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- How to create a content calendar
- Tips for managing content calendar work
- Tips for reporting on content calendar work
- More resources
How to create a content calendar in Asana
There are a few ways to create your content calendar. To get started quickly:
- Use our content calendar template.
- Import an existing spreadsheet where you currently track content work.
How to access all Asana templates
If you’re a free user, prefer to build your own content calendar from scratch, or want general best practices for Asana projects get started with these steps.
Tips for managing and doing content calendar work
1. Visualize all content work in a single calendar (and other ways)
If you’re managing a content calendar, you probably want to see it in a Calendar View. That way, you can see your entire publishing schedule in one place and adjust dates without using a separate tool. Calendar View saves you time, because it’s populated by your existing content tasks with deadlines.
To use Calendar View:
- Click the Calendar tab at the top of your project.
- Drag and drop any task to reschedule it.
- Sort your calendar to see it by category by clicking the filter icon.
In general, project views give you different ways to visualize project data, from deadlines on a calendar, to status updates, to seeing all attachments in your project.
2. Save time and prevent mistakes by templatizing common content processes
Most content teams repeat processes like the drafting and review cycle. Instead of losing time by starting from scratch and potentially forgetting steps or leaving gaps, you can create template tasks that have dependencies.
- Create a new task in your content calendar project and name it “TEMPLATE - copy me for new content.”
- Add subtasks for the activities you do each time you create the content piece. For example, outline, first draft, review, incorporate edits, publish, share with sales, etc. Create subtasks by typing
Tab + s
- Ensure stakeholders start their part of the work at the right time by adding task dependencies. Click the … icon then Mark as Dependent on. Task assignees get notified when the task they’re waiting on is completed so they can begin without repeatedly pinging someone to see if the work is ready or accidentally missing a handoff.
3. Capture relevant creative brief details and action them faster with forms
Creative briefs help content teams capture important details about an assignment’s goals, audience, and requirements, but they can slow down the creative process if they aren’t completed properly or get lost in a doc. Instead, create a creative brief form that’s directly connected to your content calendar project to ensure your team starts with the information they need (in terms they understand.)
Forms can be submitted by anyone—even if they don’t use Asana—by sending them the form link. Once submitted, the form becomes a task in your content calendar project so it can get prioritized. When you’re ready to work on the new content piece, create a copy of your content template task. Then paste the creative brief details from the form submission into the task description.
4. Hit deadlines with clearer handoffs and approvals
Content deadlines are tight and unclear handoffs or confusing review cycles are costly. Instead, keep all working files, feedback, and expectations clear with an approval workflow:
- Add the Asana-created “approval stage” custom field to your project by clicking the blue Add Custom Fields link at the top of your project.
- Once content is ready for review, the creator sets the field to Ready to review.
- Ensure to attach any files they need to review.
- The reviewer will get a notification that they can now start their review.
- Once they’re done reviewing, they set the custom field to Approved or Changes needed.
- If changes are needed, the reviewer can leave a comment so the drafter knows what changes need to be made.
- The creator gets notified that their work is approved or needs to be updated. From that notification, they can see the feedback, and jump back into the file where they need to incorporate it.
Voila! Your reviewer knows exactly what to review and when, while your creator gets the feedback they need on time. Best of all, everybody avoids the “…is this ready yet?”
To see more tips about running reviews and approvals with Asana, check out our approvals article.
5. Prevent duplicate work by tracking content tasks in more than one project
Often times, you aren’t creating content in a vacuum—maybe it’s part of a larger campaign, or work another team is relying on. Without Asana, teams might not be able to see work happening in other projects or initiatives, meaning work gets duplicated or they spend more effort coordinating.
Instead, you can add tasks to multiple projects to save time—without duplicating work or managing it in different places. It’s the same task across every project you add it to, so all the files and comments stay put, while stakeholders see it in a context that makes the most sense for them.
Tips for reporting on content calendar work and progress
To learn how to create reports to analyze your content production start here.
To get updates on content you’re publishing and its status start here.
Know where your content stands to spot blockers or at-risk work
In order to publish each piece of content on time, editors need to also make sure that everything is pacing properly toward its deadline. By using custom fields for things like “content stage,” “priority,” and “approval stage,” you can sort your project by these categories to check in on content at various stages, and monitor priorities proactively.
- To sort your project, click the filtering icon in the top right.
- Select the custom field you want to sort by.
For example, if a blog task due tomorrow is marked as “not started,” you can @mention the assignee right from the task to see if you need to shift deadlines. Or if a high priority brochure isn’t approved yet, you don’t have to ping everybody in a panic asking if you can print it yet.
Resources for planning and managing a content calendar
More of a visual learner? Want to see how our customers run their content calendars? Check out these resources:
|Content calendar template||Use template|
|Video tutorial||Watch How to Asana|
|On-demand course||Register for Asana Academy|
|Case studies||See how Autodesk and Hubspot run their content calendars with Asana|
|Connect with Community||Attend an upcoming training or start a thread on our community forum|
|Content calendar tips blog||Read blog|
|Social media calendar tips||Read blog|
Planning a content calendar in spreadsheets and separate calendars makes it difficult to see deadlines, know content statuses, and keep track of files. Instead, teams can plan, manage, and work on content pieces from one project so they can publish their best work more easily.