Before I used Mailchimp, my monthly newsletter was one of those tasks I kept postponing. Not because it was complicated, but because it was annoying.
I was running a small business, which meant the newsletter was always competing with more urgent things: customer messages, fulfillment, invoices, product updates and random admin. By the time I got to the email, I was usually rushing.
The old process was clumsy. I would copy email addresses into BCC, write the message in a normal email editor, hope the formatting looked decent enough and send it without really knowing what would happen afterward. I did not know who opened it. I did not know which links were clicked. I did not have a proper unsubscribe flow. Every month, I had to repeat the same messy setup from scratch.
At the time, I thought the problem was simply that I needed a better email tool. That was only part of it.
What actually changed things was moving from a one-off sending habit to a more structured email workflow.
Mailchimp happened to be the tool I started with because the free plan was enough for my list size. The real shift was not simply switching software. The newsletter stopped being a manual blast and started becoming a repeatable process.
The workflow became easier to repeat
The first obvious improvement was formatting. My emails stopped looking like something thrown together at the last minute. Templates helped. Headers helped. Buttons helped. Even a basic layout made the newsletter feel more deliberate.
The second improvement was list management. I no longer had to keep a messy list somewhere and wonder whether it was current. Subscriptions and unsubscribes were handled properly. New sign-ups could be kept in one place. That alone removed a surprising amount of friction.
The third improvement was visibility. For the first time, I could see whether anyone was actually engaging with what I sent. Not in a deep analytics sense, but enough to stop guessing. Which subject line got opened more? Which link got clicked? Which section of the newsletter seemed to get attention?
That was the point where the workflow changed.
Before, sending the newsletter felt like completing a chore. Afterward, it started feeling like a small loop I could improve.
I could look at what got opened, what got ignored and what people clicked. Then I could decide what to keep, what to shorten and what to change in the next issue. It was still simple, but it was no longer blind.
Where ChatGPT fit into the process
That was also where ChatGPT became useful, though not in the way people usually pitch it.
The useful part was not asking it to write the entire newsletter from nothing. That usually gave me something too polished, too generic or too eager. What worked better was using it inside the workflow.
I would gather the rough pieces first: a product update, one customer question that kept coming up, a useful article and maybe one thing I wanted to promote. Then I would use ChatGPT to help turn that pile into a cleaner draft, first giving it the context and files it needed through the Dropbox connection. It could suggest a tighter subject line, rewrite a clumsy paragraph, shorten a section that dragged or give me two versions of the introduction depending on whether I wanted the tone to feel more direct or more relaxed.
That made the task lighter, but it still stayed mine. I was not handing over the newsletter voice to a machine. I was using it more like an extra pair of hands inside a workflow that already made sense, or as a sounding board that could arrange some of the pieces before I took over.
The lesson for me was simple. The hardest part of a small-business newsletter is often not writing one email. It is building a repeatable way to gather updates, draft them, send them properly and learn something from the result.
Once that workflow existed, ChatGPT became more useful too. It had something to work with. It could help refine a draft rather than pretend to replace the whole process.
Unfortunately, ChatGPT does not have a Mailchimp app yet. Otherwise, I could do this end to end and have more of the workflow handled by AI. Automaid could use my browser, but watching it use trial and error while clicking the wrong buttons and increasing my token usage was too much for my liking. Perhaps the next thing I would do is create and submit a community card that is much more descriptive so the agent knows exactly which button goes where.
The bigger improvement was structure
I would not really describe this as a Mailchimp review, even though Mailchimp was the trigger for the change. The real improvement came from structure.
Before, the job was to remember to send something. Afterward, the job became to collect the updates, draft the email, send it through a proper system, check what happened and improve the next one.
That is a small operational change, but for a small business, these are often the tasks that take up time and are easy to neglect.
I still do not treat newsletters like a grand strategy exercise. I also no longer treat them like an annoying monthly scramble.
That changed more than the template did.
Daniel Tan is the founder of Automaid.it.com.
Editor’s note: This contributed article has been lightly edited for clarity and TNGlobal house style. The views and arguments expressed remain those of the author.
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