email marketing campaigns with ease. But, a self-managed homeowners association can also benefit from Mailchimp.

The first benefit of Mailchimp is automation. If your board routinely sends out letters or reminders, Mailchimp can simplify the process and get the campaign going without much intervention on your part. It’s a set-it-and-forget-it kind of tool that ensures your board still sends out the right notices on time.

Another benefit of Mailchimp is that you can save on costs. Many automated email tools are priced incredibly high, but Mailchimp is different. If you operate a small community, you can get away with just using the platform’s free version. The free version is ideal if your HOA has fewer than 2,000 homeowners and if you’re sending fewer than 12,000 per month.

Granted, regular email is also free, but you can’t beat the ease that Mailchimp allows you to experience. Imagine having to wait for your outbox to clear and finish sending hundreds of emails at a time and then getting countless responses in your inbox. With Mailchimp, you can manage your inboxes and outboxes effortlessly.

Finally, because Mailchimp is a browser-based service, you don’t need a fancy computer or a server to store data. You also don’t need to install any programs. You can log into your account from virtually anywhere with an Internet connection.

How to Use Mailchimp for HOA Communication

Using a new technological platform can prove overwhelming, especially if you’ve never had to use one before. But, since Mailchimp is particularly helpful to self-managed boards, now is the time to start learning. Here’s how you can use Mailchimp for HOA communication.

How to Set Up Your Account

The first thing you have to do is set up your account with Mailchimp. This is where you will need to enter your pertinent details. The service asks for a name and email address, so it’s best to use the association’s information.

To set up your account, follow the steps below:

1. Go to the signup page of Mailchimp.
2. Input the email address, username, and password you wish to use.
3. Click the “Sign Up” button.
4. After that, you will find a confirmation message on the screen.
5. Head to your email inbox and look for the activation email from Mailchimp.
6. Open the activation email and click the “Activate Account” button.
7. You will then need to confirm that you’re not a robot.
8. Next, you will need to enter the information necessary to complete the account setup. These include your name, email address, organization questions, organization name, website URL, and physical address.
9. Simply follow the next prompts to finish setting up your account.

How to Import Contacts

While businesses use Mailchimp to grow their mailing list, homeowners associations usually already have an existing list of subscribers. These are the email addresses of the homeowners in your community. You can upload this list to your Mailchimp account by importing the contacts from a CSV file.

Here’s how to import contacts via CSV file:

1. Prepare your CSV file.
   • Open Microsoft Excel or Google Sheets and enter the email addresses into the first column.
   • Input the first names and last names into the second and third columns, respectively.
   • Then, label each column by typing in “Email Address,” “First Name,” and “Last Name” into the first row.
   • Paste the correct information under each column to build your list.
   • Save the file in CSV format. If you’re using Google Sheets, download the file as a CSV file.
2. On Mailchimp, go to Audience > Audience dashboard.
3. Choose “Manage Audience” and select “Import Contacts.”
4. Tick “Upload a file” and then click “Continue.”
5. Browse and choose the CSV file you just prepared.
6. Click “Continue to Organize.”
7. Select an audience you want to import the contacts to. For homeowners associations, you usually only need one audience.
8. Then, choose the status of the contacts. In this case, choose “Subscribed.”
9. Click “Continue To Match” and then match the columns with the appropriate fields.
10. Finalize the import and hit “Complete Import.”

How to Send Emails

To create a regular email to send to your list, follow the steps below:

1. Go to Create > Email > Regular.
2. Input the campaign name and click “Begin.”
3. You will then need to set up and design the email.
4. Enter the recipients under the “To” section.
5. Enter your name and email address in the “From” section.
6. Input your subject line in the “Subject” section.
7. Then, click “Design Email” to get started on creating the content of your email.
   • Note: The beauty of Mailchimp is that you can choose from their existing templates or create your own. This is why it’s also perfect for self-managed associations that regularly send out newsletters in addition to the usual announcements and notices. You can also drag and drop content blocks as needed.
8. Once all four sections have green check marks next to them, you can send the email to your members.
   • Note: There is an option to schedule the email instead, but this doesn’t come with the free version of Mailchimp.

Start Sending Emails With Ease

Mailchimp may not be the best platform to use if your association doesn’t frequently communicate via email. But, in today’s digital age, traditional mail and physical newsletters or flyers just don’t cut it anymore.

If you want your self-managed board to level up, consider using Mailchimp for HOA communication. The application is very user-friendly and even comes with different tutorials for you to peruse. On top of that, it offers many pre-designed templates for both emails and newsletters and allows you to automate your campaigns (if you get the paid version).

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