How Marketing Managers Can Optimize Campaigns Using Kanban in Google Workspace

Meet Finn: A Marketing Manager at Everbloom Organics

Meet Finn, a marketing manager at Everbloom Organics, a fast-growing organic skincare company. Finn’s days are packed: crafting marketing campaigns, managing social media, analyzing website traffic, and collaborating with the sales team. Initially, Finn tried juggling everything with a mix of spreadsheets, email, and various project management apps. But as Everbloom grew, so did the chaos:

• Campaign Confusion: Tracking multiple campaigns across different platforms became a nightmare.
• Content Chaos: Blog posts, social media updates, and email newsletters lived in separate silos.
• Collaboration Complications: Sharing updates and feedback with the team involved endless email chains and messy shared documents.

The result? Missed deadlines, inconsistent branding, and a frustrated marketing team.

Finn needed a solution that could bring order to the chaos. That’s when they discovered Kanban Tasks, a Chrome extension that integrates seamlessly with Google Workspace, turning Google Tasks into a visual Kanban board.

Why a Kanban Approach for Marketing?

Kanban isn’t just for software developers; it’s a powerful tool for marketing teams. Here’s why:

1. Visualize Workflows: See the status of every campaign and content piece at a glance. No more digging through spreadsheets or email threads.
2. Streamline Collaboration: Assign tasks, share feedback, and attach relevant documents directly to Kanban cards. Everyone stays informed and aligned.
3. Improve Efficiency: Eliminate wasted time searching for information and switching between tools. Kanban consolidates everything in one place.

Step 1: Organize Marketing Assets in Drive

Finn started by streamlining their file management system:

• Drive as the Central Hub: All marketing assets, from blog post drafts to campaign visuals, live in designated Drive folders.
• Clear Folder Structure: A logical folder hierarchy (e.g., "Campaigns," "Content," "Assets") makes it easy to find what's needed.

Pro Tip: Use consistent naming conventions (e.g., "CampaignName-AssetType") for easy searching.

Step 2: Transform Emails into Actionable Tasks

Before Kanban Tasks, Finn wasted valuable time copying action items from emails to spreadsheets. Now, they simply:

1. Drag & Drop Emails: Drag emails directly onto the Kanban board. Each email becomes a task card with the original email attached.
2. Assign & Prioritize: Assign tasks to team members and label them by priority (e.g., "High," "Medium," "Low").

Result: No more lost emails or forgotten tasks. Everything is captured and actionable.

Step 3: Build Your Marketing Kanban Board

Installing Kanban Tasks took minutes. Finn set up their first board:

1. Customize Columns: "Backlog," "In Progress," "Review," "Published/Completed."
2. Populate Tasks: Import existing tasks from Google Tasks or create new ones directly on the board.
3. Invite the Team: The content team, designers, and social media manager all have access to the board, fostering real-time collaboration.

This visual board becomes the team's central hub for all marketing activities.

Step 4: Seamless Integration with Docs & Chat

Google Workspace remains essential for content creation and communication, but now it's enhanced by Kanban Tasks:

• Google Docs: Draft blog posts, create social media copy, and write email newsletters directly in Docs, then link them to relevant tasks on the Kanban board.
• Google Chat: Use dedicated channels for project discussions, mentioning specific tasks for context and clarity.

No More Siloed Information: Everything is connected and accessible.

Step 5: Manage Deadlines with Google Calendar

Meeting deadlines is crucial in marketing. Finn uses Kanban Tasks and Calendar together:

1. Schedule Campaigns: Mark campaign launch dates and other key milestones in Calendar.
2. Set Task Due Dates: Assign due dates to tasks on the Kanban board, ensuring alignment with the overall campaign timeline.
3. Sync with "Get Work Done": The "Get Work Done" board automatically aggregates tasks due today and this week, providing a focused daily view.

Result: A unified view of all deadlines and deliverables, minimizing the risk of missed deadlines.

Step 6: Leverage Advanced Features

Finn utilizes Kanban Tasks' premium features to maximize efficiency:

• Attachments: Attach design files, competitor analysis reports, and other relevant documents directly to task cards.
• Tags: Categorize tasks by campaign, channel, or content type for easy filtering and reporting.
• Checklists: Break down complex tasks into smaller, manageable steps.

Step 7: Track Performance and Optimize Workflows

Kanban Tasks provides valuable insights into the marketing team's workflow:

1. Identify Bottlenecks: See where tasks are getting stuck and adjust processes accordingly.
2. Measure Cycle Time: Track how long it takes to complete tasks and identify areas for improvement.
3. Experiment with WIP Limits: Limit the number of tasks in progress to prevent overload and improve focus.

Data-Driven Marketing: Make informed decisions based on real-time performance data.

Wrapping Up

For marketing managers like Finn, Kanban Tasks is a game-changer. It integrates seamlessly with Google Workspace, providing a visual, collaborative platform to manage all marketing activities. Say goodbye to scattered spreadsheets and hello to streamlined workflows.

Ready to transform your marketing workflow?

1. Install Kanban Tasks.
2. Create your first board, invite your team, and start visualizing your marketing efforts.
3. Experience the power of Kanban for a more efficient and productive marketing team.

FAQ

1. What kind of support do you offer?

We provide comprehensive support through email and online documentation, ensuring a smooth onboarding experience and ongoing assistance.

2. What is Tooling Studio?

Tooling Studio develops productivity-enhancing Chrome extensions that integrate seamlessly with Google Workspace. Kanban Tasks is our flagship product, designed to streamline task management and team collaboration.

3. Why use Kanban Tasks if I already use other marketing tools?

Kanban Tasks complements your existing tools by providing a central hub for managing all marketing activities within Google Workspace. It eliminates the need for constant app switching and simplifies collaboration.

4. How do I install Kanban Tasks?

It's easy! Just add it from the Chrome Web Store. It integrates seamlessly with your Google account and Tasks.

5. What about upcoming features?

We're continually developing new features based on user feedback. Check our website for the latest updates.

6. Is my data secure?

Absolutely. We employ robust security measures, including encryption and secure authentication, to protect your data.

7. Can my team collaborate in real time?

Yes! Kanban Tasks is designed for real-time collaboration. Invite team members to shared boards, assign tasks, and see updates instantly.

8. Will I receive notifications?

Yes, you can configure email notifications for new assignments, comments, and due date reminders.

9. Which browsers are supported?

Kanban Tasks is optimized for Google Chrome. While it may function on other Chromium-based browsers, Chrome is recommended for the best experience.

10. How does Kanban Tasks improve marketing workflows?

By centralizing tasks, improving visibility, and simplifying collaboration, Kanban Tasks helps marketing teams work more efficiently, launch campaigns faster, and achieve better results.