As part of SayPro’s structured approach to campaign execution, employees involved in digital marketing, communications, creative, and analytics are expected to work from two central documents:
- Digital Campaign Calendar
- Task Tracker
These documents are required for alignment, coordination, monitoring progress, and ensuring campaigns are executed on time and to standard.
1. SayPro Digital Campaign Calendar
Purpose
The Digital Campaign Calendar is a centralized planning document that outlines all digital marketing and campaign activities by date, channel, and theme. It ensures visibility across teams and helps synchronize content rollouts, platform updates, and promotional efforts.
Key Features & Contents
- Monthly or weekly view of campaigns
- Themes and messages for each campaign period
- Key content rollout dates (e.g., posts, videos, blogs)
- Platforms/channels (e.g., website, Facebook, LinkedIn, Twitter/X, email)
- Responsible team or individual for each item
- Notes on required assets (designs, copy, hashtags, URLs)
Format
- Usually shared as a Google Sheet, Google Calendar, or Notion board
- Exported to PDF for review or reporting
- Accessible to all marketing, creative, and digital team members
Employee Requirement
Employees must:
- Review and refer to the calendar regularly
- Add their scheduled content or updates
- Follow deadlines for publishing and asset submission
- Acknowledge the calendar during campaign kickoffs
2. SayPro Task Tracker
Purpose
The Task Tracker is a live document used to assign, monitor, and manage campaign-related tasks across all relevant teams. It promotes accountability, transparency, and timely execution.
Key Features & Contents
- Task title and description
- Assigned team member(s)
- Start and due dates
- Priority level
- Status (Not started, In progress, Completed, Blocked)
- Comments or links to supporting documents
Tools Commonly Used:
- Google Sheets or Excel (for simple tracking)
- Trello, Asana, ClickUp, or Notion (for task board views)
- Shared Google Drive folders for accessing linked assets
Employee Requirement
Employees must:
- Acknowledge their assigned tasks
- Update the status as work progresses
- Flag issues or blockers promptly
- Submit deliverables via the linked folder or directly to supervisors
Document Submission and Acknowledgment
| Document | Format | Required Action by Employee |
|---|---|---|
| Digital Campaign Calendar | Google Sheet / PDF | Review, add content, acknowledge participation |
| Digital Task Tracker | Sheet / Task Tool | Update regularly, report progress, complete tasks |
Why These Documents Are Required
These tools help SayPro:
- Plan and coordinate cross-functional efforts
- Track deadlines and deliverables
- Avoid duplication of efforts
- Ensure accountability and visibility for all team members
- Deliver consistent messaging and high-quality campaigns
Summary Checklist for Campaign Employees
| Requirement | Status |
|---|---|
| Access to Digital Campaign Calendar | ✅ |
| Reviewed upcoming campaigns and content | ✅ |
| Received Task Tracker access | ✅ |
| Updated assigned tasks and due dates | ✅ |
| Confirmed acknowledgment of both tools | ✅ |
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