Today I’m taking you behind the scenes of my business and show you how I use Asana to organize my Marketing tasks.
Asana is a project management tool that houses all my To Do’s – business and personal (yes, I’m that kind of girl). It’s basically the headquarters of my business and life.
The reason why I use Asana and recommend it to most of my clients is that it comes with all the necessary features a project management app should provide, integrates with a ton of other apps and is free.
Check out a list of other project management tools I can recommend in my free toolbox.
How I Organize My Asana
There’s different ways how you can set up your business in Asana – you can choose between a workspace and an organization. I recommend to create an organization as this will allow you to create teams within your organization. (Note: You need to sign up with a company email address such as @yourdomain.com to use the organization feature).
In my organization, I use teams to navigate between the different departments of my business. I created a team for all areas of my business such as Operations, Marketing or Team & Leadership.
This way, I can split anyone belonging to Her Secret Weapon into teams to collaborate on projects and tasks. Even if you don’t have any team members yet, your team might grow in the near future. You should always make decisions in your business keeping your goals and future version of your business in mind.
My Marketing Tasks in Asana
In my Marketing team, I created projects for all my ongoing and recurring Marketing tasks and templates. These currently include: Marketing Brainstorm, Editorial Calendar, Blog Schedule, Instagram Training Schedule and Ongoing Marketing Tasks.
The Marketing Brainstorm project is where I house all my Marketing ideas. It’s my go to place when I’m creating new content. The reason why I chose Asana as my database for content ideas is because I like to have everything in one place so I do not have to switch between too many tools or platforms, I can easily move ideas around, add notes and link to other tasks or projects.
I’ve broken the Marketing Brainstorm project down into different sections: Blog Ideas, Instagram Training Ideas, Social Media Ideas, and Workshop Ideas. (If you’re content marketing includes a different medium you can also add sections for those such as Newsletter Ideas, Podcast Ideas, Webinar Ideas,…).
Whenever I come up with a new idea for a piece of content, I open the Marketing Brainstorm project and add it there. I also add references & notes in the description of the individual tasks such as links to previous blog posts, a rough outline or CTA and ideas for content upgrades.
This makes is super easy for me to create content as I just have to open my Asana, pick a topic, check the notes and flesh it out.
The Blog Schedule project is essentially an overview of my weekly blog posts. I usually plan my blog content one month out.
The project also includes a template section and task. The template task is a checklist of all the different steps (as subtasks) that need to be completed when creating a blog post. I use Asana’s tag feature to highlight that the “task” is actually a template. You can easily add tags to all of your tasks by opening the task details in the “…” tab, and assign an existing tag or create a new tag. In this case, I named the tag “template” and chose a grey color. This way, I can easily spot if a task is a template or an actual task.
This is the process how I use the Blog Schedule project:
Step 1: I choose a blog topic from my Marketing Brainstorm project
Step 2: I create a copy of the blog post template task (make sure to uncheck “Include tags” when copying it, so it won’t be tagged as “template”)
Step 3: I name it after the blog topic of the week
Step 4: I assign team members & due dates to all subtasks
Instagram Training Schedule
The Instagram Training Schedule project follows the same structure as the Blog Schedule project. It’s an overview of my two minute mini trainings that I give every Wednesday on Instagram.
The project does not have a template section as I just hop on live every Wednesday to talk about a specific topic and there is nothing to prepare for.
Ongoing Marketing Tasks
This project includes all the smaller Marketing tasks that can be collected in one project.
The first section includes all tasks that are happening on a recurring basis. The tasks are added to different sections depending on how often they occur such as monthly, weekly and daily. I plan my Marketing strategy monthly, this is when I set the theme and decide on the topics for my blog posts and my Instagram trainings. Then each Friday, I create content for social media, and schedule it together with the graphics for the next week. On a daily basis, I check comments, engage in groups and answer to any messages I get via my different channels.
I’ve set an initial due date for each task and then set them to repeat whenever they are supposed to recur (indicated by the circled arrows right above the due date). For example, “Plan Marketing Strategy” recurs on the 28th of each month and “Create Social Content” recurs every Friday (there are different options to set tasks to repeat, periodically such as yearly, monthly, daily on specific dates or within a certain time span after completion)
The other sections include tasks that are not necessarily occurring on a regular basis but are still important for Marketing purposes. This could be workshops that I’m facilitating, guest blogs that I’m writing or podcast interviews that I’m pitching to. I’ll update those whenever they come up, usually when I plan out the Marketing strategy for the month.
The Editorial Calendar project is an additional project that basically collects the tasks of all other projects and displays them in a calendar format. As I want to avoid switching between too many different tools and platforms (i.e. Spreadsheets or Google Calendar), I use Asana’s calendar view function to display my editorial calendar.
To set up an editorial calendar, you simply create a new project and call it Editorial Calendar. Then you head over to your Blog Schedule project and for each blog post that has been scheduled, you open the task details and add the task to the Editorial Calendar project (in the tasks details you’ll see that the task has already been added to the Blog Schedule project as that’s where it has been created and is currently housed. You can then click on the small + button to add the task to another project of the drop down list that will open) .The task will now be automatically added to your editorial calendar. Follow these steps until you added all the content pieces that have already been scheduled.
Now go back to the editorial calendar project. In the list view, you’ll see all the tasks that you’ve added to this project. You can rearrange them or even add sections such as “Blog” or “Instagram Training”. Below the project name, you’ll see the option to switch between the different views (list, timeline and calendar). Click on calendar and voila, here is your editorial calendar!
Make it your own
This was a look behind the scenes of my Marketing planning. You might have different tasks & projects because you maybe include podcasts or webinars in your content marketing strategy.
You can still use my boards as an inspiration and adapt it to your business’ needs. I recommend to keep things simple and set Asana up in a way that works for you.
If you’re new to Asana, you might feel overwhelmed by scheduling ALL your To Do’s in Asana and using the tool daily. I often hear business owners complain that the system doesn’t work for them. However, most of the time, it’s not the system’s fault. If you set up a new system, it’s important to use it and maintain it regularly. Your project management app is your business headquarters. Make sure to check and update it daily.
But wait, I’m a solopreneur
You might think, but wait, I’m a solopreneur, why should I create all the tasks in Asana and then assign it to myself when I just have the date a new blog goes live in my calendar and all the steps are documented in my head? Because likely you are not going to be a solopreneur forever. Once you bring someone new on board, it will be easy for them to get to know your business and processes when they are all stored in your project management tool. You can assign certain tasks or projects to your team members and monitor the process.
No time to set it your Marketing up in Asana?
Lucky you, because that’s exactly what I do all day, every day. I’m more than happy to help you to organize your tasks and processes in your preferred project management tool. We make sure to set up an online headquarters for your business, so you can run your business more efficiently and grow your business faster. This means: Making more while working less. Let’s chat to see how that could look like.