From new requests all the way to live and running campaigns, managing marketing campaigns is a long and detailed process. With monday.com, you can plan, track and organize all your social media campaigns in one place! Don't worry about having to brainstorm how to make monday.com work for you - we've already done that 😃
This guide will walk you through two interconnected boards that you can use to get started. The first board, called "Campaign Ideas and Requests", is a form-powered board that collects and tracks all incoming social media campaign requests. The second, called "Campaign Status", is a low-level board, breaking down your project's progress along its lifetime and reports the status of each campaign.
Get to know these boards with us and watch your productivity skyrocket! 📈
Often, it can be difficult to track new projects within the company when you're so busy with running projects. To ensure that you get the ball rolling in a timely matter, we've created a board to concentrate all incoming campaign requests and ideas! All new requests are submitted using a form (we'll discuss this further in the next section), and the information is filled out using the board's columns! Next, you can review each item, and either approve it, moving it automatically into your projects list, or decline it.
Let's take a look at some of the columns we have in this board:
- Date Column - to record the date on which the request was made
- Status Column - to mark the level of priority of the request, to label the type of platform the campaign is targeting and to record the approval status of the campaign.
- Timeline Column - displays the proposed timeline of the campaign's life
- Numbers Column - called "Budget" tracks the campaign costs
- Email Column - to record the email address of the requestor
- People Column - allows us to assign the person responsible for reviewing the campaign for approval
- Link to Item Column - connecting our approved items to the corresponding item in our second board, "Campaign Status"
- Mirror Column - mirroring the Progress Column on our second board
The Link to Item and Mirror Columns are advanced columns that work together to allow you to tie your two boards together where information crosses over. We'll go into more detail later in this article. 👇
Collect data with Forms
Requests for new campaigns can come in from anywhere, including social media, emails, and business meetings and conferences. Often, there is no standard for collecting and concentrating these requests into one place, leaving room for error and some things slipping through the cracks! To prevent this, we've come up with a solution - standardizing campaign requests using forms!
Your form is created as a view of your board, and includes all of your board's columns in the form of questions for the requester! Anyone who has access to the form's link can fill it out, and the information will be directly filled into the board as a new item! Let's take a look at our form, below.
Each question on the form corresponds to a column on the board. For example, when a requester fills in the "Request Date", it will be translated as a date in the board's Date Column!
Stay up to date with Automations
When a form is filled out, a new item is created in the group "New requests". Then, a manager will review the campaign request, and change the label in the Status Column either to "Approved", or "Declined". The status change will trigger one of these two automations:
If the status is changed to "Approved", an additional automation (pictured below) is triggered, creating a linked item in our second board, "Campaign Status".
It's important for us to use this automation so that we can keep the purpose of each of our boards specific and relevant! Our "Campaign Requests" board is intended to give us a quick report of all incoming requests, and their approval status, while our "Campaign Status" board contains the working details of each campaign. This automation also creates an important link between the two items, so that no matter which board we are looking at, we can click the link to navigate to other boards to gain different insights about the same campaign!
Stay on track with charts
Sometimes it can be difficult to visualize your data in a concise way. That's why we've created the Chart View! The chart below was generated using the Status Column called "Priority" on our board! It displays how many of our items are labeled with each of our "High", "Medium", and "Low" status labels. Now we have a great visual chart to help us understand which social media campaign requests we have to get done urgently, and which can wait.
After a new item is created in our board "Campaign Status" as a result of the automation in our "Campaign Ideas and Requests" board, we can begin to track and update the details of our campaign right in this board! The "Campaign Status" board was designed to help you and your team plan, run, and track your entire campaign in one workspace.
This board also gives us a brief overview of every running campaign and its status. The board is divided by groups, indicating the status of each campaign, from "Live" and currently running campaigns, to "Scheduled" and upcoming campaigns, and a listing of all "Stuck" and previously "Completed" campaigns.
The workflow is horizontal, moving across the item to the right as the campaign progresses. Let's take a look at some of the columns in our board:
- People Columns - allow us to assign the person responsible for each stage in the campaign
- Progress Column - generates a battery-style chart of all Status Columns in the item to show an overall progress percentage
- Status Columns -records the status of each stage, and labels the type of social media platform the campaign is targeting
- Timeline Column - displays the timeline of the campaign's life
- Numbers Column - called "Budget" tracks the campaign costs
- File Column - to attach a document containing the campaign's content
- Link Column - containing a hyperlink to the design and the campaign, once it goes live
- Link to Item Column - connecting our item to the corresponding item in our first board, "Campaign Ideas and Requests".
Connect your boards together
We've used a Mirror Column to display the Progress Tracking Column from our "Campaign Status" board right inside our "Campaign Ideas and Requests" board! This column gives us a quick glance at any column we want from our linked board without having to flip back and forth between the two boards! By mirroring our "Progress" column on this board, we can easily see how far we've advanced towards smashing our goals for each initiative!
Transform your data
Similar to the previous board, "Campaign Status" is equipped with several board views to visually represent the board's raw data! For this board, our board views give more of an overview of all of our running campaigns to give us a big picture impression of where our team stands! For example, the Workload View shows us the distribution of work across our team members! This way, we can easily understand how our resources are allocated, and if we need to make adjustments.
The Chart View gives us a visual representation of the status labels in one of our Status Columns. In the "Design status" view below, we can see what percentage of the design stage is marked as "Done", "Working on it" and "Stuck" across our entire board! We have a similar chart for our "Copy" Status Column, showing us how much of the copy work we've completed and exactly how much is left to do!
The Timeline View translates the timelines of each campaign into a comprehensive calendar. We can switch to this view to take a look at any overlap between projects, and understand our upcoming deadlines. Each campaign is shown corresponding to the campaign's owner (as assigned in the People Column) in the left pane of the view!
Automate your workflow
As we advance throughout the stages of our workflow, we update our Status Column with the corresponding label. For example, when we have begun a new stage, we'll mark it as "Working on it", and when we finally complete the stage, we will mark it as "Done". When we mark our last stage as "Live" or "Scheduled", we trigger an automation that moves the item to the relevant group (either the "Live" group or the "Scheduled" group).
Another great automation to help make our workflow a little easier notifies the owner of the item one day before the end of our project's timeline (as outlined in our Timeline Column). This way, the campaign manager will be reminded that the campaign is about to go live, and can prepare accordingly!
Each preparation stage for our social media campaigns has someone in the relevant department assigned as responsible for that stage. The designer, content writer, or other team members working on a campaign can change the status of the stage they are working on to "Working on it", "Done", "Not needed", or "Stuck" if something goes wrong. The automation below is really useful in the event that someone working on a campaign is "Stuck" at any stage. When the label is changed to "Stuck", the owner of the item (the campaign manager) is notified immediately, so that they can step in to try to solve whatever problem has come up!
Add a dashboard
You can create a dashboard connected to your Marketing Workflow boards (and any other relevant boards) to get a great visual overview of your campaigns loaded with apps and widgets! Let's check out a few widgets that might help us get a big-picture view of our campaigns:
- The Timeline Widget shows us the time span of our campaigns in a comprehensive calendar.
- These three Chart Widgets generate charts based on the data in our boards! The first and second charts shows us the breakdown of our Campaign Content Status Column and Campaign Design Status Column in our "Campaign Progress" board, while the third shows us an overview of all the completed campaigns and where they stand.
- The Bookmarks Widget compiles the links to all of the live campaigns for quick and easy access!
- The Numbers Widget shows the grand total of the project cost calculated by our Numbers Column.
- The Working Status Widget shows us in a glance who is online, busy, or on a break!
These four boards are intended to be a starting point to help you translate your workflow into a monday.com workflow! You can use these exact boards in your workflow if they're right for you, but don't be afraid to experiment and test out all of the amazing features on monday.com! Make sure to check out other prepared templates and explore the Columns Center to see all of the ways you can use columns as building blocks to customize your own one-of-a-kind board! You can make your own automations and enable integrations to really connect the dots in your workflow!
To wrap up this article, let's take a look at an example of an incoming campaign proposal, and how it moves throughout our workflow over time.
- An incoming campaign proposal for a store opening is submitted using a monday.com form
- The form automatically generates a new item, called "Store opening" in the group called "New Requests" in the "Campaign Ideas and Requests" board with all of the information that was filled out in the form
- The proposal is reviewed, and the status is changed to either "Approved" or "Declined"
- An automation moves this item into either the "Approved" or "Declined" group in the "Campaign Ideas and Requests" board, and creates a new linked item in the "Campaign Status" board
- The "Campaign Status" board is used to assign the store opening campaign with an owner, a designer, and a content writer
- As the team works on the campaign, they update the working status of each phase and upload files for quick reference
- When the campaign is ready, the team marks it as "Live" using the Status Column
- An automation moves the campaign's item to the "Live" group in the "Campaign Status" board
If you have any questions, please feel free to reach out to our Customer Success Team 24/7! We're happy to help :)