It doesn’t matter if you are alone or working in a marketing team, for sure you’re facing a lot of challenges. Your actions are not only visible inside the company, but they also determine its image to the world. Each project goes through several phases, involving different specialists and needs its own flow from conception to closure. All of the touch points with your clients like campaigns, events, media and partner communications and advertising must pass through the marketing department in order to become part of the brand. How do you deal with the variety of tasks and cross team specialists?
Let me tell you how I manage it.
I’m a Visio nerd. What does this mean, you ask? Well, not only that I like pictures and learn by reading and not listening. It also means that for all of my private and professional projects I begin with writing them down and placing them on my whiteboard or kanban board. If I don’t write something down, it doesn’t exist. I won’t remember it. Work visualization helps me to see the big picture of my projects, improve the process and eliminate wasteful steps. By being a transparent colleague and employee I earned more trust and respect. Why? Because everyone knows what I’m doing, why I’m stuck, what I need, how much I work.
How to do it?
For example, let’s say you’re responsible for creating a Landing Page for a new client. To make it happen, you have to take action in different areas like: design, programming, copywriting, promotion, etc. You have to coordinate the work of graphic designers, UX designers, copywriters, developers and a few more people. All of them have separate tasks to get done and even if they do their best, it won’t work until it is well-coordinated and coherent. Here is the place where a kanban board will save you time and money.
Let’s start by creating your first kanban board where you can track progress on all of your projects. You can name it as you wish. In your team workspace you can put lots of different projects. Each of them will get a separate board. Kanbanery has unlimited storage space and countless number of boards, so don’t worry about having to limit projects in your workspace!
Then invite your team to your kanban board and start working together. You can break down the whole process into small and doable steps, choose tasks that you are responsible for, set up deadlines and much more.
Use a brainstorming method and write down all of the actions that have to be taken to get your landing page launched. To do it, you can use your Kanbanery board or start from a paper version before moving it to the online world. Being aware of a thousand things that have to be done and seeing at which point you are stuck or what blocks you, helps you to perceive your workflow. To show what’s going on, name the stages of your work, like:
To do – all tasks, the result of your weekly meetings, clients’ requests, and your brainstorming.
Ready to start – choose what has to be done in the first row to kick off the project, which tasks are ready to get started.
Doing – these tasks are currently being worked on; they are in progress.
Review – if a task is completed and colleagues or a team leader should take a look at it to check and give feedback before it is really considered as finished.
Done – move tasks to this column only when all the work is completed.
Assign or not assign?
Tracking who is responsible for what is often hard because most of the time more than two people collaborate on a single task. However, having a task owner increases the team’s responsibility and simplifies the work – everyone knows who can help or answer questions. Assigning a task is not to make people feel stressed or controlled but to help them visualize their work and see how it contributes to the whole project.
For example, in the landing page scenario, the finished product will be the result of the efforts of a developer, designer, copywriter, marketing lead and other people. No matter how small the team that is working on this, we can clearly see that launching a website requires a second or third pair of eyes in order to develop fully. Using task assignments, you give permissions and roles to the people who have access to the project board. For example: the copy editor works on the text for a home page. Meanwhile the graphic designer is already preparing the mockup for the pricing. The viewer of all the cards is not only the project manager, but all of the people engaged who are waiting for the signal to do the next tasks.
Do you value your time? Yes, I do.
Right place, right time. Those two concepts are the essence of a good marketing agency. How can you estimate the needed time for the next landing page? Let’s check what your statistics say. The data collected during projects is a powerful tool. It allows you to track time for individual tasks to allow you to make estimations about future projects. Easy peasy and you can also carefully track how efficiently the project you’re working on is moving forward.
Keep productive and stay Agile.
Breaking down your marketing campaign on a visual board and taking a Lean approach is not only a good way to get things done, but to get them done in the best way possible. These steps towards continually improving the way your team performs are what sets you apart from other marketers. Sounds good? Let’t try! If you need any tips how to apply Kanban in your marketing world, please let me know 🙂