4 Time-Tested Ways to Create A Seamless Social Media Marketing Workflow

Are you losing time and money on your chaotic and inefficient social media marketing workflows?

You’re not alone. 

Data shows that inefficiency costs companies around 20% to 30% of revenue annually.

That’s money you can’t afford to lose if you want your business to succeed. 

The good news is that there are strategic and effective ways to streamline your processes, starting with one of the essential types of marketing campaigns: Social media marketing. 

Learn the four best ways to develop a seamless social media marketing workflow to improve efficiency and get results faster.

Let’s get right to it. 

1. Set specific roles and responsibilities

Setting which team members are involved and their responsibilities help ensure everyone is on the same page and works on their assigned tasks. 

It specifies each person’s role and expected contribution to the process.    

The roles within social media marketing management can include the following:

  • Content creator. The content creator helps bring content ideas to life and produce content for your marketing team. 

The content isn’t limited to social media posts since content creators can repurpose other content, such as turning relevant blog post snippets into popular quotes on TikTok

  • Social media manager. A social media manager handles daily social media marketing channel activities. 

The manager develops social media strategies and ensures smooth workflows for your team. 

A social media manager’s tasks can include responding to comments, publishing content, and monitoring analytics via social media management platforms such as Vista Social. 

Image source:

The platform lets you track, analyze, and generate automated performance reports on your social media campaign.  

  • Designer. Your designers create visual content for your social media posts and may also film and edit videos. 

Designers must collaborate with content creators and copywriters since visual content and copy often go hand in hand. 

For instance, copywriters help ensure your Instagram video captions follow content writing best practices to draw your audience’s attention and drive engagement. 

  • Community manager. A community manager moderates your social accounts to help you create a solid social media presence. The manager also helps your brand engage and build communities across social media platforms. 

Each role is relevant depending on your business. You’ll have to tailor your team and each member’s specific functions to fit your company’s needs. 

2. Create a social media content calendar

Stay organized and keep your social media content planning, creation, and publishing on track to help establish seamless workflows. 

Start by identifying the kind of content you want to post and when to publish each post. 

The best way to achieve this is through a social media content calendar. 

You can use social media content calendar templates from your social media management platform and other tools, such as reliable approval workflow software

Your content calendar can help you plan, organize, and schedule your social media posts across several weeks or months. 

Create your content calendar with these tips:

  • Brainstorm content ideas that can fuel and amplify your social media marketing campaigns, such as videos, images, infographics, and other content types. 

For example, if you run an ecommerce store on Shopify, consider creating a TikTok video or Instagram Reel to share the best Shopify apps to increase sales. 

  • Determine your target timeline and plan for publishing your social media content. Consider factors such as holidays, the news cycle, and other events that might impact your content. 
  • Assign tasks, such as which team member should create certain content, and schedule your social media posts in your content calendar. 

Include filming videos and designing visuals for multiple social media platforms in your content calendar schedule. 

A content calendar helps you stick to a schedule and avoid missing deadlines while streamlining your social media marketing workflows. 

3. Develop your social media strategy with your workflow in mind

Create your social media marketing strategy around your team’s workflow instead of the other way around. 

After all, you have to consider logistical parts, such as your creation, distribution, and content tracking approach, before developing your strategy.  

Creating your strategy around your workflow helps you tailor your approach to your social media marketing team’s needs, strengths, and limitations. 

Consider these general tips when developing a social media strategy around your team’s workflow. 

  • Identify your goals and what you want your social media strategy to achieve. 
  • Know your target audience and the people you want to reach with your strategy. 
  • Focus on the right social media platforms based on your specific audiences, strategy, and social media campaigns. 
  • Determine the types of content that can resonate with your target audience, including how you will create the posts. 
  • Create a content distribution plan and how you will get your posts in front of your target audience. 
  • Decide how you will track and measure your social media marketing campaigns’ success, including your key metrics.   

Use the right tools to help you create your social media marketing strategy. 

For instance, you can learn more about your target audience using Facebook Audience Insights. 

The tool lets you research, create, and segment your audiences on Facebook. You can learn about their demographic data, such as their ages and job titles. 

Image source:

The tool allows you to understand your target audiences better to help you create content and ads that resonate with them. 

4. Establish an approval process

An approval process within your workflow helps ensure you constantly churn out high-quality, on-brand content. 

An approval process also speeds up your content publishing to get your content to your audience as quickly as possible. 

An effective approval process should specify the people involved and the point where the approval process takes place. 

It should also include how the process can help you achieve your social media marketing goals. 

Depending on your team and objectives, the people that should be in your approval process can include the following:

  • A Subject Matter Expert (SME). SMEs can provide feedback on your content’s accuracy, especially when creating high-stakes or sensitive campaigns. 

For example, an SME can help you tailor your messaging to present your service’s benefits over the features to compel audiences to buy SEO articles from you.  

SMEs can also help when you need to push a lot of content and need extensive proofreading. 

  • Copywriter or content creator. Your content should go through the content creators or copywriters before publishing so they can assess if the content meets all your branding and campaign requirements.  
  • Copy editor. A copy editor ensures that your social media posts and other content are error-free and on-brand (in some cases). 
  • Someone who makes the final decision. You should have a person who has the final say or the last person to approve your social media content to ensure everything meets your company policy and guidelines. 

Streamline your social media marketing tasks

A social media marketing workflow should work for you and your team to make handling your tasks as efficient as possible. 

Learn the best methods to establish seamless social media marketing workflows and deal with tasks promptly with the tips in this guide. 

Nailing your workflows can help your social media team run your campaigns and deliver results quickly without compromising quality.