I always knew that having an editorial calendar was important, but for a long time I struggled to create a structure that really worked.  I tried lists, color-coded spreadsheets, and a dedicated Google Calendar, but those systems would either be too cumbersome to maintain or too easy to forget.

Finding a true solution required getting super clear about what I wanted my editorial calendar to be.  My calendar needed to be a . . .

• Single place to note and generate ideas for new blog posts
• Source for both past and future topics that give me a bird’s-eye view of my content marketing strategy
• Communication hub and collaboration area that allows me to delegate certain aspects of the blog post publishing process

As soon as I got clear on the function of the editorial calendar, the format solution was born.

I could create exactly what I wanted in Asana!  I created my Asana Editorial Calendar last November, and it’s been amazing.

It’s super easy to use, my assistant loves it, and we are totally on a roll.

I want to share our blueprint with you, so you can use and benefit from it :).

5 Steps to Turning an Asana Project into an Editorial Calendar

Step 1: Create an Editorial Calendar Project

In Asana: Create a new project in Asana by hitting the “+” sign next to PROJECTS (in the left pane) and giving it a name “Editorial Calendar.”

Color code it and/or add it to favorites, so you can easily find it later on.  Hover over the name of the project. A little arrow will appear to the right of the project name. Click on the arrow.  In the dropdown menu, select a color and/or click Add to Favorites to create a shortcut and pin the project right under your avatar picture.

Step 2: Determine the Moving Parts of Your Editorial Calendar Project

Think about different categories of items that you want in your Editorial Calendar.  Don’t worry about having a comprehensive list from the get go.  Add obvious and key categories first.  You can always add more stuff later.  To put the items in the desired order, highlight and drag a number of them up or down.

My categories evolved over time, and this is how they look now:

• Archive
• Monthly Lineup (categories of posts I use on a weekly basis. Here is why I do that).
• Goal Tracking (my blogging goals)
• Blog Post Ideas (here I list my own ideas, reference articles that gave me ideas for my own articles, questions from my blog readers, etc.)
• Blog Post Uploading Process (checklist of what needs to happen when uploading a blog post)
• Months of the Year

In Asana: Create a category by typing its name in the same space you’d normally use for creating a task. Type in the name of the task and follow it with a colon.  Hitting “enter” makes that phrase a header under which you can group tasks.  Removing the colon will turn the item back into a regular task. You can easily drag the categories around within the project.

Step 3: Populate Your Project

Now that you have a rough structure, go ahead and add individual items under different categories.  Some of the categories like Archive, Monthly Lineup, and Goal Tracking will have just one or two tasks under them.  Others—like Blog Post Ideas and individual months—will have more.

In Asana: List the tasks by typing them in the middle task pane. Type a task, hit “enter” on your keyboard, type another task, hit “enter,” and so on.

Use the left pane to give additional information about tasks: add reference links or notes for yourself in the task description area; create a checklist by using the Subtask feature; assign a due date for time sensitive items.

Step 4: Help Your Team Members Help You

Asana is an excellent tool for collaboration.  Even if you’re not in a position to hire someone right away, start noting the aspects of the process you’d love someone to help you with eventually.  Here are some examples of team members you might want to consider bringing on board:

• Copywriter to write articles for you
• Copyeditor to look over your articles before publishing
• Assistant to format and upload blog posts

Start thinking about what information they need to complete the tasks to your satisfaction. Consider outlining sample blog post structures and formatting and uploading a checklist.

In Asana: When collaborating on a project, make sure to share the project with your team member(s).

Assign the task to them by clicking on the little silhouette on the left side of the task name (middle pane) or in the top left corner of the task details pane (right pane).

Assign the due date in the task details pane (right side) and click the little calendar icon.

Fill out the description part of the task with examples and expectations for this task.

Use the Comments area to communicate with your team member(s) instead of exchanging e-mails.  Use the @ sign to tag them.

Step 5: Take Advantage of Templates

You know that I’m addicted to templates :).  They save my assistant and me lots of time and make quality control a breeze.

Here’s how to use them.

In Asana: Create a task Blog Post Formatting and Uploading Template (here’s what mine looks like).

Use the Subtasks feature to list the steps you take when formatting and uploading posts.  Every time you’re about to create a task for a new blog post, copy your template and rename the task giving it the title of your new blog post.  Then drag the task under the respective month.

In the task description area, attach the post to the task or give a Dropbox or Google Drive link to the final copy.  Then assign the task to your assistant and specify the due date. 

Once your assistant is notified, she’ll go through your checklist and complete each item.

RESULTS

An editorial calendar created in Asana will give you and your team a framework for reaching your blog posting goals.  It will also help you stay organized and on top of things.

Back to You

Do you have an editorial calendar?  What tool do you use?