Editorial calendar

Content marketing has rapidly become a critical component of a successful overall marketing strategy, with a plethora of editorial calendar software and templates to choose from. Whether you’re managing your company’s blog or creating ebooks and whitepapers, you can track every step of the editorial process in Asana. Take each piece of content from idea, to draft, through edits, to publication—faster. Using Asana as your editorial calendar, your team will be able to see the status of all content in progress, visualize the publication schedule, and hit deadlines.

Follow along with the article to build your own calendar, and take a look at other resources directly below.

Resources for creating editorial calendars Link
Asana-created template Use template
A short video Watch How to Asana
An online course Register for Asana Academy

How to create an editorial calendar project

Skip the setup and use the Asana-created editorial calendar template

  1. Create a project and decide if you prefer it to be a list or board (see images below for examples). Then name it “Editorial Calendar” or “Content Calendar.” Add a description to let your teammates know that this is the master editorial calendar.
  2. Create sections (for list projects) or columns (for board projects) to organize your content tasks. You might organize them by time frame, subject matter, or editorial stage. If you track by time frame, you can use custom fields to track subject matter and editorial stage.
  3. Add a task for each piece of content by duplicating a task template using this format:
    • Task name: Name/title of the piece
    • Assignee: The individual who is responsible for writing the content or publishing it
    • Due date and time: When you will publish the piece
    • Start date: Show when work should start on the piece, and the timeframe needed before final publication. This also helps you better plan from Calendar View.
    • Description: Brief overview of the piece, and any additional context for reviewers
    • Attachments: Attach drafts or relevant reference materials
    • Subtasks: Each step of the publication process (e.g., first draft, review, make edits, publish, etc.)
  4. Add custom fields to track the status of the content piece (drafting, in review, etc.), type of content (blog post, whitepaper, etc), content channel, approval status, and more. Add custom fields to any project by clicking the blue Add Custom Fields link at the top of any project.
  5. Once you’ve built out your content tasks, you can navigate to Calendar View from the project header. Save Calendar View as the default view by selecting View in the top left corner of the calendar and selecting Save as Default View for Everyone. That way, you can see your content schedule in context, and see when content is being worked on. You can also keep it in List or Board View.
    • If the schedule changes, drag and drop tasks on the calendar and their due dates will automatically update.
    • Use calendar filtering to sort by your editorial calendar’s custom fields to quickly spot top priorities, content types in the works, approval statuses, and more.
    • You can also view the calendar in our mobile app for a quick glimpse of your editorial schedule and easy rescheduling.

An editorial calendar pipeline built out on Asana in list view

An editorial calendar pipeline built out on Asana

An editorial calendar pipeline built out on Asana with boards

Autodesk manages editorial calendars with Asana


Tips for managing your editorial calendar project

Capture ideas

Store content ideas in a section or column called “content ideas.” Place ideas for future content into this section, and don’t give them a due date. When you are ready to add it to your editorial calendar, give it a due date and assignee and it will appear on your calendar.

Duplicate template tasks

Create a task template to duplicate for your content named “Duplicate me: Template for content.” Add subtasks for each stage of the process. Next time you are beginning to write a piece of content, you can duplicate the template, so you know you won’t miss any important steps. Navigate to List View to see and copy your template task.

Task template for content

Use dependencies

Once you duplicate your task for a new content piece, you can mark subtasks as dependent on one another. In the example above, you can mark “Review” as waiting on “First draft”, so the reviewer knows when the draft is ready. That way, your editorial schedule can stay on track.

Store tasks in multiple projects

If you are creating content that affects other projects, like a campaign launch, you can store the content task in multiple projects without having to duplicate. This allows a task to live in the editorial calendar, and also in other projects, so teammates can reference this content in multiple places.

Assign copies of tasks for reviewers

Assign review tasks to stakeholders. When you have multiple reviewers, assign copies of the review task to each reviewer.

As your content moves through the revision process, everyone has access to the latest updates and knows the status of the piece at every stage. You will no longer need to ask teammates for the status of a piece of work, because it’s clear where the work stands. Using Asana for your editorial calendar ensures a consistent publication cadence and keeps your team poised to hit deadlines and always aware of what’s coming next.

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