Managing and coordinating a project is definitely not an simple task, especially when some parts need to be broken down into smaller pieces for each person of the group to deal with individually.
Blogs are rapidly turning into one of the most sought after web site additions you can have – besides a Twitter account of course!
So if you’re a virtual assistant like me, and have several blogs to manage in various different applications, how do you go about making sure that all your bases are covered all of the time? The best way to manage these processes is through an online collaboration system or project management space, and there are various options to choose from. When you’ve found the particular one you’d prefer, it’s a smart move to set up every blog you manage as a new project – or a new milestone within a project if you’re operating it on an individual client basis.
Then design a workflow for the post and assign people to the tasks inside the workflow, so for example:
1. Brainstorm Idea – John
2. Write post or processing – Karen
3. Edit & proofread post – Karen
4. Add graphic – Paul
5. Upload / Schedule – Teresa
6. Complete – Teresa
So, this is a general example of your workflow, and you have also assigned specific tasks to your individual team members who are to be key players in the workflow.
Write out your posts on a calendar so you can see what’s happening on the upcoming month (or week, but month is more useful). This can be part of your brainstorming session, so get the titles for the posts and the rest will follow.
Once you have done this, assign the task to the writer – this is step 2. The writer can then place the post in the project space as a collaborative document. Once the writer has finished writing the content, he can set the workflow to step 3, and an editor can tidy up the final copy by making essential changes to the identical document.
Step 4, the document is now given an acceptable graphic, and if the post needs one, it can be uploaded into a blog – step 5, and set to go out on a specific date. At this point the task is complete, and step 6 is to close it.
Everyone knows what part they play because it’s easy to understand, and the identical workflow can be used for almost every blog post on an unlimited number of projects. It is an excellent idea – unless of course you are a project manager or online business manager, to take on one of these highly trained individuals to coordinate your team and workflows for you. Whilst having various parties do the work is one thing, overseeing it is often more difficult than the task itself.
Michelle Dale is The Managing Director of Virtual Miss Friday, an Experienced Executive Virtual Assistant who collaborates with businesses and individuals with the sole aim of accomplishing their professional goals. Want to learn more about these comprehensive online business building success strategies? Join the Campaign for FREE Virtual Assistance right now!
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