No matter the size or channel, every marketing campaign needs a clear plan behind it. When briefs live in docs, tasks in spreadsheets, and feedback in email threads, things fall through the cracks and campaigns miss their window.
TaskFord gives marketing teams one place to plan, coordinate, execute, and track campaigns from kickoff to launch – across every channel and contributor involved.
When to use this
Use this workflow when:
- You're planning a campaign across multiple channels such as social, email, paid, or content
- Multiple contributors are working on the same campaign at the same time
- You need to track what's ready, in review, or blocked before go-live
- You want a repeatable workflow for every campaign
- Stakeholders need campaign visibility without status update meetings
What is Marketing Campaign?
A marketing campaign is a time-bound initiative with a clear goal, a set of deliverables, and execution across one or more channels. Campaign planning is the process of turning that initiative into structured, trackable work, so every task has an owner, every deadline is visible, and nothing gets missed on the way to launch.
In TaskFord, each campaign lives on its own board. Each channel becomes a group. Each deliverable becomes a task. The brief, the assets, the feedback, and the timeline all stay in one place – connected from planning through delivery.
Phase 1: Plan your campaign
Set up your campaign board
Create a new board and give it a clear name tied to the campaign, for example, Q3 Product Launch or November Email Campaign. Customize the groups, fields, and views to fit your campaign structure.
- Default view: Table
- Views included: Table, Kanban, Calendar, Gantt, and Schedule
- Workflow: TO DO → IN PROGRESS → REVIEW → DONE
💡 Want a faster start? Use the TaskFord’s Marketing Campaign template from the Template Center. It comes pre-built with the right workflow, groups, and views — ready to customize for your campaign.
Explore more: TaskFord's Free Marketing Templates – Help your marketing team move faster with free templates for every project, campaign, and content plan.
Capture the campaign brief
Before any task gets created, the team needs to agree on what the campaign is trying to achieve. Use the board description or a pinned task to capture:
- Goal: What does a successful campaign look like? (e.g., generate 500 MQLs, drive 10,000 landing page visits)
- Target audience: Who is this campaign for?
- Channels: Social, Email, Paid, Content, Events — which ones are in scope?
- Success metrics: Open rate, CTR, conversions, impressions
- Key dates: Campaign start, channel go-live dates, and hard deadlines
Keeping the brief on the board means every contributor can reference it throughout the campaign, not just at kickoff.
Invite contributors and stakeholders
Add writers, designers, channel managers, and reviewers to the board before work begins. If you're working with an external agency or freelancers, add them as members with the appropriate access level so they can see the plan, update their tasks, and leave feedback without needing separate briefing documents or status calls.
Phase 2: Build and execute the campaign
Organize work by channel
Group tasks by channel so each team knows exactly what they own. The template includes Social Media and Email Marketing as default groups. Expand these to match your campaign:
| Level | In TaskFord |
|---|---|
| Campaign | Board |
| Channel or phase | Group |
| Deliverable | Task |
| Production step | Subtask |
A well-organized board might include groups for Social Media, Email Marketing, Paid Ads, Content, and Events, each containing the tasks specific to that channel.
Break deliverables into tasks and subtasks
Each campaign deliverable becomes a task. Use subtasks for production steps that need separate owners or need to happen in sequence.
💡 Pro tips: Task titles should be specific. Instead of Social content, use Write captions for Instagram launch posts. A Create email content task might have subtasks for Write email copy, Design email layout, and QA across devices.
Assign ownership, dates, and custom fields
Every task needs one owner and a due date — set before the campaign kicks off. Shared ownership is where deliverables stall.
TaskFord's built-in Priority field is available on every task. Add these custom fields to give each task full campaign context:
| Custom Field | Options |
|---|---|
| Channel | Social, Email, Paid, Content, Events |
| Campaign Type | Product Launch, Seasonal, Always-On, ABM |
| Content Type | Copy, Design, Video, Landing Page, Ad Creative |
With these fields in place, you can filter the board to see all Design tasks due this week, all Email deliverables in Review, or all tasks assigned to a specific contributor — in one click.
Connect dependencies between tasks
Most campaign tasks follow a specific order. Copy gets written before design starts. Design gets approved before scheduling. Nothing goes live until it's signed off.
Link tasks with dependencies in the Gantt view. When one task shifts, all downstream tasks adjust automatically — keeping your timeline accurate without manual updates.
For example:
- Write email copy → Design email layout → QA email → Schedule send
- Write captions → Design visuals → Approve assets → Schedule posts
Use the right view for each stage
Different views serve different moments in the campaign. Switching between them gives your team the right perspective for the work at hand.
Table view is the default view for campaign setup and ongoing management. See all tasks, assignees, due dates, and custom fields in one place. Use Sort and Filter to slice the board by channel, content type, or status during planning and weekly reviews.
Kanban view shows tasks as cards moving across workflow stages — To Do, In Progress, Review, Done. Use it during active production to see what's flowing and what's stuck. Tasks sitting in Review for too long are easy to spot and act on.
Gantt view maps the full campaign timeline as a visual chart. Use it during planning to set task durations, connect dependencies, and see how all campaign activities fit together across the timeline. When a task shifts, dependent tasks adjust automatically.
Schedule view shows tasks organized by team member across a time-based layout. Use it to check workload distribution and make sure no one is overloaded during peak production weeks.
Calendar view lays out tasks against their due dates on a calendar grid. Use it to visualize your publishing schedule, confirm posting cadence across channels, and identify gaps or clusters in the timeline before they become a problem.
Phase 3: Review, approve, and launch
Review and approve assets
Every asset — copy, design, landing page, ad creative — should pass through the Review stage before publishing. When a task is ready, the assignee moves it to Review and @mentions the reviewer in a task comment.
The reviewer checks the asset, leaves feedback in the comment thread, and either moves the task to Done or returns it to In Progress with clear notes on what needs to change.
Attach files directly to the task: copy documents, design files, brand guidelines, so reviewers have everything they need without hunting through email or shared drives. The full review history stays on the task.
Monitor campaign readiness before go-live
Before launch, filter the board to show only tasks not yet in Done. Save this as a pre-launch checklist view your team runs before every campaign goes live.
Use Saved Views for recurring checks: all overdue tasks, all assets pending approval, all tasks assigned to a specific channel. One click gets the team to the right view without rebuilding filters every time.
Handle last-minute changes
When a revised headline, a new asset request, or a shifted launch date comes in, create a task, assign it immediately, and set a due date. Use @mentions to pull in the right people fast.
Update shifted dates in Gantt view. Dependent tasks adjust automatically so the timeline stays accurate.
Phase 4: Track, report, and wrap up
Track progress with the Overview
Use the TaskFord's Overview to monitor campaign health in real time: task completion rates by channel, overdue deliverables, and team workload. Share it with leadership or stakeholders so they have visibility without needing a status update meeting.
Close out the campaign
After launch, use the board to complete post-campaign tasks:
- Pull performance data and compare against the KPIs defined at the start
- Document what worked and what didn't
- Collect team retrospective notes
- Archive the board as a reference for future campaigns
Save the campaign as a template
Once the campaign is complete, save the board as a reusable template. Strip out assignees and dates, keep the structure, groups, and custom fields intact, and use it as the starting point for your next campaign. Over time, your template library becomes a system, not just a starting point.
What your team gains
With TaskFord, your marketing team moves from scattered briefs and missed deadlines to a centralized campaign workflow where every deliverable has a clear owner, a deadline, and a visible path to launch.
- A structured board that connects brief, tasks, assets, and timeline in one place
- Campaign work organized by channel so every contributor knows what they own
- Dependencies that keep the timeline accurate when things shift
- A built-in review and approval process before any asset goes live
- Dashboard visibility so stakeholders always know where the campaign stands
- A reusable template your team can build on for every future campaign
Your team can plan with confidence, execute with clarity, and launch on time — every time.
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