If you create content in any shape or form, you know how important it is to have a clear and documented plan for publishing and promoting your content.
An editorial calendar enables you to turn your ideas into an organized plan so you can stick to your publishing schedule and keep your content strategy in sync.
While there are lots of editorial calendar templates out there, we thought we’d show you 2 simple ideas for using TeamGantt to plan, manage, and share your content calendar.
Example 1: Plan and manage content production with a detailed blog calendar
Let’s start by walking through how to plan and track the actual work it takes to make all your awesome content happen.
For this sample, we built a blog content calendar for managing day-to-day tasks and assignments. But you can apply and adapt this concept to any type of content production.
Organize blog calendar tasks and schedule publication dates
At TeamGantt, our editorial process is pretty simple, so organizing our blog content calendar into month, week, and article topic task groups works well for us. I like to schedule publication dates as milestones so they stand out from other tasks and are easy to check off when done.
Feel free to break your tasks down into as many subgroups as you like. For instance, you might want to create subgroups for each phase of your content process so it’s easy to skim your gantt chart and see where each blog article stands.
Duplicate task groups to save time on task setup
Once you’ve settled on a task group structure, go ahead and schedule your blog article tasks on the gantt chart, then duplicate your task group to build out the next topic on your calendar. Simply plug in a new blog topic, and drag and drop the new task group to reschedule it.
Need to schedule a new week or month of content? You can duplicate your larger monthly or weekly task groups to save time on task setup too.
Manage editorial assignments
Divvying up editorial assignments is easy in TeamGantt. Simply invite the right people to your blog calendar project, and assign them to the work.
Be sure to provide creative direction and/or upload a creative brief in the Discussion tab so the writer or designer has a clear vision for the work you’re requesting. You can tag team members in your comment to notify them about the assignment.
Assign articles to guest authors
If you feature guest blog submissions from time to time or outsource editorial assignments to freelance writers, adding a “Guest author” resource to your project will enable you to plan and schedule content without inviting non-staff writers to your calendar. Just be sure you have a process for communicating assignments outside of TeamGantt.
Submit image requests
If your blog article will feature any visual content, you can manage creative requests in your gantt chart too. Here’s how I typically structure image tasks for blog articles:
- I add a Request images milestone for each content piece I create so the actual ask doesn’t slip my mind.
- Then I schedule a Create images task and assign it to the designer or illustrator who’ll be doing the work.
- If a blog will feature multiple images—like a blog header and an infographic—I set each different image up as a separate trackable task.
You can use TeamGantt’s checklist feature to communicate and track any image size or format variations you may need.
Track editorial content reviews and approvals
Need to send a draft of your content for review? Set up a task for content review and tag your reviewers on the Discussion tab when it’s ready for review. You can upload your draft as an attached file or paste a link to a Google Doc into the comments.
If you want to make it super-easy to track content approval, add it as a milestone and check it as done once content has been approved.
Check up on blog content that’s running behind
If you’re an editor who manages a team of content creators and a blog article is overdue, you can request a progress update with a single click from the Discussion tab. TeamGantt will send anyone assigned to that task an email reminding them to update their progress. This makes it easy to do a quick status check.
Example 2: Increase content visibility and alignment with a high-level editorial calendar
Now that we’ve talked about how you can keep track of all the nitty-gritty tasks that go into content production, let’s zoom out for a look at the bigger editorial picture.
When you have lots of folks creating different types of content, it can be tough to ensure everyone knows what’s coming up on the schedule and is aligned on the content strategy. Even if you’re not juggling various content types across multiple marketing channels, it’s nice to have a simple, at-a-glance content plan that’s easy to share with your team and leaders.
That’s where a high-level editorial calendar or publication schedule can come in handy. Here’s how you might set that up in TeamGantt.
Create your content marketing plan and share your publication schedule
In this editorial calendar sample, we organized our publication schedule into month and week task groups, with each task representing a piece of content that’s scheduled to post that week.
You can save time on setup by creating tasks for your first week of content, then duplicating the task group and dragging and dropping the new task group to its rightful week.
Once your plan is set, you can switch over to the Calendar view to see your content plan laid out in calendar form.
Assign editorial topics to content types
Since this project serves as tool to increase visibility and knowledge-sharing—rather than a way to track work that needs to get done—I assigned the topics to the content type instead of an actual person on the team.
You can do this by adding all of the different types of content you publish as Resources on the People tab. Here’s an example:
Be sure to give each content type its very own task color to create a visual language for your editorial calendar. That way your team can easily see what content types and topics are publishing when.
Let your team know when content goes live
Publishing an article on your blog or posting a new video to YouTube isn’t typically the end of the story. You want to promote your content across various channels to extend its reach.
Here are a couple of simple ways to keep your editorial team in the loop so they know when new content is ready to be shared on social or in your next newsletter.
Update the % complete
When a blog post publishes or an email newsletter gets sent, update the % Complete to 100% to mark it as done so everyone knows that piece of content is officially live. That makes it easy to tell at a glance which content has been published in your editorial calendar.
Here’s how it would look on the Calendar view in TeamGantt. You can click directly on a task from the calendar view to view and/or update the task details.
Communicate final content details
Want to make it easy for your team to access published content? Add a link to the final content in the Notes section of the task’s Discussion tab, and tag a teammate in the comments to notify them when content is ready for promotion.
And that’s all there is to it!
Hit editorial deadlines and align your content strategy
Ready to create an editorial calendar of your own? TeamGantt takes the stress out of content planning, scheduling, and management.
You’ll have all the features you need to ensure projects finish on time—from drag and drop simplicity and team collaboration to customizable views and workload management. Best of all, it’s wrapped up in a simple and intuitive interface your whole team will love. 😍
Watch the video below to see how TeamGantt works, and give our online project management software a free try today!