The Ultimate Guide to Marketing Project Administration

Just because your office tag or part plaque doesn’t say “project manager” doesn’t mean you’re not one.

Software engineers are usually project managers.

So are wedding ceremony planners.

And if you’re in charge of in-house marketing campaigns, so might be you.

Even in the midst of a flurry of ever-changing deliverables and deadlines, many creative teams and advertising agencies still tend to downgrade the sheer importance of advertising project management software.  

You tell yourself that you are the best digital marketer your firm has ever observed. That there’s no way task management could turn into a fire drill down under your watch. But you’d be damned to carry on with this particular line of thought.

Take this towards the bank: project management software is definitely the most important asset you can have within your digital marketing stack.

Don’t believe us? Check out these types of stats:

Need we say more?

Keeping reading through to learn:

What Is Advertising Project Management?

Marketing and advertising project management is all the planning that’s necessary to take a marketing campaign from a concept to execution. On a fundamental level, it’s deciding the way to achieve a goal, what needs to get done, planning the actions, and then making sure it happens.

Let’s look at an example task. Say, for example , your marketing and advertising team wants to launch the blog on Medium.

Handling that project would involve:

  • Doing a bit of history research on Medium
  • Deciding what KPIs this initiative helps you achieve
  • Setting deadlines
  • Planning how to make it occur
  • Choosing help
  • Monitoring the project to ensure it gets done properly and on time

That’s it.

On a more minute level, marketing project management involves:

  • Idea projects to satisfy KPIs
  • Scheduling practical start dates and deadlines
  • Budgeting entire campaigns and individual tasks
  • Planning individual tasks throughout multiple teams
  • Assigning the right job to the right person on the right time
  • Executing the plan promptly
  • Re-balancing tasks and workloads instantly
  • Completing the marketing project
  • Evaluating metrics and identifying wins and fails
  • Revising what needs repairing now and changing to improve future campaigns

It’s a lot, but do not start hyperventilating.

Thanks to marketing project software , you can manage each and every teeny-tiny detail of your marketing campaigns from a single easy-to-use dashboard.

What Is Marketing Task Management Software?

Marketing project software is a purpose-built platform that helps marketing departments to plan and execute projects. It is about pre-built with all the integrations plus tools you need to streamline workflows, plan campaigns, collaborate, and manage all of your creative digital assets.

The best part? It comes chock-full of the following project administration features:

  • Resource percentage
  • Proofing
  • Marketing campaign performance management
  • Workflow optimization
  • SLA confirming
  • File sharing
  • Project tracking
  • Budgeting
  • Time tracking
  • Workload management
  • And more!

A truly cutting-edge project management tool will pull all of these capabilities under one roof. Make that happen, and the results will speak for themselves.

Why Your Marketing Team Needs Marketing Management Software

Your marketing and advertising team is full of different personas, roles, and skillsets. The particular members of your creative team likely thrive with a more flexible approach and push back against structure and clearly-defined processes. The marketing analytics team lives and passes away by logical outcomes and hard numbers. Your marketing and advertising project management software should help these cross-functional teams work together toward the same goal — creating great content and executing effective campaigns.

Listed below are six reasons you need marketing project software and how it will transform the way you work.

1 ) Coordination

Without a clear method to track and manage timelines, deadlines, and next steps, matching campaigns can feel a lot like herding cats. The right marketing and advertising project management solution should provide a holistic view of every task and deliverable, so that you can see exactly when and where things are getting off track.

2 . Collaboration

You can’t build prosperous integrated marketing campaigns with no seamless communication and collaboration. But using email to deliver comments back and forth is a great method to lose track of critical opinions. A good marketing project software should enable collaboration — allowing you to build flexible workflows to manage task approvals and giving your team the ability to provide and track comments in the same place so no one misses any edits or comments.

3. Transparency

Marketing project management software provides your department the ability to keep track of team processes, assess campaign progress, and identify potential bottlenecks. The result is the visibility you need to make informed, effective decisions that will minimize waste materials, improve operational efficiency , and maximize campaign performance.

4. Marketing and advertising resource management

A good marketing project management tool must also provide advertising resource management capabilities to help you manage all of your marketing resources. The ability to store relevant brand, content, plus visual assets will help your team leverage what’s recently been created and reduce duplicative attempts, saving your marketing group both time and money.  

5. Organization

Marketing campaigns have a lot of moving parts — they’re essentially the product of the comprehensive laundry list of “to-do’s. ” Marketing project software helps you keep track of every job and deliverable in one location, so you stay organized, effective, and productive.

6. Productivity

Too often, marketing teams invest the majority of their time and energy wrangling tasks and responding to open fire drills. A good marketing project management software provides calendars, notifications, and a clear view associated with what needs to happen following, helping everyone on your team stay focused on what’s most significant. Bonus points if the tool provides operational efficiency analytics , like Welcome’ s CMP.

Is certainly Marketing Project Management Software Worth The Punch?

Take a quick detour to Google.

Research the pricing figures pertaining to marketing project management software.  

What do you see?

If you’re such as some marketers, you’ve probably looked away in chagrin (no way you’re going to spend that much on a marketing management solution! )

Yet think about it.

How much do you invest in analytics subscriptions, time-tracking equipment, collaboration software every month?

Our own guess is that the tallied-up quantities exceed what you’ll ever spend on an all-in-one marketing-specific project management solution.

Nevertheless not convinced?

Think about the associated with your time. The hours that your designers, writers, and project managers waste away looking to pinch pennies.

Add the particular figures up, and you’ll arrive at only one conclusion: the cost of your team members’ time exceeds what you’ll invest in one-off or single-purpose marketing and advertising solutions.

Just think about it.

Varieties of Marketing Project Management Software

Social networking Management Software

Social media management systems like Hootsuite and Sprout Social allow you to schedule blogposts, measure content engagement, plus understand social campaign performance. However , for sophisticated content material marketers producing a lot of content material for different channels and operating integrated campaigns, social management software only solves one part of the content creation and distribution process.

Workflow and Project Management Software 

Workflow and task management software solutions (think: Basecamp, Smartsheet, Trello) allow groups to plan projects, track tasks, schedule distribution, plus allocate resources. While these types of capabilities are critical for your marketing efforts, these tools don’t offer marketing-centric functionalities about ideating, digital asset management, or analytics that marketing and advertising teams need to create efficient integrated campaigns.


The content marketing platform (CMP) is a software solution that enables marketing experts to drive awareness, leads, and revenue through content. Some CMPs also offer project management capabilities to help marketers take care of content production and strategies. Welcome is an example of an end-to-end marketing project administration solution that provides data-driven ideation, analytics, and marketing source management capabilities to help entrepreneurs ideate, create, manage, and track content production and campaign performance all in one location.

9 Ways to Use Marketing and advertising Project Management Software

1 . Generate Cohesive Marketing Strategies

Your marketing team can’t do everything—you have to prioritize.

Take a look at your goals, and then go through the options. Which campaigns and marketing tactics will help you obtain those goals?

For example , if you want to drive brand awareness, you would want to focus on developing a robust digital advertising campaign. And if you wanted to grow your organic visitors, then you’d want to purchase on-page SEO enhancements plus link-building programs.

Always have a goal or a KPI before you program a marketing strategy.  

Numerous teams get lost trying to find goals to justify marketing projects—don’t get caught in this snare. The goal comes initial, and the marketing project comes after.

Marketing project management software maintains you aligned and honest. Welcome empowers you to attribute campaigns and content straight to KPIs. Whether you’re seeking to grow leads, build pipeline, or drive growth, Desired gives you ROI analytics to find out and prove which promotions move the needle.

2 . Assess Your Marketing Sources

Once you know the campaign you will need (not want) to start, it’s time to start planning how to make it happen.

Each marketing project requires assets. It’s impossible to execute a campaign without money and human talent.

Software can help you evaluate your marketing assets and realistically allocate them. Here are a few of the most important assets to consider:

  • Time: Time is your most valuable asset. With unlimited time, you can accomplish anything. Unfortunately, time is usually finite. To execute any kind of campaign, you’ll need to manage calendars , schedules, due dates, and deadlines.
  • Spending budget: Marketing takes money. Even organic marketing (like SEO, content marketing, social media marketing) requires time, software, and human hand-holding. Budget your cash wisely to stretch your dollars and boost your ROI.
  • Digital Property: Look at your software, cooperation tools, analytics, and current content. These are all useful resources with real value.
  • Band width: Your team members can only do this much. Track their time and capacity to stability workloads and prevent burnout.
  • Templates & Workflows: If it ain’t pennyless, don’t fix it. You do not need to recreate the steering wheel with every new campaign—use templates and duplicate workflows to replicate successful projects.

Welcome makes resource management as easy as click, click, done. Whether you wish to organize your marketing assets in one central hub, optimize your budget , or balance your group workloads, Welcome has the tools you need to make it happen.

several. Collaborate Across Teams

High quality digital marketing doesn’t happen in silos. Teamwork the actual dream work.

Effective advertising campaigns involve multiple teams. Even writing a simple blog post should involve content marketing , creative services, SEO expertise, demand generation, and more.

However , obtaining multiple marketing teams and team members aligned and on-schedule is easier said than accomplished, especially if each team provides its own goals, tools, deadlines, and workflows.

For example , it’s always going to be a find it difficult to work together when your creative group is on Trello, product marketing is using Wrike, plus content marketing is in Asana—you need a single platform in order to integrate all your teams!

The correct project management software gets all of your teams aligned on a one-stop-shop platform—not scattered to the winds across 17 separate tools. However , your teams should never have to sacrifice efficiency or create brand-new workflows in order to adapt to a new collaboration device.

Fortunately, you don’t need to build your own solution or even integrate separate (and expensive) tools. Welcome provides a complete project management orchestration tool that’s uniquely designed for marketing teams.

It has features plus functionality to help with everything from content marketing to creative services to digital resource management—no need to sacrifice a single team’s needs for another.

4. Turns Individual Contributors (ICs) into Marketing Project Supervisors

You don’t need “Marketing Project Manager” in your title to design and execute high quality campaigns. With the right tools and know-how, your ICs can become partner managers.

Marketing management platforms like Delightful give you shared workspaces and flexible permission control. This empowers you to delegate to magnify team members’ obligations without losing control over deadlines, brand governance, or data security.

Your ICs can perform more than just complete tasks—they can create dependencies, build workflows, annotate in real-time, and assist accelerate production and expedite time-to-market.

Empower your ICs to do more by using collaborative software that gives them the safe space to distribute their wings and learn in order to fly.

5. Manage Team Bandwidth with Capacity Preparing

Your teams and team members are likely working on various projects, campaigns, and assignments on any given day. To make sure absolutely nothing falls through the cracks, you’ll need to monitor capacity plus balance workloads.

Some team members will get overworked, while others can get underutilized. Monitor real-time workloads with Welcome to see who also needs help or in case a project needs additional support. Easy drag-and-drop workflows make it quick and easy to redistribute duties and keep everything balanced.

You can even enable time tracking to empower your team in order to log time spent on each task. Collecting data like this can help you more effectively plan later on to dial-in in your deadlines and budgets.

You’ll furthermore want to keep a close eye on your budget. Marketing project management software can help you monitor your campaign budgets’ health with robust reporting, tracking, analytics.

Setting budgets and monitoring them in real-time helps it be simple to adjust and reallocate on the fly. If a high-priority strategy is eating more cash than you anticipated, you are able to analyze a holistic view of the marketing spend to see what low-priority initiatives you can cut to balance the budget.

six. Plan Workflows That Work within the Real World

Many marketing programs fail because project supervisors arbitrarily throw around duties, assignees, and deadlines along with little rhyme or reason. This leads to underutilization, burnout, late launches, and ultimately failed campaigns.

Not good. Not good at all.

An orchestrated project administration platform like Welcome empowers you to build real-world workflows that make sense. You can view calendars, create workback schedules, assign budget to specific duties, and build dependencies that will drive a project seamlessly through start to finish.

This type of task management transforms willy-nilly options into data-backed decisions. Every single deadline has a purpose. Each assignee is picked for a reason. And every task has a historically tested budget.

Everything works together, and it many makes sense.

7. Automate Minutiae and Streamline Marketing

Permit software to do what software program can do so your human talent can do what only human being talent can do.

Only your brilliant creative team can create top-notch electronic assets . Get them from the administrative weeds and into their “happy place” so that they focus on doing what they do best: becoming creative.

Same thing with your articles marketing team. Let software program handle intake requests and intelligently make assignments to allow them to get back to writing.

Welcome’s advertising automation takes trivial advertising items off your to-do lists so you can focus on high-priority jobs. Automate workflows, proofing, home loan approvals, reporting, intake requests, as well as assignments.

One less thing for you to do means more time to focus on what matters.

8. Take care of Your Digital Assets

Marketing and advertising project management software gives you the central hub to collect, store, and repurpose all of your digital assets—no more digging through your emails or Google Drive folder to find the right file.

Marketing teams waste too many resources recreating assets plus duplicating work. A simple digital asset management system within your project management platform is all it takes to save valuable time plus money.

Here are a few ways an application solution like Welcome can help:

Organize Content

Compile your digital assets with intuitive tagging and organization to make them easy to find later. Innovative search, filters, and foldering make it simple for any collaborator to find the specific asset they need.

Govern Your Brand

Digital asset management helps prevent the newest PR hire from using your own brand’s out-of-date logo in the important press release.

You get to manage and monitor what property get used, when they are downloaded, who uses all of them, and where they’re dispersed. This gives you complete control over your digital brand.

Work together Seamlessly

No more asking your own lead designer (for the particular billionth time this week) for a link to the new product illustrations.

A digital asset administration system makes every resource searchable so every advertising team member can find precisely what they’re looking for without coming up everyone’s Slack.

Repurpose and Reuse

Save valuable time and resources by repurposing and reusing existing articles. A project management platform makes all of your old assets simple to find and access.

Remember that expensive YouTube ad the agency created for you years ago? Why don’t revive and refresh this instead of dropping another $50K on a brand-new campaign?

Plus take that lead-gen PDF you built last year and repurpose it into a month’s worth of blog content material.

9. Adjust the Look at to See What Matters

Project managers can’t rely on a single view to oversee strategies. You need the ability to zero-in, zoom-out, and filter dashboards to your specific needs.

Sometimes, you will want to monitor the overall health of your campaign from a bird’s-eye view—and other times, you’ll want to drill down to see precisely what individual members of your team have on their to-do listings.

Welcome’s global campaign dash comes armed with all the functions you need to take complete control over even the most complex associated with projects:

  • Big-Picture Task Plans: Zoom out to notice real-time yearly, quarterly, plus weekly views of your strategies to make sure you’re on track hitting distant deadlines.
  • Project Schedules: Make use of project timelines, kanban boards, and Gantt charts any kind of time scale to monitor bandwidth, dependencies, and workloads.
  • Task Drilldowns: Zero-in on all your marketing actions to ensure each sub-campaign and task is rolling as much as broader strategic initiatives.

Phases of Advertising Project Management

When considering a marketing project management framework , it is best to think about it as a four-phase lifecycle . This lifecycle includes:

  1. Start
  2. Plan
  3. Execute
  4. Evaluate


The first stage of the lifecycle is the beginning of the marketing task. This is the time when key players in the marketing team may determine the objectives of the project.  

These objectives are generally transferred into task goals, and these goals generate the foundation of a project charter. A project charter is a brief document that lays away the details of the project’s core goals and expectations.

Determining your objectives is the key in order to successful marketing. It also lays the foundation for how well you streamline your marketing process.  


The second phase of the project management lifecycle is the planning stage. This is the time when your marketing team will set a project budget and focus on deliverables.  

For example, your team members may choose that a marketing campaign or collecting data is an appropriate deliverable. These deliverables are what is going to help your team develop a marketing plan that is broken into several duties.  

The team from Welcome is dedicated to helping marketing teams plan better. Marketers’ #2 biggest problem is the lack of a single, single calendar to visualize content development, campaigns, and other projects (Internal Survey with Sirkin, January 2021). We assist businesses visualize campaign plans and marketing activity better through content calendars, strategic briefs, and budget share.  

Keep in mind that the more complicated your marketing plan is, the more tasks your advertising department will need to perform. Make sure to estimate the full scope from the project. Know who is going to perform what task for a successful outcome.  


The third phase of the lifecycle is the point at which your team is expected to put into action the project plan. At this stage, you should have team leads that will help to see the marketing task through.

Your team prospects will be responsible for tracking plus reporting progress, developing new tasks when necessary, plus removing anything that does not support the completion of tasks.

Your own team leads will also require a clear understanding of the primary objectives when tracking improvement. For instance, if the goal would be to increase brand awareness, there will need to be appropriate metrics in position that can analyze and monitor the process.  


The final stage of the marketing project management lifecycle is the evaluation stage. This is the point of project completion and is also time when your marketing team may determine whether a project was productive, whether it needs to be tweaked, or whether the team needs to experiment with something new altogether.  

Ultimately, the evaluation phase is an important step that encourages the continuous improvement associated with marketing efforts.


4 Marketing and advertising Project Management Tips

Are you currently still keeping up? Good. Are you ready to manage your marketing tasks better? We’re going to demonstrate a few tips that can be practice right now.  

Define Your own Marketing Goals

Marketing frequently feels like a broad arena. As such, many businesses struggle with exactly what marketing tactics they should be focusing on first. But if you want to entice the right customers and grow your business, it’s going to be important to first define your marketing objectives .

Thankfully, this part is simple. All you need to do is usually think about what you expect from your marketing efforts. Here are a few questions to ask yourself to help you pinpoint your marketing goals.

  • Would I like to increase website traffic?
  • Do I need to generate more reviews for my company?
  • Do I need to convert site users in to leads?
  • Would I like to increase the variety of email subscribers?

Answering these kinds of questions can ensure that your marketing projects work cohesively towards a common objective. This doesn’t just increase your overall marketing efforts but leads to better results.  

Remember that you want to keep your marketing targets as minimal as possible. The more goals you have, the more difficult it will be for your team in order to successfully meet deadlines.  

Prioritize Marketing Projects

As soon as you’ve defined your targets, it’s time to prioritize which projects are most important. Prioritization is key when it comes to the digital marketing process.

Too often, businesses will have a list of projects that they want to complete and turn out doing them in accidental order. But it’s essential to prioritize your projects depending on your overarching goal to improve your marketing results.  

This means that it’s time to take out a pen and paper and write a comprehensive listing of the marketing projects you intend to complete as well as your current task schedule. Be sure that you know the way you will measure success with each project as well.

As soon as you’ve done that, it is time to think about where these types of projects rank in terms of growth. The projects that will provide you with the most growth should be rated high on your priority list. While other projects ought to be left for later.  

Understand Your Marketing Project Administration Requirements 

You won’t have the ability to truly manage a advertising project effectively without knowing all the project requirements. Not what you want your marketing group to do is to start a task. Only to find that they don’t have every thing they need to successfully launch.

This can be a huge time and money waster, plus it’s better to avoid this particular when possible. A great way to rapidly get an understanding of task requirements is through a procedure called souple project management .

This essentially enables marketing groups to think and move rapidly to determine what is required in the project. Agile project administration allows teams to adjust as they go. So that team members will never be wasting time and are usually in the know of what they have to carry out a particular project.  

Assess All Your Resources

Understand what projects need to be tackled? It is time to assess all of your sources and ensure you have everything you need in order to implement your marketing task.  

When assessing your resources, you’ll need to consider the talent you have available on your marketing and advertising team, your current marketing spending budget, as well as the tools that will help speed up your marketing.  

These types of resources are key to executing your marketing strategy. It’s time to take a look at the goals of each of your marketing objectives. And then compile a list of the resources you have and what you will have to achieve your desired results.  

For instance, you might find that you need to include more team members with technical skills who have a deep understanding of SEO and website customization. Or you will dsicover that you need content marketing software to help you consistently reach your audience.

Here at Welcome, we all help team members optimize the content creation procedure through personalized solutions. We enable companies to create faster and adopt repeatable processes to deliver top quality content to their audience.

Advertising project management is key in order to long-term growth and sustainability. Ultimately, marketing project management enables marketing teams to organize and work more collaboratively. This improves the performance of every marketing project. Additionally, it enables businesses to see powerful results that will take their company to the next level.

Step-up Your Marketing Game: Purchase a Project Management Tool That Does it All.

Even if you have already automated one aspect of your marketing project management operations, the chances are that there is something that could run a lot more smoothly.

Trello, Wrike, Brightpod, Workamajig, Basecamp, Monday. possuindo, Clarizen, and Asana are all worthwhile options when it comes to the effective management of your marketing and advertising projects.  

But they’re nowhere near Welcome’s all-in-one marketing task management software .  

Yup, that’s right.

And we’ll illustrate this fact providing a few four use-cases:

  • Prevent burying your head in spreadsheets: Automate your project workflows by making use of Welcome’s customizable shared workspaces, Gantt charts, and calendars.
  • Bring every stakeholder in on the loop: Say goodbye to strained conversation between creators (whether that’s external marketing agencies or even in-house writers), promoters, and decision-makers, and hello to streamlined, real-time collaboration.
  • Avoid the all-too-familiar black hole of failed projects: Stay on top of every marketing project in your pipeline via Welcome’s task management functionality, resource management capacity, and project management equipment.
  • Launch projects like a pro: Reveal your marketing campaign to the entire world with unmatched precision. Welcome makes it easy to keep messaging consistent, maintain brand image, plus analyze results—all in real-time.

So show, which other marketing project management software do you think can draw this much weight?  

Welcome’s DNA is made up of nothing else but advertising project management. Ask Gartner (which btw, gave Welcome’s Marketing Orchestration Platform a great 4. 6 rating).

Prepared to give it a try? Begin with a free Welcome account today !

Leave a Comment

Your email address will not be published. Required fields are marked *

Add Comment *

Name *

Email *