COCIE: CDXMail

CDXMail Plus^TM Product Release, Refresher Course and Etiquette

By Catherine Erney
Xceligent
July/August 2006 In Contract

CDXMail Plus^TM is a powerful communications tool which allows COCIE members the ability to blast listing information to over 1,200 users in the Columbus metropolitan area. Unfortunately, it also gives members the ability to annoy over 1,200 users just as easily. Of all of COCIE's many services, CDXMail generates the most controversy, comments, criticism and complaints.

With the recent release of CDXMail Plus^TM, we are going to review the basics of sending CDXMail messages. By popular demand, we will also remind everyone of the common courtesies that should be considered when sending blanket email marketing messages.

CDXMail etiquette tip:
CDXMail is for commercial real estate purposes only!
Football, hockey tickets and charity events are certainly interesting and important, but not appropriate uses for CDXMail. However, you need to be aware that affiliate members, such as bankers and title companies, are permitted to send occasional informative CDXMail to other members.

Setting your profile
Before you send out your first CDXMail, you need to go into the program and set up your profile. This determines the types of CDXMail messages you receive. For example, if your business is exclusively retail, there's no reason to plow through a steady stream of office and industrial user requirements every day. Begin by signing onto the database, then click the CDXMail link under Marketing Tools in the Quick Links menu on the left-hand side of the home page. The new screen is even easier to follow.

See My Profile Information on the lefthand side of the screen? Right below that you'll find links to either Select the types of E-mails I will receive or Create Signature. This is where you tell the database what metro and property types you are interested in. The signature block that you create here will be attached to all of your outgoing CDXMail. At the very least, you will want to include your name, email address and telephone number to ensure that your full contact information is included in every CDXMail.

Creating a new message
Now that you're all set up, creating your first CDXMail will be quick and easy.

Click the Compose New Message button in the upper left hand corner of the screen. Select the appropriate metro in the dropdown box. Yes, you do have the ability to send CDXMail to any of Xceligent's 15 other active markets. See sidebar for more info.

After selecting the Columbus metro, select the general use and market area from the options provided. This determines who will receive your message. Note that you have the ability to further edit the recipient list. This function has always been available; CDXMail Plus just makes it a lot easier. In addition, you now have the ability to blind copy someone -- your property owner, perhaps? -- on your outgoing message.

CDXMail etiquette tip:
Please be specific. If you're marketing a retail listing, send your message to the retail users only.
People get annoyed when they're flooded with messages that they've asked not to see. Remember, other users have the ability to block senders. With the release of CDXMail Plus, they can simply check a box on the bottom of the offending message and never hear from you again. You may get away with one or two annoying messages -- but if you get on people's nerves, your future messages won't get through to anyone.

After selecting the general use and market area, your next choice is the Reason for Message. With the release of CDXMail Plus, you have more choices than ever before:

• Broadcast My Listing 
• Client Requirement 
• Broker Open House 
• Broker Announcement 
• Business Opportunity

When you select Broadcast My Listing, the system will take you to the list of properties you have in the CDX. Use Broadcast My Listing to promote any property that you are the listing agent on, not just new listings.

CDXMail etiquette tip:
Be sure to reserve Client Requirement for when you're running with a CLIENT who has a need or SPECIFIC REQUIREMENT.
For example, an industrial prospect who is looking for a 200,000 SF + warehouse with a 32' clear height, cross docks and tax abatements would be a Client Requirement that our entire market would like to see. Property information should not go out as a Client Requirement. A Broker Open House would encompass ARC, DOGS, CCIIR meetings and other local broker events. If your owner wants to sponsor a special open house to generate interest in a property, this would be a great place to advertise it. Our staff will use Broker Announcement to make you aware of COCIE training classes.

Selecting one of your listings to market will generate a template for your message. The new CDXMail Plus system will walk you through the process of creating a message step by step. Each choice you make determines your further options. As you follow the simple, intuitive steps, you'll notice that the light blue fields on your screen are "must fill" fields. As you click through the fields making choices, notice that the subject line of your email will fill in. You will have the ability to edit this line after you're done making choices. After you've filled in the subject line, you might want to copy that information and make it the first line of your message. email

CDXMail etiquette tip:
Be sure to put some text in the message.
You'll notice that you now have font and style choices within the new CDXMail templates. Remember that writing in all caps is considered SHOUTING on the Internet and considered rude. Try not to overuse exclamation points- one is usually one too many!!!!

Adding Attachments
Adding attachments to your CDXMail is just as easy as adding attachments in the CDX. Select Add Attachment, then use simple windows browsing to find your attachment, click Open and you're done. With the release of CDXMail Plus, you can add up to three attachments to your message and each of them can be up to 5 MB in size.

Sending your message
That was quick, wasn't it? You're almost ready to push the Send button.

CDXMail etiquette tip;
Before you send your message, use the new Preview my message option. You can even print your message to review your text -- or better yet, get someone else to review it -- for grammar and typographical errors.

It's very difficult to proof one's own work --yet somehow other people's errors just seem to jump right off the screen. A second set of eyes is always a good idea -- remember, you're about to send this message to over 1,200 users. You want to make a good impression!

You'll be pleased with another new feature in CDXMail Plus. Immediately after sending your message, you'll see a screen that shows you how many agents received your message -- and the criteria you chose.

CDXMail etiquette tip:
Now that you're in the system and all set up, please don't send out five or six more CDXMail messages right away.

It's better to restrain yourself rather than bombard everyone else in the market with your listings. Wait a day or two before sending out another.

Managing your incoming messages
Both Microsoft Outlook and Outlook Express allow you to create rules to manage incoming messages. Moving incoming CDXMail to their own folder isolates them from your other incoming messages and allows you to organize your time more efficiently.

First, create a new folder in your email box to handle your CDXMail messages. From the File menu, select New and then Folder. Create a name for your folder (mine is named "CDXMail Messages"), and you're off to the races!

Within Microsoft Outlook, select Tools, then select Rules and Alerts, and finally New Rule, which brings up the Rules Wizard dialog box. Select Move message with specific words in the subject to a folder. Click the link further down in the dialog box for specific words, type in CDXMail, and click the Add button. Click OK and then click the Next button in the wizard. Select specified folder in the Rules Wizard dialog box, and select your newly created CDXMail folder. Click Next and enter a name for the rule, such as "CDXMail rule". Finally, click Finish to save and activate the rule.

Now you can more effectively manage your time by setting aside time in your day to scan CDXMail or by reviewing them when you have downtime or are on hold.

Published in the July/August 2006 In Contract magazine.