Improving My OWN Processes: How I Started Using a Content Calendar and Collaboration Tool

Over the last couple of months, my content has really been focused on organization, both in personal and professional life. I’ve talked about everything from how to organize your desktop, to how to create shared drives and “to do” lists. Hopefully some of these tips and tools have helped you get 2019 off to a great start!

This week I’m going to do a little bit of reflection on a new organizational process that I implemented in my business this year: my Content Calendar and Collaboration Tool!

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As my business grows and the AIS Collaborations team expands, it’s become increasingly difficult to stay on top of who is doing what and when tasks are completed. There are now 3 people writing, editing, and posting blog and social media content, and we post on multiple platforms several times a week. That’s a lot of moving parts to manage!

In order to address this challenge, I did a bit of research and discovered Airtable: a cloud collaboration service that lets users create customized spreadsheet-database-calendar hybrids for organizing data and tasks. While Airtable had templates for different types of collaboration tools, everything is completely customizable, so you can set up your rows, columns, views, Kanban stages, and more JUST as you want it.

My team and I held a call to discuss how to use this new platform, and then we got to work. Here is the experience we’ve had so far:

  1. Easy to use – the platform is incredibly user-friendly and allows all of us (even those that are not as technologically advanced) to log on when and where we want. Bonus - the service is free!

  2. Adaptability of spreadsheet – As a team can decide which information is important and include columns with titles that are applicable to our work. For example, for blog content, we’ve created columns for blog topic, description, due date, author, posting platform, etc.

  3. Spreadsheet organization – tasks are organized by due dates which helps the team to stay on task and easily track if something isn’t done. Bonus – tasks receive a green check mark when they have been completed for easier tracking!

  4. Task assignment – each team member can be tagged on specific tasks. This ensures that everyone is aware of their responsibilities and held accountable for completing their work. It also ensures that there is no accidental overlap of tasks.

  5. Content fields – the fields of various columns can expand to hold entire post content. Rather than having to float between platforms, the team member responsible for posting on social media is able to pull the entire blurb directly from Airtable.

These are just a few positive discoveries we’ve made as we’ve begun to use the new platform. As we become more and more familiar with it, we continue to discover additional features and fully capitalize on the benefits of having a strong organizational system at our disposal.

Airtable may not be the application most suitable for your business (or your personal life), but I can assure you that with a little bit of digging and commitment to implementation, finding an organizational platform can truly help a team’s efficiency.