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

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

Coordinating all these shifting components might be time-consuming and overwhelming, however there are just a few 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:

  • Basic social media workflows
  • Social media posting workflows
  • Social media content workflows
  • Social media approval workflows

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

social media workflow diagram ideate create review approve post

Advantages of a social media workflow

An efficient social media workflow ensures that each put up is well-crafted, well timed, strategic, and aligned along with your model pointers. It additionally helps to maintain your group 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 laws.

Different advantages of making a social media workflow embody:

  • Improved effectivity and productiveness: A well-designed workflow eliminates guesswork, saves time, and reduces the danger of errors.
  • Larger-quality content material: Clear workflows guarantee your content material is correct, up-to-date, and presents the absolute best reflection of your model.
  • Larger accountability: By assigning duties to particular group members and setting deadlines, everybody is aware of what they’re answerable for. This helps promote collaboration whereas lowering redundancy and duplication of effort.
  • Higher useful resource allocation: A transparent overview of all duties lets you handle assets, like time and funds, higher.
  • Elevated visibility: A social media workflow ensures that content material is shared throughout all channels on time, serving to to extend its attain and visibility.
  • Improved model security: With a social media workflow in place, you’ll be able to make certain that the appropriate individuals in your group test each piece of content material in opposition to your model and compliance pointers earlier than approving it for publication.
  • Higher measurement of outcomes: With a social media workflow in place, it’s simpler to measure the outcomes of your campaigns. This additionally lets you make extra knowledgeable choices concerning future content material methods.

Forms of social media workflows

Whereas there isn’t any one-size-fits-all relating to social media workflows, there are just a few frequent sorts you should use as a place to begin.

Fundamental social media workflow

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

The ten steps of a fundamental social media workflow are:

  1. Ideation: Arising with concepts on your posts or social media campaigns.
  2. Content material sourcing: Amassing or creating the visible property and assets on your posts.
  3. Copywriting: Writing captions or marketing campaign slogans.
  4. Revisions: Copyediting and transforming primarily based on suggestions.
  5. Approvals: From each inside and exterior stakeholders.
  6. Scheduling posts: On the optimal time and date for optimum engagement.
  7. Submit promotion: Implementing paid and natural methods to spice up posts.
  8. Monitoring: Monitoring efficiency and engagement as soon as posts are reside.
  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: Arising with concepts for brand new social media posts. Keep in mind, you’ll be able to at all times discover contemporary concepts utilizing OwlyWriter AI or Hootsuite’s Inspiration feature.
  2. Content material sourcing: Together with analysis and discovering related images, animation, and video property.
  3. Drafting: Writing copy and designing visuals.
  4. Enhancing: Spell checking, copyediting, and reviewing all visuals.
  5. Approval: Acquiring settlement from stakeholders.
  6. Scheduling: Setting the content material to put up at particular instances or intervals.
  7. Monitoring and reporting: Monitoring efficiency after posts go reside.
  8. Advert-hoc posting: Even the best-laid content material plans are hardly ever excellent, so ad-hoc posting lets you reply rapidly to traits 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 might put up content material that doesn’t align along with your model. Or, even worse, doesn’t adjust to {industry} laws.

The 4 steps of a social media approval workflow are:

  1. Ideation: Amassing concepts. Be mindful, marketing campaign and put up concepts may have approval earlier than being despatched to the artistic group.
  2. Creation: The artistic group develops and designs content material based on the agreed-upon idea.
  3. Overview: The content material is reviewed by varied stakeholders (e.g., the advertising and marketing group, authorized division, exterior shoppers, and so on.) to ensure it meets the model’s requirements and any relevant laws.
  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, retaining 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 accredited earlier than content material creation begins.
  3. Content material sourcing: Gathering all obligatory property for post-creation.
  4. Content material creation: Creating posts primarily based on the accredited content material calendar. This contains copywriting and graphic design.
  5. Revision: Enhancing 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 accredited 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 straightforward 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:

  • Social media manager: The role of social media managers includes managing social media channels daily, developing successful social media strategies, and ensuring seamless social media workflows.
  • Copywriter: Copywriters are responsible for creating engaging posts and captions for social media channels.
  • Designer: Creator of graphics, keeper of brand guidelines, and responsible for producing visual content that meets the social media manager’s expectations.
  • Editor: The editor reviews all content created by content creators before sending it for approval.
  • Community manager: Community managers interact with the audience, respond to comments and messages, monitor for negative sentiment, and answer customer questions.
  • Approver: The approver reviews all content created by content creators before posting on social media channels. This may involve multiple levels of management and outside stakeholders.
  • Analyst: Analysts track and evaluate metrics to understand what works and what doesn’t. They also produce reports for the team on an ongoing basis.
  • Legal: Legal teams offer a final review of content before it goes live and ensure that posted content complies with the company’s guidelines.

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), retaining information of all communications, and so on. It’s additionally vital to concentrate on any restrictions on the usage of sure hashtags or phrases that could 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 enable you to plan, observe, and handle your content material all through the month. You’ll be able to 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 prematurely additionally offers 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 participating along with your audience–as a substitute of worrying about when to publish content material.

social media content calendar using hootsuite planner

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4. Be certain everybody is aware of the method

Ideally, your social media posting workflow must be as environment friendly and arranged as potential. Writing down your course of in a normal working process (SOP) ensures new employees, shoppers, and stakeholders perceive the required steps.

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

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

  • The roles and tasks of every particular person concerned within the course of.
  • The main points of how posts are created, reviewed, and revealed.
  • Any guidelines for particular forms of content material or model pointers.
  • Insurance policies concerning when posts must be accredited or rejected.
  • Directions on the best way to measure social media efficiency.
  • All authorized, compliance, and regulatory necessities.

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 group members, reduce errors, and preserve your organization compliant with relevant laws.

5. Keep safe

Security should always be top-of-mind when creating a social media workflow. Make it possible for solely trusted workers have entry to passwords and different confidential info, and take measures equivalent to two-step authentication or encryption to guard knowledge from being leaked.

Moreover, it’s vital to arrange a series of command in order that posts are accredited by the appropriate individuals earlier than they go reside. This may assist be sure that your model voice and messaging keep constant and on-brand whereas stopping confidential info from entering into the incorrect arms.

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

Social media monitoring instruments may act as early warning methods to warn you within the occasion of suspicious exercise like posts from unauthorized accounts. Control all of your social channels and assign somebody to test that every one posts are legit.

Commonly auditing your social media workflows, privateness settings, entry, and publishing privileges may help cut 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 group additionally has to watch and reply to personal messages and feedback.

To be sure that 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:

  • Non-public messages and DMs
  • Public messages and posts in your profiles
  • Darkish and natural feedback
  • Mentions
  • Emoji reactions

… and extra.

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

  • Observe the historical past of any particular person’s interactions along with your model on social media (throughout your accounts and platforms), giving your group the context wanted to personalize replies
  • Add notes to clients’ profiles (Inbox integrates with Salesforce and Microsoft Dynamics)
  • Deal with messages as a group, with intuitive message queues, process assignments, statuses, and filters
  • Observe response instances and CSAT metrics

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Plus, Inbox comes with useful automations:

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

7. Hold it easy

Your social media administration workflow must be designed with simplicity in thoughts. The extra advanced it’s, the extra seemingly your group is to make errors and miss key steps.

Hold issues easy by prioritizing the important steps wanted for posting content material. For instance, it must be clear to your group that every one copy must be accredited earlier than it may be posted. Or, that put up graphics have to be accredited internally as a result of they are often proven to the shopper.

Social media workflows solely turn into difficult should you allow them to. So, begin by mapping out the essential 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, equivalent to by 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 must be versatile and adaptable as your corporation grows or adjustments. Your group may have to regulate who’s answerable for what roles and duties. Or, how usually sure duties or tasks have to be accomplished.

As platforms evolve and new ones turn into out there, your workflow might have to be up to date or adjusted. Be able to reassess and adapt as wanted with a view to keep on high of the most recent traits and finest practices.

Social media workflow instruments

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


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

Crew 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 Crew Plan is designed for smaller groups who need assistance managing easy social media workflows.

Permissions can 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 clients.

Google Sheets

For these simply beginning out, Google Sheets may help you create a easy social media workflow. You need to use it to arrange and observe the progress of posts that want approval, assign duties to group members, and retailer every other related info.

When approvals are wanted, tag group members to evaluation posts, and embody a column for feedback on every put up. This fashion, everybody can rapidly see what’s being posted and what has been accredited.

Be mindful, not everybody retains their Google Suite notifications turned on. So, you could have to comply with up through Slack or e-mail to make sure duties and deadlines are met.

Construct a successful social media advertising and marketing technique with much less effort and time. Use Hootsuite’s social media approval options to ensure none of your posts fall by 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. Attempt it free right this moment.

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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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