How Baylor University's sports coach uses Stripo to manage hundreds of emails each month
Many email marketing case studies focus on large teams, complex approval processes, and cross-department collaboration. But not every organization has a dedicated email team.
Sometimes, one person is responsible for everything.
That's the reality for Jorge Penate, assistant coach and recruiting coordinator at Baylor University. As part of the university's sports program, he manages a high volume of recruiting communications throughout the year. From planning campaigns and creating email content to maintaining templates and preparing messages for distribution, the entire process is handled by a single person.
When you're sending several hundred emails every month, the efficiency of your workflow matters. In this case study, Jorge shares how Stripo helps him simplify email production and manage large-scale communication without a dedicated email team.
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About Baylor University
Baylor University is a private, nonprofit higher education institution located in Waco, Texas. With more than 20,000 students and multiple academic units, communication is largely managed at the department level. Individual departments are responsible for creating and sending their own communications.
In Baylor's sports program, recruiting communication is an ongoing process that requires regular outreach throughout the semester. Managing these communications efficiently is essential when one person is responsible for planning, creating, and sending a large number of emails.
Challenge: Handle high-volume email production as a team of one
Recruiting communication requires consistency and frequency. Prospective student-athletes need regular updates, information, and engagement throughout the recruiting process.
Before using Stripo, Jorge relied on Microsoft Word templates and experimented with mail merge workflows to create emails. While these tools helped him send messages, they were not designed specifically for email production.
For someone managing every stage of the process independently, even small inefficiencies can become significant over time. Creating professional-looking emails, making layout adjustments, and preparing campaigns all required additional effort.
The goal was straightforward: find a way to create effective emails faster while keeping the process simple and manageable for one person.
Jorge Penate,
Solution: An email builder that's easy to use
When he evaluated solutions, two factors mattered most: ease of use and the ability to create professional-looking emails.
Jorge wasn't looking for a complicated system or an advanced workflow. He needed a tool that would help him build and update emails efficiently while maintaining a polished appearance.
Stripo met those requirements by providing a dedicated email-building environment that was simple to work with and easy to manage independently. For someone responsible for hundreds of emails every month, that simplicity was a major advantage.
Workflow: Plan ahead, reuse templates, and move quickly
Today, Jorge plans email communications four to six weeks in advance throughout the semester. This allows him to organize recruiting outreach and maintain a consistent communication schedule.
Once the plan is in place, he moves to email creation and execution.
Instead of building each email from scratch, Jorge works from a master template in Stripo that serves as the foundation for recurring communications. He maintains and updates the template himself, making adjustments as needed while keeping the overall structure consistent.
Note from Stripo: In Stripo, you can create a dedicated folder to store master templates or pin a template to the top to keep it always at hand.
You can also create reusable modules based on the master template and save them in your library so you can easily drag and drop them into new emails.
The workflow is intentionally straightforward:
- Plan communications several weeks ahead.
- Create or update emails using the master template.
- Adjust content and layouts as needed.
- Prepare campaigns for distribution.
Because the entire process is handled by a single person, ease of editing is important. Stripo allows Jorge to quickly update content and reorganize email elements without dealing with the limitations of document-based workflows.
(Source: Email by Baylor University)
Among the many capabilities available on the platform, the editor's flexibility stands out the most.
I love the simple way to move elements on the template and its ease of use.
Jorge Penate,
For someone managing email communications independently, small improvements like this can have a meaningful impact on productivity.
Results: A simpler way to manage hundreds of emails
While Jorge does not track a specific estimate of time saved, Stripo has helped make email production easier and more efficient.
The main benefits include the following:
- Moving beyond Word templates
Instead of relying on Microsoft Word templates and mail merge processes, emails are now created in a dedicated email-building environment designed specifically for this type of work.
- Faster content and layout updates
Making changes to existing emails is easier. Content can be updated and elements rearranged without rebuilding designs from scratch.
- Consistent communication with reusable templates
The master template helps streamline recurring communications and provides a reliable starting point for new campaigns.
- An email workflow that works for one person
Perhaps the biggest benefit is simplicity. Because one person manages planning, design, template maintenance, and execution, the workflow needs to be easy to maintain.
(Source: Email by Baylor University)
Stripo reduces the effort required to create professional-looking emails, enabling a single person to manage a high volume of communications more effectively.
Wrapping up
Many organizations assume that creating a large number of engaging emails requires a dedicated marketing team. Baylor University's sports program shows that this isn't always the case.
By combining advanced planning, reusable templates, and an easy-to-use email builder, Jorge Penate manages hundreds of recruiting emails throughout the semester on his own. For teams of one, that's often the difference between spending time fighting with the production process and focusing on the message itself.
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