When we get busy with client announcements/launches and social campaigns, it’s easy to forget about Geben PR and social media. So, earlier this year, we started using Basecamp’s calendar feature to plan our own content. Today’s guest poster, Maria Diestro, shares how she’s used Asana, a similar tool, to streamline communications efforts for Second Harvest Food Bank:
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Post by: @mdiestro
I don’t think I need to explain the importance of an editorial calendar. I think something that we don’t usually think about is how to create an effective calendar. One that you will use every day and one that helps you and your team make sure to cover all your communications channels.
I’ll be the first to admit to hardly using the first editorial calendar I created. It took me so long to update and get filled out that by the time I finished, I used it for a week and then I had to start working on the following month’s calendar. I used an Excel template and it just didn’t really give me the flexibility that I wanted.
Additionally, working at a nonprofit, one doesn’t really have the luxury to subscribe to many of the online editorial services available. I’m used to either having to create something from scratch or find a free tool. So when my friend sent me a link earlier this year to Asana.com, I instantly dived into the software. Nonprofits love free tools!
Asana is an online project management software service. I instantly setup an account and starting putting tasks into it. For me personally, assigning tasks helps me manage my team and the use of our time. After an hour of setting things up, I realized that my screen was looking more and more like a living editorial calendar.
For the past 3 months, I’ve been using Asana as Second Harvest Food Bank’s dynamic editorial calendar.
Why? I think the biggest benefit is that it’s free to use with a team of 15 or less. I know I already mentioned this but just in case you forgot, FREE to use people! More reasons:
- It’s super easy to set up. I think this is mainly due to the navigation and interface of the tool. Everything is where it should be. I love when a company really thinks about their user interface.
- It eliminates the clogging up of your email inbox. I’ve read articles that compare it to a Facebook for business website. It’s nice to be able to keep all the conversation under a specific task.
- I’m in love with the reminders. It’s nice to know that my co-workers get reminder emails of tasks that still need to be completed. Plus I don’t forget tasks that I’ve assigned myself.
- Tasks rock! When you create a task you have the ability to create subtasks, add attachments, assign the task to an individual, set a due date, and add followers to the task. Once this is done everyone involved with the tasks gets a notification and can contribute to the conversation. They can even share their support of the task by clicking on a heart icon.
- I love that you can take the calendar with you via the mobile app. The app makes it easy for you to assign new tasks and tag people. It’s so nice not to have to wait until I’m back on my computer to do this.
- One of my favorite features is the summary email that everyone on your team gets once a week. It lets you know what tasks have been completed and by which team members. It’s a great way to let your boss know that you are getting lots of work done without having to go in and explain everything to them. Plus, it’s a great way to give everyone on your team an opportunity to ask questions. So many times we all get caught up in our projects that we don’t always take the time to see what someone else is working on.
I’m sure there are features that I still have not learned to use. I personally feel like I’ve found a gold mine with this tool. How I use it:
Asana lets you set up projects and assign and add tasks to them. For me, these projects are my different communications channels which include: eblasts, direct mail drops, events, bloggers enews, website updates, blogs and photos.
Every task that gets created is assigned to the editorial calendar project along with the appropriate communication channel project that I mentioned.
This way, in order to see everything that is happening color coded, all you need to do is hit the editorial calendar project. And boom, your screen pops up with tasks for all your communication channels.
Right now this tool is perfect for my co-workers and I, but I’m always looking for new ways to improve our communications. What tool do you use for your online editorial calendar? What feature do you love the most? What tips do you have for taking your editorial calendar online? Feel free to mention tools that cost a fee. You would be surprised how many companies offer a nonprofit/student discount for their services.
Maria Diestro is a highly motivated and goal oriented creative professional with online fundraising and digital marketing experience in the nonprofit sector. She has over 10 years of experience working with Convio/Blackbaud online fundraising tools. Her goal is to make the world a better place to live through the use of technology.
Maria is the Digital Marketing Manager at Second Harvest Food Bank of Central Florida. She oversees the food bank’s various online communication channels that include: website, social media, blogs & email communications. She also oversees the online fundraising initiatives.
Twitter: @mdiestro | Linkedin: www.linkedin.com/in/mariadiestro/