7 Tricks to Create an Environment friendly Social Media Workflow [Templates]


Are you seeking to create a extra environment friendly social media workflow?

Social media managers have a troublesome gig, usually juggling multiple accounts, managing complicated campaigns, and collaborating with stakeholders.

Coordinating all these transferring components might be time-consuming and overwhelming, however there are a number of easy methods to make your workflow extra environment friendly.

Let’s check out the highest 7 tricks to create an efficient social media workflow.

What is a social media workflow?

A social media workflow is a system for managing your social media post creation, publication, and promotion. This includes tasks like drafting posts, scheduling them to post at specific times, approving content before sharing it with your followers, and measuring performance by analyzing the results.

In some cases, you may have multiple social media workflows. These can include:

Each workflow streamlines your social media process flow and ensures that each post is completed consistently and efficiently.

Advantages of a social media workflow

An efficient social media workflow ensures that each publish is well-crafted, well timed, strategic, and aligned along with your model tips. It additionally helps to maintain your workforce keep organized and on process.

When all obligatory steps are specified by advance, it takes the stress out of content material creation and ensures consistency on your model and compliance with industry-specific rules.

Different advantages of making a social media workflow embrace:

Forms of social media workflows

Whereas there isn’t any one-size-fits-all in terms of social media workflows, there are a number of widespread varieties you should use as a place to begin.

Fundamental social media workflow

A primary social media workflow ought to contain your entire day-to-day actions. Every might be damaged down into a number of broad phases.

The ten steps of a primary social media workflow are:

  1. Ideation: Developing with concepts on your posts or social media campaigns.
  2. Content material sourcing: Accumulating or creating the visible belongings and assets on your posts.
  3. Copywriting: Writing captions or marketing campaign slogans.
  4. Revisions: Copyediting and remodeling based mostly on suggestions.
  5. Approvals: From each inside and exterior stakeholders.
  6. Scheduling posts: On the optimal time and date for max engagement.
  7. Publish promotion: Implementing paid and natural methods to spice up posts.
  8. Monitoring: Monitoring efficiency and engagement as soon as posts are dwell.
  9. Group administration and customer support: Responding to feedback and messages, routing customer support inquiries.
  10. Optimization: Making every day content material changes.

Social media posting workflow

Social media posting workflows contain the creation and scheduling of content material throughout platforms.

The eight steps of a social media posting workflow are:

  1. Ideation: Developing with concepts for brand new social media posts. Bear in mind, you’ll be able to all the time discover contemporary concepts utilizing OwlyWriter AI or Hootsuite’s Inspiration feature.
  2. Content material sourcing: Together with analysis and discovering related pictures, animation, and video belongings.
  3. Drafting: Writing copy and designing visuals.
  4. Modifying: Spell checking, copyediting, and reviewing all visuals.
  5. Approval: Acquiring settlement from stakeholders.
  6. Scheduling: Setting the content material to publish at particular instances or intervals.
  7. Monitoring and reporting: Monitoring efficiency after posts go dwell.
  8. Advert-hoc posting: Even the best-laid content material plans are not often excellent, so ad-hoc posting permits you to reply shortly to developments and publish well timed content material when obligatory.

Social media approval workflow

Approvals are the spine of any profitable social media workflow. And not using a structured approval process, you can publish content material that doesn’t align along with your model. Or, even worse, doesn’t adjust to {industry} rules.

The 4 steps of a social media approval workflow are:

  1. Ideation: Accumulating concepts. Remember, marketing campaign and publish concepts might have approval earlier than being despatched to the inventive workforce.
  2. Creation: The inventive workforce develops and designs content material in line with the agreed-upon idea.
  3. Assessment: The content material is reviewed by numerous stakeholders (e.g., the advertising workforce, authorized division, exterior shoppers, and many others.) to ensure it meets the model’s requirements and any relevant rules.
  4. Approval: As soon as all stakeholders have given their approval, the content material is able to be posted.

Content material batching workflow

Content material batching is the method of making a number of items of content material without delay after which scheduling them for launch over a set interval. This lets you plan forward and get content material out frequently, conserving your model top-of-mind on your followers.

The eight steps of a content material batching workflow are:

  1. Ideation: Brainstorming content material for a set time frame, usually one week or one month.
  2. Calendar creation: Creating a content calendar on your timeline, and get it accepted earlier than content material creation begins.
  3. Content material sourcing: Gathering all obligatory belongings for post-creation.
  4. Content material creation: Creating posts based mostly on the accepted content material calendar. This contains copywriting and graphic design.
  5. Revision: Modifying the content material as wanted to make sure accuracy and high quality.
  6. Approval: Reviewing and approving all content material earlier than it’s revealed.
  7. Scheduling: Scheduling the accepted items of content material to be launched at pre-determined instances.
  8. Analytics and optimization: Monitoring analytics from every bit of content material and optimizing future content material.

Free social media workflow templates

Able to arrange your individual social media workflows? We’ve put collectively a set of simple to make use of, totally customizable templates that can assist you get began.

Social media workflow template

Tips for creating an efficient social media workflow

Once you have a basic understanding of the social media workflow process, it’s time to start building out your own workflow.

Here are some tips to help you create efficient and high-quality workflows.

1. Establish roles and responsibilities

Social media workflows often involve multiple people, so it’s important to define roles and responsibilities. Expectations, deadlines, and accountability of each role should be clearly outlined from the start.

Here are a few common roles and their responsibilities:

Every social media team operates uniquely, so not all of these roles will be relevant to your needs. However, your team is structured, be sure to set clear expectations to keep everyone on the same page.

2. Be clear on the rules of your industry

Regulatory compliance is essential for industries like finance, healthcare, or government to properly maintain a social media presence. Before starting any social media management workflow, you first need to understand any regulations and best practices that must be followed (e.g. HIPAA in healthcare).

This contains defining disclosure necessities for sponsored posts, understanding the authorized implications of utilizing user-generated content material (UGC), conserving data of all communications, and many others. It’s additionally vital to concentrate on any restrictions on using sure hashtags or phrases which may be deemed inappropriate in your {industry}.

Learn up on social media compliance and compliance instruments earlier than getting began.

3. Use a social media calendar to plan forward

Content material calendars allow you to plan, observe, and handle your content material all through the month. You possibly can map out the matters, frequency of posts and approval timeline to make sure all content material is on model and in compliance with {industry} requirements.

Making a content material calendar upfront additionally provides you the flexibleness to schedule posts ahead of time, which saves time and assets all through the month. This lets you focus extra on creating new content material or partaking along with your audience–as an alternative of worrying about when to publish content material.

social media content calendar using hootsuite planner

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4. Ensure everybody is aware of the method

Ideally, your social media posting workflow needs to be as environment friendly and arranged as attainable. Writing down your course of in a regular working process (SOP) ensures new workers, shoppers, and stakeholders perceive the required steps.

And, that your entire workflows are simply repeatable throughout shoppers, social media platforms, and campaigns.

A social media workflow SOP ought to embrace the next info:

By creating a transparent and concise SOP on your social media posting workflow, you’ll be able to be sure that everybody concerned within the course of is on the identical web page. This helps to streamline collaboration between workforce members, reduce errors, and hold your organization compliant with relevant rules.

5. Keep safe

Security should always be top-of-mind when growing a social media workflow. Guarantee that solely trusted staff have entry to passwords and different confidential info, and take measures akin to two-step authentication or encryption to guard information from being leaked.

Moreover, it’s vital to arrange a series of command in order that posts are accepted by the correct folks earlier than they go dwell. This can assist be sure that your model voice and messaging keep constant and on-brand whereas stopping confidential info from moving into the mistaken palms.

With a social media administration software like Hootsuite, you’ll be able to arrange customized permissions and approval workflows, and all the time hold your channels safe and on model.

Social media monitoring instruments can even act as early warning techniques to warn you within the occasion of suspicious exercise like posts from unauthorized accounts. Keep watch over all of your social channels and assign somebody to examine that each one posts are official.

Usually auditing your social media workflows, privateness settings, entry, and publishing privileges might help scale back threat and keep a constant model picture.

6. Use a unified social media inbox

Social media administration goes past creating, posting, and measuring the efficiency of content material — your workforce additionally has to watch and reply to non-public messages and feedback.

To make it possible for all interactions are routed and dealt with accordingly, use a cross-platform social media inbox that helps process assignments and standing monitoring.

Hootsuite Inbox helps groups arrange customized workflows that bridge the hole between social media engagement and customer support — and handle all social media messages in a single place. This contains:

… and extra.

The all-in-one agent workspace makes it simple to

Hootsuite Inbox social custom service agent workspace

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Plus, Inbox comes with useful automations:

  • Automated message routing
  • Auto-responses and saved replies
  • Robotically triggered buyer satisfaction surveys
  • AI-powered chatbot options

7. Preserve it easy

Your social media administration workflow needs to be designed with simplicity in thoughts. The extra complicated it’s, the extra probably your workforce is to make errors and miss key steps.

Preserve issues easy by prioritizing the important steps wanted for posting content material. For instance, it needs to be clear to your workforce that each one copy must be accepted earlier than it may be posted. Or, that publish graphics must be accepted internally as a result of they are often proven to the shopper.

Social media workflows solely turn out to be difficult for those who allow them to. So, begin by mapping out the fundamental steps in your workflow and approval course of, then add particulars as wanted.

Don’t overlook to create a system for monitoring and measuring the efficiency of your workflows, akin to via shopper suggestions or inside surveys, so you’ll be able to monitor success and make any obligatory changes.

8. Be versatile and adapt as wanted

Social media workflows needs to be versatile and adaptable as your enterprise grows or adjustments. Your workforce might have to regulate who’s answerable for what roles and duties. Or, how usually sure duties or obligations must be accomplished.

As platforms evolve and new ones turn out to be out there, your workflow might must be up to date or adjusted. Be able to reassess and adapt as wanted so as to keep on high of the most recent developments and greatest practices.

Social media workflow instruments

Able to make your social media advertising course of circulation like water? Listed below are the most effective social media workflow instruments that can assist you get began.


Hootsuite makes social media workflows and approvals simple, with a full suite of instruments that can assist you create, handle and approve posts. From content material planning to post-publication evaluate and evaluation, Hootsuite gives every part you want in a single handy dashboard.

Workforce members can draft, edit and approve content material–all within the Hootsuite dashboard. Approval options can be found in all Enterprise and Enterprise plans, whereas the Workforce Plan is designed for smaller groups who need assistance managing easy social media workflows.

Permissions will also be assigned to Hootsuite customers, to assist management the messages despatched out by your social accounts. Customers who’re assigned the Restricted, Responder, or Customized function with the “Publish Message with Approval” permission should obtain approval for his or her posts earlier than they’re revealed. This helps you make sure that solely high quality content material reaches your followers and prospects.

Google Sheets

For these simply beginning out, Google Sheets might help you create a easy social media workflow. You should utilize it to prepare and observe the progress of posts that want approval, assign duties to workforce members, and retailer some other related info.

When approvals are wanted, tag workforce members to evaluate posts, and embrace a column for feedback on every publish. This fashion, everybody can shortly see what’s being posted and what has been accepted.

Remember, not everybody retains their Google Suite notifications turned on. So, it’s possible you’ll must comply with up by way of Slack or e-mail to make sure duties and deadlines are met.

Construct a successful social media advertising technique with much less effort and time. Use Hootsuite’s social media approval options to ensure none of your posts fall via the cracks. Assign work to your teammates, get notifications when content material must be edited, and supply suggestions to one another — all from one dashboard. Strive it free at present.

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Do it higher with Hootsuite, the all-in-one social media software. Keep up to the mark, develop, and beat the competitors.

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