Call me a nerd, but in an attempt to better communicate our processes to our team members and manage the growth of our business, I've decided to make the process for publishing our weekly newsletter publicly available. I believe this will force us to improve the quality of our processes (to avoid embarrassment), which will, in turn, benefit the business.
I recently published our process for creating a process and highlighted the importance of communicating “why” a particular process is important and “how” a team member knows when a process is complete.
Publishing these processes on my blog just gives me somewhere I can reference them in the future. If you find them helpful, feel free to take them, tweak them and make them your own.
So let's begin with one of the weekly activities that causes a little bit of stress, (primarily because there are multiple people in multiple timezones involved), the publishing of our weekly email newsletter, “WordPress Wednesday”.
There are essentially three parts to this event:
- collecting and suggesting content during the week
- preparing the content for the newsletter
- publishing the actual newsletter
Here's a flowchart I built in LucidCharts to visually communicate how these parts work together, who is responsible and the primary tool we use for each.
Collecting and Suggesting Content
Here's the process for installing the SlackIt bookmarklet as a checklist in Process Street.
Every Tuesday (US time), Kristen (who is based on the east coast of the USA), scans the Slack channel and prepares the newsletter in a folder in Google Drive. We treat Kristen as our “Editor” and this part of the process is critical, as it makes publishing the newsletter a lot smoother.
Here's the process Kristen follows every Tuesday in Process Street:
Publishing the Newsletter
Every Wednesday (Australian Time), Michelle (who is based in Manila in the Philippines), uses the content in the Google Drive folder to publish the newsletter in WordPress (using Advanced Custom Fields – thank you Elliot Condon) and then send it to our email subscribers from Infusionsoft.
Here's the process Michelle follows each Wednesday in Process Street:
I hope this helps our team better understand all the moving parts of this weekly marketing event and I hope it helps you with your processes too.
Feel free to ask any questions or leave any suggestions in the comments.