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How to Create a Content Calendar for Your Team Using HubSpot

Posted by Amy Silberman on May 10, 2018 5:00:00 PM

Content calendars are an important tool for any business to keep their content on track, on time, and on message. No matter your industry, you should be producing some kind of content - be it a blog, a newsletter, emails, or something else. Using a content calendar to keep your whole team’s content plan in one place helps to keep everyone accountable and up to date. While there are many options for content calendars, we prefer using the Calendar tool in HubSpot to keep all our content within one portal.

We have worked with a few different options for content calendars including our own template. However, since most of our content, blogs, and email are created and distributed in HubSpot, we decided to move our content calendar to HubSpot as well.

Within the calendar tool in HubSpot, you can attach drafts of content such as blogs, emails, and landing pages. Each piece of content can be assigned to a specific team member along with a due date. Once a piece of content is marked as complete, it can also be scheduled to be posted directly from the calendar as well.

The HubSpot Calendar will also color sort your content by the campaign each piece is tagged with. By having different colors for different campaigns, you can get a really clear overview of which topics you are posting about, which topics are missing, and which topics you should include for your next content assignments.

Having the entire process of creating drafts, content assignments, scheduling, campaign tagging, and more all on one page makes this tool an essential feature for anyone looking to use a content calendar as a part of their marketing toolkit.

 

Guidelines for a Content Calendar in HubSpot

To use the HubSpot Calendar tool as your own content calendar, you can follow the steps below:

1. Navigate to the Calendar tool under Marketing > Productivity > Calendar


Calendar_Menu


Once you are in the Calendar tool, take a look around and familiarize yourself all the different functions and placements within the feature.

As you can see, you can choose which options to view on the calendar. This is helpful, for example, if you have a large amount of recurring emails that go out, you can remove them from view so they don’t distract you from other tasks. You could also select only one type of content to view at a time so you can get a better picture of your tasks at hand.

Calendar_View_Options

 

2. Plan content and assign tasks to team members 

We at i5 Web Design use the calendar for ourselves and our clients to schedule tasks for pre-discussed content creation and content reviews.

Our process is as follows:

  • Plan out content and discuss who will be assigned each piece of content
  • Create a task to assign the content to the correct team member

Create_New_Blog

  • If necessary, the new task will create a draft of the content (blog, email, landing page, etc.)
  • The assignee will receive a notification email from HubSpot letting them know about their new assigned task

Task_Assignment_Email

  • Each team member can then go to their new draft and work on it to complete their task
  • As the task due date gets closer, HubSpot will send out an automatic email reminder to the assigner and the assignee reminding them their due date is approaching (if the task is late, reminder emails will also automatically be sent out)

Task_Reminder_Email

 

  • Once the task is finished, the team member can mark it as complete and the assigner will receive an email notification that the task is complete

Complete_Task


We also use this with clients when we create content for them. In this scenario, we use the following process:

  • Create the content within HubSpot
  • Set a task for the client to review the specific piece of content (either attach the content or include a note which designates the correct piece of content to review)

Review_Task_Assignment

  • Once the client has reviewed and approved the content, they mark the task as complete, which signals us that the content is approved to post

This process lets our clients have a clear view on what is being produced, what is ready for review, and what is scheduled to be posted.

 

3. Schedule and post content from the Calendar tool

Once the content has been created and/or reviewed, it is time to post! Whether we are posting for ourselves or scheduling approved pieces for clients, we like to continue to use the Calendar tool to post content.

Every piece of content can be scheduled and posted within its own area and it will show up as scheduled or posted on your Calendar. However, we like to use the Calendar tool’s scheduling feature since everything can be done in one central area after each task has been completed.

For both ourselves and our clients, we take a task marked as ‘Complete’ as the signal that a piece of content is ready for scheduling.

To schedule a task, simply go to the ‘Schedule’ button and choose the type of content you would like to schedule.

Options include:

  • Blog
  • Email
  • Landing Page
  • Social Message

You can then choose to create a new piece of content or choose a draft that is already in the works.

Schedule_Post

You then choose the associated campaign, date, and time and you are good to go!


Conclusion

While there are many different ways you can schedule and track your content, it is universally agreed upon that some sort of organization is necessary to keep everything orderly.

If you use HubSpot for any kind of content, be it blogs, emails, landing pages, or more, the Calendar feature within the tool is a great option for assigning, creating, tracking, and posting your content.

 


Are you interested in using HubSpot as a way to create content and more? Contact us today to learn if HubSpot is a good fit for your company!

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Topics: Hubspot Practical Guidelines