Solutions Guides

Flow for Marketing & Creative Teams

In this guide, you'll learn you how to organize your team’s campaigns and initiatives in Flow to ensure projects are well coordinated, responsibilities and goals are clear, and communication remains open.

Whether you’re working with clients, publishing newsletters or running global campaigns, Flow is designed to help teams stay focused on the work that matters. It offers transparency, repeatable processes, and the ability to share ideas and supporting materials for quick approval and action.

With Flow, your team will...

  • Organize campaigns into projects and tasks, to be delegated across your organization.
  • Schedule recurring tasks for social media and blog content
  • Create and standardize campaign workflows using templates and duplication
  • Boost efficiency of review and approval phases for drafts and marketing collateral
  • Monitor your team’s output and progress

Setting Your Team Up for Success In Flow

Create a team for each department

Teams are where all your work, including projects and tasks, will be created and organized so it’s the first thing you’ll need to set up for your department.  

If your department is composed of several smaller groups, like PR, Advertising, Content Marketing, etc., it might make sense to set up teams for each. Otherwise, you’ll be better off with just one called “Marketing” or “Creative” that encapsulates the larger focus of your work.


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If you belong to multiple teams and want to take a look at the most recent activity across all your teams down the road, simply click the Overview tab. There, you can get a universal look at everything happening across departments..

Design campaigns with projects

Once you have the space to work, the next step will be to build out a marketing campaign by creating a new project. Make sure you use a descriptive title like “Website Rebrand.”


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Next add a Project Note to describe the goals, overall objectives, and audience of the campaign for your teammates. You can also use the project note to set milestones.

Using Sections within your projects allows you to further organize your tasks into specific categories or to define the stages of the campaign. As your task progresses through the various stages, you drag your task through the different section so you know exactly where it sits along the pipeline.


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Another great way to organize this type of project is with the more visual Kanban view, which is particularly well-suited to creating a timeline for campaigns. Title sections as dates or date durations so your team will know what’s happening when at a glance.

Group projects together

Just like departments and teams, projects often overlap and relate to one another. The easiest way to unify different projects under one heading is by creating groups. For example, a social media team could create a separate project for each of their social media channels and then group them under a “Channels” group

To create a group, simply click the + icon next to Projects in the sidebar and select New Group.


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Next you’ll name your Group and select the projects you want to add to it. When you’re ready click Create Group.


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Once saved, groups can be expanded and collapsed for quick and easy navigation in the sidebar.

Running Successful Campaigns and Projects in Flow

Manage incoming work

For Creative teams that receive work requests, both internally and externally, one of the most helpful practices in Flow is creating a Creative Inbox to capture, approve, and complete all creative requests. This is where tasks that have been requested but have yet to be assigned will live while other work is being done. It’s a great way to avoid lost assignments in the clutter of weeks old email.

First, set up a new project called Creative Inbox and then create three sections within it: Job Requests, Approved, and Completed. Now when a new request comes from inside or outside of your company, you can quickly capture the request and it’s details in a new task under the Job Requests section.


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When the job has been approved and you’re ready to move forward on it, assign the task to the person who is to complete it, and add a due date.


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We highly recommend inviting the people who will be making requests of the creative team to your Flow organization, so they can add tasks to the Job Requests section themselves. They’ll be automatically subscribed to any task they create, which means they’ll receive notifications whenever the task is updated, eliminating the need for additional, manual updates on how their request is coming along.


Use Kanban to keep work moving forward

Having the ability to visualise and thoroughly plan campaigns and other projects before diving in is important for any marketing team. Flow’s Kanban boards provide you with an overview of everything that’s being done in a particular campaign and and allow you to check the status of it at a glance.


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Use Kanban sections to create steps within a process that each task must go through before it’s considered complete. Dragging each task through stages as it progresses (as opposed to creating a brand new task for each stage) retains all the important detail and history of a task, allowing anyone to get up to speed in a single place. It also creates a sense of momentum and movement in even long-running projects.

Apply tags to prioritize tasks

Knowing what to work on when is one of the biggest struggles of project management. Luckily, you can easily apply a priority level to a task in Flow using tags. The basic high, medium, and low are a good place to start, but if your team has its own priority terms or a numbering scale you can use those as well.


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Simply add a priority term in the “Tag” field of the task pane while creating or editing a task. Tags sit right next to the task name in every view, which makes them very difficult to miss. 

You can also search by tags and filter your projects to only see tasks with a specific tag, an incredibly useful tool if you have a campaign project with a hundred tasks and only want to see those tasks tagged as high priority.


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Duplicate projects to save time

Marketing and creative teams often have projects that repeat throughout the year, like monthly newsletters or seasonal ad campaigns. Even if you’re working on long-term projects for external clients, you probably have an established process that your team uses with each one. 

In either case, your team can save a lot of time by creating project templates then duplicating them when ready start new one.

Just create a project in the sidebar and add “template” to the name to clarify its purpose to your team, i.e. Newsletter template. Now populate the project with the tasks and sections that you typically use; you can always add or remove these later. 

When you’re ready to start work on a new project, click the ‘v’ next to the project name in the sidebar and select “Duplicate.” You can then rename the duplicate project to reflect the month, season, or client that the project is for and start assigning the tasks to your teammates.


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Integrations

Slack

Give your team a clear path from discussion to completed task. Create tasks from Slack, link Flow Projects to Slack channels and more.

Google Drive

Collaborate on documents: Store documents securely in Drive, invite collaborators, and share in Flow.


Dropbox & Box

Access and attach cloud files: Keep files in the cloud, and attach them directly to Flow from a file picker.

Customer Success Stories

Before Aurea switched to Flow, they relied on email to manage complex campaigns for their clients. Now, they check the status of tasks at a glance, and can easily adapt to sudden changes in priorities.

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