FS-DOC-01Operations
Launch Plan
Email Newsletter Production
[YourCompany.com] · Marketing Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the rollout works, and what you need to do at each stage. It covers the two agents FullSpec is building, the four-stage delivery process, the tool access your team needs to hand over before build begins, and what the automation looks like once it is live. FullSpec handles every technical step from integration through to go-live monitoring. Your role is to confirm access, review drafts during testing, and approve the first live sends.
01What you're launching
Right now, your Marketing Coordinator spends roughly four hours every week chasing contributor copy, manually building the email in Mailchimp, clicking through every link by hand, and pulling performance data into a report after the send. The process depends entirely on one person to hold it together across Slack, Google Docs, Canva, and Mailchimp, with no enforced checklist and no automation at any step. This build replaces the assembly, link-checking, scheduling, and reporting steps with two purpose-built agents, while keeping a human approval gate in place before every send goes out.
Process
Email Newsletter Production
Trigger
Weekly schedule trigger fires on a set day; the production cycle opens and contributor briefs go out automatically via Slack
Final output
A validated, link-checked Mailchimp campaign draft sent to the coordinator for one-click approval, plus an automated performance summary posted to Notion 48 hours after each send
Agents being built
2 agents: Content Assembly Agent and Reporting Agent
Tools involved
Mailchimp, Google Docs, Notion, Slack, Google Analytics
Volume
~4 newsletters/month (weekly cadence)
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02How the build works
FullSpec delivers this automation across four stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a small set of actions for you. The stages run in sequence, and no stage begins until the previous one is complete. The full build is scoped at three to four weeks from the close of Connect, based on a complexity rating of Moderate and a total estimated build effort of 22 hours. Your involvement across the four stages is light: primarily confirming tool access, reviewing test outputs, and approving the first live send.
Complexity level: Moderate. Estimated delivery window: 3 to 4 weeks in business days. The delivery clock starts at the close of Connect, not payment. Connect cannot close until all tool credentials listed in Section 03 are confirmed.
1Connect
Business days 1 to 3
FullSpec
Audit the current Mailchimp template structure and confirm whether variable injection is supported. Map the Notion content board layout and agree the contributor brief format. Review the approval rules with your team and document the escalation window for non-responses.
You
Share Mailchimp API key, Notion workspace access, Google Analytics read permissions, Slack workspace access, and Google Docs folder sharing. Confirm the escalation rule: how long the coordinator has to approve before the send is paused.
2Build
Business days 4 to 15
FullSpec
Build the Content Assembly Agent: wire Google Docs to the automation platform, configure content aggregation and validation logic, inject formatted copy into Mailchimp template variables, and connect the automated link checker with Slack flagging. Then build the Reporting Agent: connect Mailchimp and Google Analytics, build the Notion card schema, and configure the 48-hour post-send trigger and data write.
You
No action required during the Build stage. Stay available to answer any questions about how your Mailchimp template is structured or how the team currently segments subscribers, in case the build surfaces an unexpected variation.
3Test
Business days 16 to 20
FullSpec
Run two full dry-run cycles using real content but without live sends. Check every automation step including content aggregation, template injection, link validation, the Slack approval gate, and the Notion performance card output. Fix any issues identified and confirm the approval escalation logic behaves correctly.
You
Review the two dry-run Mailchimp drafts and the two sample Notion performance cards. Confirm the layout, copy placement, and data look correct. Flag anything that does not match how the newsletter should look or how reporting should read before sign-off.
4Launch
Business days 21 to 22
FullSpec
Switch all agents to live operation on the next scheduled newsletter. Monitor the first two live sends end to end, confirm Notion performance cards post correctly 48 hours after each send, and hand over the SOP and runbook to the coordinator.
You
Receive and read the coordinator runbook. Approve the first live send through the Slack prompt as normal. Flag anything unexpected to support@gofullspec.com during the first two live cycles.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your team. The table below lists every credential or permission needed and when it is needed. All items should be ready before Connect closes so the delivery clock starts on time.
Mailchimp
API key with campaign-read and campaign-write permissions; access to the approved email template
Before Connect closes
Google Docs
Read access to the shared contributor folder where copy is submitted each week
Before Connect closes
Notion
Integration token with read and write access to the content board and the performance records database
Before Connect closes
Slack
Bot token with permission to post messages and read responses in the newsletter production channel
Before Connect closes
Google Analytics
Read-only access to the property tracking newsletter traffic, via Google Analytics Data API credentials
Before Connect closes
The one configuration decision you must confirm before Connect closes: how long the coordinator has to respond to the Slack approval prompt before the send is paused and escalated. For example, a four-hour window on send day. If no rule is agreed, the automation will not proceed past the approval gate. This window, and who receives the escalation alert, must be decided by you before the build begins.
04Your role once live
Once the automation is live, the coordinator's role shifts from building each issue to reviewing a ready-to-send draft. The table below sets out ongoing responsibilities for your team and for FullSpec after go-live.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / coordinator)
Review the Mailchimp draft preview each week via the Slack approval prompt. Approve or request edits before the send is confirmed. Check the Notion performance card after each send. Supply correctly sized images for each issue, as image creation is not automated.
Manually chasing contributors for copy. Copying text into Mailchimp. Clicking every link by hand. Building the email layout from scratch. Pulling open-rate and click data into a report.
FullSpec
Monitor automation health and flag any errors to your team. Apply updates if a connected tool changes its API or authentication requirements. Respond to support queries at support@gofullspec.com within one business day.
N/A
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05What success looks like
The table below describes what you should see at each stage after go-live, and what confirms the automation is working as intended.
Timeframe
What to expect
Sign of success
Week 1
The first live newsletter runs through the automated pipeline. Contributor briefs go out via Slack automatically on the trigger day. The coordinator receives a Slack approval prompt with a preview link rather than building the draft manually. FullSpec monitors this send end to end.
Coordinator approves the Mailchimp draft in Slack and the send completes without manual intervention. Notion performance card appears within 48 hours of send.
Month 1
All four newsletters in the month run through the automation. Link checks run automatically on every issue. The coordinator's time on each newsletter drops from around four hours to around 30 minutes for review and approval only. Any broken-link alerts are handled as exceptions rather than routine checks.
Zero late sends caused by manual assembly delays. Coordinator confirms time per issue is at or below 30 minutes. Four Notion performance cards posted with accurate open-rate and click data.
Month 3
The automation is running without FullSpec monitoring every send. The coordinator is comfortable with the approval workflow and the Notion reporting output. The team has three months of structured performance data in Notion to review trends without any manual data entry.
Automation has run at least 12 consecutive issues without a missed send or escalation failure. Coordinator confirms the SOP is clear and the process requires no ongoing FullSpec involvement for routine cycles. Annualised time saving on track toward 175 hours/year.
Questions at any point in the process: contact the FullSpec team at support@gofullspec.com. For urgent issues during the first two live sends, use the same address and mark your message urgent. FullSpec monitors live launches actively and will respond within one business day.
Next step: share the tool credentials listed in Section 03 with the FullSpec team at support@gofullspec.com and confirm the Slack approval window before your Connect session. Once those two items are in place, FullSpec will close Connect and the three-to-four-week delivery clock will start.
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