How To Create a Marketing Workflow (With Tips)

By Indeed Editorial Team

Published October 21, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

A marketing workflow is a tool that helps agencies to outline the steps and tasks involved in their projects. This allows their team to understand what they need to complete and keep track of upcoming deadlines. Learning how to utilize a marketing workflow can help you and your team produce higher-quality work on future projects. In this article, we define what a marketing workflow is, provide steps for how to create one and explain why it's important for your organization to have one.

What is a marketing workflow?

A marketing workflow is an organizational tool agencies can use to outline the steps involved in completing their project or campaign. This provides a team with their project's overall vision and the separate activities to achieve it. Marketing workflows can be a checklist or a visual representation of your team's journey to reach your objectives. These vary depending on your organization's type of project. Some common marketing workflows agencies use include:

  • Content marketing workflow

  • Social media workflow

  • Email marketing workflow

  • Search engine optimization marketing workflow

  • Online public relations workflow

Related: What is a Workflow? (Definition and Examples)

How to create a marketing workflow

Here are some steps to take when creating your marketing workflow:

1. Understand your objective and project scope

When creating a marketing workflow, first, identify your overall goal and project scope. This helps you understand what you are working to accomplish. Meet with your team to discuss current projects you're working on and those that you repeat daily, monthly or quarterly. Also figure out what your client's expectations and timeline are for upcoming projects.

Related: Marketing Implementation Plan: What It Is and How To Create One

2. Identify your tasks

Once you understand your project's scope, create a list of all the different marketing tasks involved in your project. Here you can break up large tasks into smaller ones for different team members to complete. This includes team meetings, drafts and other related activities. Organize your tasks in chronological order so you can see what your team needs to complete first.

3. Determine how long each task takes

Figure out how long each task takes to complete by asking those who normally do these related activities. For example, if you need a new blog post for a client, ask one of your content writers how long they think it would take to complete a post based on their past experience. You can request a minimum, average and maximum time for the task duration to help give you an overview.

Consider tracking project times by using a spreadsheet to show when team members work on different tasks. This can help you plan accordingly in the future. Once you have an estimate for task times, you can begin building a timeline for your overall project.

4. Delegate responsibility

Next, assign tasks to team members based on their abilities. During this time, consider what type of specialists you may need to complete your projects. For instance, if your organization is updating a website, you may need a web designer to help provide their expertise. Select a project manager to help monitor the workflow and may sure tasks run smoothly.

5. Review your workflow

After completing your workflow, share your plan with your clients for approval. Reflect on how your activities go so you can see what adjustments you can make for future projects. After making edits, share your final document with all team members.

Related: How To Create a Content Workflow Template in 4 Steps

Why have a marketing workflow?

Marketing workflows help an organization streamline its repeatable activities to enhance productivity and efficiency. Other benefits of using a marketing workflow include:

Producing high-quality work

Teams that use a marketing workflow are better able to enhance the quality of their outputs from the clear guidance it gives them. Since organizations continually adjust their workflows, they can incorporate new strategies and techniques to deliver successful results. This can increase the client's satisfaction with the final product the team gives them.

Increasing success

Another benefit of using marketing workflows is that it helps your organization complete more tasks in less time. This means that it gives your team more time to complete other projects and work with more clients. It also ensures you follow the right order for the marketing process and helps improve your profitability.

Maintain team alignment

Using a marketing workflow helps ensure all your team members know what they need to get done and how their actions impact the entire team. This can improve productivity since it creates a monitoring system where others can see how much work someone has completed. Marketing workflows also help ensure stakeholders are aware of the project's status through regular updates. This begins with a team presenting budgets and plans to clients at the start of the project to seek approval.

Improving project management

A marketing workflow can help a team's project manager increase their visibility of all tasks and resources. This allows them to focus more on the strategic aspect of each task and less on the finer details. It also can help them identify opportunities and monitor results to help plan for future projects.

Meeting deadlines more effectively

Those using a marketing workflow can meet their deadlines better since this tool helps them plan better. All team members have a clear idea about what needs to happen and when. Since a marketing workflow helps assign tasks to each individual, this also helps avoid duplication which can help save time and prevent delays.

Related: Benefits of Workflow Management and 13 Best Workflow Management Software

Tips for creating a successful marketing workflow

The following is some advice to help you create a successful marketing workflow:

  • Use a project management tool. Consider using project management tools, which can alert team members about the status of different tasks and keep track of deadlines.

  • Share your workflow with all members. Make your marketing workflow visible to all team members by sharing it with them in an easy-to-access location.

  • Provide logical steps. When creating your marketing workflow, create logical steps that are easy to understand so team members can complete their tasks effectively.

  • Create flexibility. Since some projects may involve project expansions, new tools or an introduction of different methods, it's helpful to create an adjustable workflow.

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