Streamlining your social media collaboration and approval process is essential for any social media manager. Whether you’re starting out or refining your existing system, a well-organized process can significantly improve efficiency, ensure timely content approvals, and lead to better results for your clients. In this post, I’ll share practical tips and strategies to help you streamline your process.
Setting Expectations from the Start
The foundation of a streamlined process is setting clear expectations from the beginning. Many business owners might assume that hiring a social media manager means they can completely hand off their social media responsibilities. However, social media collaboration is essential for creating effective strategies. Clients need to provide ongoing input, such as feedback on content and insights into business goals.
Avoid setting unrealistic expectations during discovery calls or on your website. Instead, make sure you clearly communicate the collaborative nature of social media management. Key areas to cover include:
Package Terms: Clearly outline what’s included in each package and what falls outside the scope.
Content Revisions: Specify the number of revision rounds allowed.
Client Response Times: Set expectations for how quickly clients should respond to feedback requests.
Collaboration Tools: Detail the tools and systems you’ll use for collaboration and content approval.
I also include these expectations in a client welcome packet, which is designed to be visually appealing and easy for clients to reference. This helps ensure that everyone is on the same page and that clients understand their role in the process.
Choosing the Right Tools and Systems
Selecting the right tools and software is crucial for streamlining your workflow. Over the years, I’ve experimented with various project management tools, including Trello, Asana, and most recently, Notion. I’ve found that Notion provides the flexibility and functionality needed for efficient client collaboration and content approval.
Whatever tool you choose—whether it’s Notion, Canva, or a social media scheduling platform like Metricool—the key is to find one system that works best for you and stick with it. Avoid using different tools for each client, as this can create bottlenecks and complicate your process. Instead, onboard all your clients onto the same platform to streamline communication, content creation, and approval processes.
Developing a Consistent Workflow
Having a consistent workflow is essential, regardless of the tool you choose. Your workflow should cover every stage of content creation—from ideation to scheduling. In my case, I’ve developed a Notion content calendar template that I use for all my clients.
Here’s a brief overview of how my workflow operates in Notion:
Ideation: When a content idea comes up, I drag it into the “In Progress” section and begin brainstorming.
Content Creation: If the content requires client input, such as a video, I move the task to the “To Film & Edit” section. Here, I outline what I need from the client, including examples, audio links, and deadlines.
Client Collaboration: I assign tasks to clients, so they receive notifications. This allows them to review and provide feedback directly within Notion.
Content Approval: Once content is created, it moves to the “Approval” stage, where clients can leave comments and approve the final version.
Scheduling: Approved content is then scheduled for posting.
This workflow allows for seamless communication, reduces back-and-forth emails, and ensures that content moves efficiently from one stage to the next.
Implementing and Refining Your Process
Once you have a process in place, it’s important to continually refine it based on client feedback and your own experiences. Remember, your process is a journey, not a destination. Regularly auditing your workflow and making adjustments as needed will help you maintain efficiency and stay aligned with your clients’ needs.
For instance, after three months of working with a client, consider asking for feedback or a testimonial. This not only helps you improve your process but also strengthens your relationship with the client.
Final Thoughts
Streamlining social media collaboration and the approval process is key to running a successful social media management business. By setting clear expectations, choosing the right tools, developing a consistent workflow, and regularly refining your process, you can enhance client satisfaction and ensure that your business runs smoothly.
If you found these tips helpful, consider incorporating them into your own workflow to see the benefits firsthand. And if you’re looking for a ready-made Notion template to help you plan, organize, and streamline your content creation process, check out my exact template HERE.
Episode Links + Resources
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The Tropical Social Podcast
Your go-to podcast for social media managers, freelancers, and service providers who want to stand out online and build a brand that lasts.
Whether you're dreaming of working from anywhere, building a business that supports your lifestyle, or simply wanting your marketing to finally click, The Tropical Social Podcast is here to help you make it happen.
Through honest conversations, actionable tips, and behind-the-scenes insights, host Shannon Segall shares the tools you need to grow a personal brand, attract aligned clients, and market yourself without burning out.
