Contributed by: Karlyn Morrissette
E-Marketing Strategist, Web Producer, Dartmouth College
In our culture, outsourcing is often considered a four-letter word, conjuring up images of American jobs being shipped overseas to India or China, where they do the same work for pennies on the dollar. But outsourcing isn’t always a bad thing. It can allow an institution to focus on what it does best (presumably providing an education to students) rather than expend human resources and dollars on technology infrastructure.
Mass email sending for your email marketing program is one of those pieces of infrastructure that is better left to the professionals. I can honestly say I’ve never heard a college make a case for why they need to send all of their email in-house. IT people are usually very uppity on this point — why give up “free” email to pay a vendor for something that can’t do as much as the in-house system?
The problem with this is two-fold:
- There are hundreds of Email Service Providers (ESP) out there. If you can’t find one with the features you want, you just aren’t looking.
- Nothing is free. The internal staff costs to maintain an in-house system far exceed what you would pay for an external one.
Your average ESP will charge around one cent per message sent. If you send 500,000 emails a year, that’s $5,000. If you send 1.5 million emails a year, that’s $15,000. And so on and so forth. If you want database integration, that’s going to cost you a bit more — say a buy-in of $40K for the first year. Included in those prices is typically everything from support to maintaining deliverability standards to regular updates with new features. Any of these numbers could put your budget manager into shock (”FOR EMAIL???”), but consider the following: To do an in-house “free” system, you’re going to have to assign at least one full-time employee to it to do it right. Can you show me an IT person whose salary (plus benefits) is going to be less than $5,000? Or $15,000? Or $40,000? If you can, I doubt that person is qualified to know what to do should they come in one day and find the institution blacklisted from major email providers like Yahoo and thus defeating the point of having an in-house “free” solution in the first place.
In this case, outsourcing is clearly the best solution. Simply put, you get more functionality and better support for a fraction of the cost that it would take you to implement and maintain an internal system. There are a lot of things that IT departments can do great in-house. This is not one of them. Save yourself a headache and let the vendors handle it.
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Karlyn Morissette is an e-marketing strategist and web developer, specializing in higher education. Currently the Web Producer in the Development Office at Dartmouth, she is responsible for advising the office on e-marketing strategy and maintaining multiple web properties that bring millions of dollars worth of online donations each year. Karlyn is one of the most prolific bloggers in the higher education community. In addition to www.karlynmorissette.com, she is a regular author on www.doteduguru.com.