Playbook Mailing Tool

Giving teams their independence back

This project is part of a broader Self-Service initiative aimed at empowering teams and users to work independently, freeing engineers to focus on higher-impact projects.

Company

Playbook

Date

January 2024

Project duration

2 weeks

Dashboard Sidebar Close Up
Dashboard Sidebar Close Up
Dashboard Sidebar Close Up

The problem

In the early stages of back-office feature development, Playbook's strategy centered on leveraging third-party integrations. This approach was practical initially, as the ROI for time and resources was uncertain. However, over time, managing these integrations and ensuring they addressed all use cases became rather challenging. This led to the Self-Service initiative, where Playbook shifted focus to replacing external tools with in-house solutions designed to address their specific needs. As part of this initiative, I was tasked with designing a mailing tool that would eventually serve both internal teams and creators.

Full Dashboard with Sidebar
Full Dashboard with Sidebar
Full Dashboard with Sidebar

The method

At the very beginning this project was driven by an engineering team. The main goal was to deliver a lean version of a mailig tool and build up from there. I joined to help to identify and shape that leanest yet usable version we can use. The first idea was to just give users an input for HTLM and a CSV upload, so they can paste there an email template they want. That didn't work that well during our testing sessions. Almost no one from the team had enough technical knowledge to work with that. Because the team had already had experience with other tools like Klaviyo they wanted to have something similar. However that idea didn't land that well with the engineering team because that would dramtically increase the scope.

Full Dashboard
Full Dashboard
Full Dashboard

Extracted currency modules
Extracted currency modules
Extracted currency modules

Design

So the product and the business team had to meat each other somewhere halfway. After a couple of jamming sessions with my PM and some testing rounds with internal teams I designed a tool that allows for flexibility depending on the user goals and their technical knowledge. A someone from a marketing team would be able to send out promotion emails, while a PM can send an incident report to affected users.
To keep things clean and focused I chose to use a 3 step process, showing only necessary fields depending on the user goal.

The outcome

The first iteration of the mailer was well received by the team. Engineers gained valuable focus time, no longer distracted by minor tasks like handling emails. The marketing team could independently run campaigns, and PMs could update users about product updates and incidents without requiring additional support. Future plans for the mailer include adding analytics and extending its use to select creators.

Say hi at agata.ageieva@gmail.com

Say hi at agata.ageieva@gmail.com

Say hi at agata.ageieva@gmail.com