Let’s face it, organizing campaigns is no walk in the park. But, Asana has been the answer for my team when it comes to managing marketing campaigns. 

She’s my assistant keeping me on track so I don’t lose my mind and reinvent the wheel for each new client or project.

 

How I Do It: Easy peasy, lemon squeezy

Just click the plus sign and voila! 

You’ve got a brand new sparkling project. 

But this is just the beginning. From here you can use a template or build your own. Don’t forget to add a name and assign a color to both organize and make it pretty. 

Use the templates

I usually begin with a template and adjust for the project, or client work we’ll be working on. Why reinvent the wheel when you can use templates? 

The Asana geniuses have created templates that will probably get you most of the way there. 

If you do edit anything to adjust it to your needs you can save your edits as a your own template.

If you have been using spreadsheets or another tool, build your Asana boards to match how those look -or import them into Asana. Then you can save that board as a template.

Not having to start from scratch makes the process of creating a campaign much easier. 

Who likes to stare at a blank page? 

Decide on Sections 

Next, sections are how you breakdown work within your projects. There are many ways to organize a marketing campaign and that fact itself can be distressing. 

But I’ve got ya covered! For managing client work these are the two ways my team has found to be the most useful.

Setup 1 – Client is the Project

One way we set up our projects is for the Client itself to be it’s own project. 

This means the client work is broken down in it’s own project and each section will refer to the stage of the work, steps in the work or the status of the work:

Stage of the Work:

  • Planning
  • Execution
  • Evaluation 

Steps in the Process: 

  • Monthly Blog
  • Social media
  • Email Marketing
  • Analytics
  • Digital ads

Status of work like Kanban- this is a basic list of columns Kanban can get as robust as you need. Headings can align with your team’s workflow and phrases (Planning, Production, Editing, Distribution) but the basic setup is: 

  • To Do
  • Doing
  • Done

Setup 2 – Team as a Project

The setup we’ve been using most recently has been by team. 

The main reason we use this is so we don’t have to switch back and forth among a handful of clients projects in Asana.

You open the team project and all client work is collectively in one place. 

When the team is the project, the sections are the clients.

If I have a small team and we are working on a handful of clients I create a project for that team, and then each section is the client with tasks specific to that client in the clients’ section.

How you set up your projects will depend on your team’s workflow. 

 

I consider phases of the project, the flow of the project (dependencies and timelines)  and anything that might be specific to the project when I decide on my sections.

 

A valuable Asana feature is the different views. 

 

When you set up your projects each team member can view it how they like – as a List, Board, Calendar or Timeline. All without you having to setup each view.

Keep in mind these different views when building a project, but make sure your system makes sense 

Settle on the Tasks 

Now for a good braindump of all the tasks that are needed in each section.  

I do not assign the team just yet. I make sure I have the tasks all written out.

And I write tasks as actions … “create…” “develop…” “research…” “write…” etc. Use action words so it’s easy to quickly know what needs to be done. 

Next I decide whether any of the tasks have dependencies – meaning do tasks depend on other tasks to be done first?  

Set up the dependencies (this will link the tasks together and let the team know when they’re up on deck).

Then I decide whether any of the tasks listed are actually subtasks of other tasks. If so, I add them as a subtask. Simply open the main task and drag the task you would like to be a subtask into the subtask list of the main task.

 

Now I begin to assigning the team tasks and subtasks.

 

Don’t forget the due dates and recurring dates. 

Also attach any files, links or resources a team member will need to complete the tasks in the tasks themselves. 

 

Collaborate with your team. 

Ah, collaboration. 

It’s the bread and butter of any good marketing campaign. 

This is where the magic happens for teams who work together from multiple locations.  

I like to add descriptions to the tasks with the details or instructions for my team. The goal is to give them all the information they need to complete the task. They can also add to this information as they have more information and can track their progress and save assets they need.

Use the comments section to communicate with your team and keep everyone up to date on progress, ask for clarification, for feedback, for anything necessary to keep the tasks and projects moving and to reply to questions. 

 

Track progress and make adjustments. 

Let’s use Asana’s reporting features to see how your project is coming along. 

I use the Dashboard to set up a quick overview to see what our work looks like. You can’t do this in a spreadsheet without a lot of work! 

When considering how to set up your projects (above), what you want to track is another thing to factor in. 

If you set a client as a project you can track each client. 

If you set up your team as a project and your client work is all in one board, you can track your teams overall work.

I track my team’s overall work:

  • Upcoming tasks by assignee to measure workload and balance among my team
  • Upcoming tasks to see what is coming up
  • Overdue tasks to manage when things are getting behind scheduled

As the saying goes, “measure twice, cut once.” 

You’ll see above I’m ensuring all the parts and pieces are in place before we hit the ground running on new projects. 

Then I track the status with my dashboard and ensure my team has what they need to succeed.

Asana is a great tool for managing marketing campaigns and helping teams stay on track and keep their sanity intact. 

Marketing is already a crazy business full of chaos, help tame the chaos for your team, they’ll thank you for it!

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