Where to put your Trello Card
The Social Media Trello Board works like a conveyor belt.
- Ideas, assets & content submission – This is for ideas you’d like to do but don’t have a date in mind, content submissions/ideas from the team, or any assets which can be used in upcoming posts. There is a link to a spreadsheet of content ideas, open this from OneDrive/sharepoint, add your idea, and ensure it saves before closing. Please don’t download a copy of the spreadsheet and replace it, only use the link and open it in-app otherwise macros won’t work.
- Social Media Requests- These are requests from the business to us, which have been submitted using the marketing request form or using the templated cards.
- Important dates- These are upcoming dates which we need to be aware of, with details of the event, if we're attending, and if we're not, who will be to capture content. Events could be campus events, graduations, agent conferences, overseas conferences, media days, Social Team media days, etc.
- To Do List- Things you’re planning to do, which have a timeline and plan in place, but are yet to be started.
5. Doing – Projects which have been started and you're currently working on
6. Mini-series- These are our campaigns. These are series we create that align with either student recruitment marketing or the partnership development team, or wider business goals. There's a card which is a template, and has a doc guide to duplicate to use to create your mini-series.
7. Waiting for something – This is when we've done everything we can from our side, but we're waiting for something from someone else. Maybe the event needs to happen, we need to receive content, maybe it's being edited, waiting for partner approval, etc.
8. Approval needed- This is for any content you need approving internally.
9. To be scheduled/posted- This is content you've created, everything is done but it just needs to be scheduled onto sprout. This is used for 2 reasons, one because you're waiting for confirmation on the date for it to go live or you're reserving content for a bulk upload.
What to include on your Trello Cards
Make sure to include all the below, on each Trello Card.
1. Title your card in a few words, naming the social piece or project.
2. Add labels which cover the partners, platform and content type, if it's a LinkedIn article, has a student influencer, if it's a social media request, etc.
3. Include a start date, and deadline. For social media posts the deadline must be the date it's going live on social media for organisation.
4. Make sure to tag yourself and any relevant colleagues. Please make sure that if someone only needs to be involved at a later stage, you’re tagging them only when needed and not before. (Top Tip, make sure to drop them a comment as well as tagging them so they know they’re needed!) If you're having conversations about a project with stakeholders, make sure to replicate this in the comments.
5. Ensure your description covers a brief overview of the social piece or project. For Mini-series, use the templated card, and for anything else add tick boxes for any actions that need to be completed and by what date, and by who.
6. Include your caption in the description, and in the comments (we save it in the comments because sometimes it's not saved). If your caption is being copy-checked, the copy-checker can change it in the description box, but may give you pointers in the comments too.
7. For cards which require multiple steps make sure to add a checklist. This should cover the action to be taken, by who and the date it needs to be done by. For example
a. Caption created
b. Caption copy-checked
c. Imagery sourced, created and converted to correct format per platform
d. Imagery copy-checked
e. Imagery sent externally for approval
f. Approval received from partners
g. Scheduled to social media, and uploaded content and caption to AirTable
8. Make sure to add your assets to the Trello card, this acts as a backup in case our OneDrive should ever malfunction, the content created will be stored on Trello to be located at a later date. It's also helpful for other stakeholders to see and review content.
⚠Please remember to include any updates about your project on your Trello Card. Whilst it’s great to have conversations in Teams, things can be missed or forgotten, and a quick comment on Trello prevents this!⚠