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, 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.
- To Do List- Things you’re planning to do, which have a timeline and plan in place, but are yet to be started.
- Doing – Projects which have been started
- Copy-Check Needed – This list is for cards which require copy-checking. This includes the caption, subtitles, graphics, etc.
- Reel’s needing review- This is for REELs and video which have been created for social but need to be reviewed internally. This is for both QAHE branded and partner branded content. (please see approval processes for who needs to review content and when).
6. Copy check done but still with creative services or imagery needs sourcing – Captions can often be created a lot faster than the imagery. It’s best to get captions checked first without waiting for imagery as sometimes they come through at the last minute, like for events.
7. External approval needed/awaiting further information- Sometimes social posts can be created quick for new partnerships or course launches, but compliance takes longer. Once such pieces are approved on the social media side, they need to be left here in case terminology needs changing or until we have approval to go live. If you’re waiting for something to be approved by a partner, that piece will also need to go here.
8. To be scheduled/posted - When social posts are completed, especially for videos, they might be able to be scheduled right away so this is where they live.
9. Done – Once posts are completed, scheduled and are all finished if you pop them in here, they’ll automatically go to the completed board.
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. (Only applicable for YouTube requests and REELs/video content)
3. Include a start date, and deadline. For social media posts the deadline must be the goal date for it to be scheduled by. You can add a publishing date separately to specify when it’s going live.
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!)
5. Ensure your description covers a brief overview of the social piece or project. (Please see the section on REEL’s and videos for specific instructions for these project types)
6. Include your caption in the description, and in the comments. Typically, the copy-checker can change the caption directly in the description, but sometimes changes aren’t saved. Make sure to cross-reference your original caption with the one received back, so that if you’ve been told changes have been made you can see they’re saved.
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.
⚠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!⚠