One of my favourite tools to use in my creative business is Asana, a project management tool which I use for client projects, day to day tasks and even personal to-do lists. Although I use it across most areas of my business, in this post I’d like to focus on how I use Asana to manage my content calendar for blog posts.
I have previously written about why it is important to keep a content calendar and Asana is the tool which keeps mine organised and working well for me. Although there are many other tools which can do the same things, Asana is the one which works for my business and I couldn't use anything else. It has a nice-looking interface, easy to use to do lists and a calendar view which keeps me on track.
If you are looking for a new project management tool, I would recommend Asana over anything else and if you want to know how to use is to arrange your blog posts, keep reading!
The first thing I would do is create a new project for your Blog. This keep all your posts and blog content in one place and yes, it can be colour coded! If you collaborate with anyone such as a copywriter, designer or virtual assistant, you can add them to the project to keep them up to date with tasks.
You can also decide whether to view the project as a list (my preferred view) or a sticky post-style board and choose a template for the project (more available on a premium plan) which is really useful for those who have a certain method for organising.
I use the Blog project as a base to brainstorm my blog post ideas. If I am running low on ideas, I will sit down and put in a new to do for each idea or if an idea pops up in my head, I can just add it to the list (the free app is great for this when you get ideas on the go).
I also have three different sections in the project for posts which are in the idea phase, posts which are planned in with dates and outlines and posts which are written and scheduled. This just keeps everything organised and not just a mass of post ideas!
For each blog post, there is always a number of things you have to do from outlining the post, writing it, adding images and scheduling. For this, you can add subtasks to each post which can help you keep up to date and make sure you don’t miss any steps. The subtasks I add to every post are Outline, Write, Edit, Image, Schedule and Share. I also sometimes add Opt In if I am adding a freebie to the post.
In each task and subtask, you have an option to assign them to a person within the project. As I mentioned earlier, you may be working with a VA or a designer or a copywriter so each different part of the post could potentially be assigned to a different person. You can also assign a task to yourself which will add it to your task list within Asana which can keep you organised and remind you of tasks which need completing.
I work with a junior designer who helps me create my blog post images so I assign the Image task to her and add some notes in the subtask to give her some guidelines.
Once the tasks have been created and given subtasks, I put my content plan in place by adding the tasks/blog posts dates when they will be published. Adding the dates gives structure to the content calendar and provides me with deadlines so I know when I need the post to be live and they are written properly instead of rushing them.
I try to publish 1-2 posts per week and also have special posts for certain dates such as monthly goals so I can check this works out on the project calendar. You can change this depending on your schedule and this can be changed whenever you like just in case you miss a date or need to change it around.
Keep on Track with the Calendar
Speaking of the project calendar, I use mine to check on the schedule I have set and to manage my workload. Although my blog is one of my priorities, my main priority is my client work so if I have a week when client work is heavy, I can move around the blog posts to suit this.
You can also check you are publishing regular content and how far in advance you have your content planned. This is a great feature for those who prefer to work from a monthly or weekly view.
How do you plan your content?