My experience with Jira Work Management as a Marketing Specialist

As a marketing specialist at Swarmit, I was lucky to be introduced by our experienced consultants to the use of various tools that are very helpful in marketing. In this blog post, I would like to share my experiences with Jira Work Management share with you. Jira Work Management is a versatile tool that has helped me to efficiently plan and organize my marketing activities and campaigns and get a holistic overview of our events. Here I'll show you how I benefit from this tool and what benefits it offers. I'll show you in more detail how just four different task types can improve your work in marketing and what benefits they offer.

But remember, this board is specifically configured for Swarmit. However, everything can be individually adjusted as required. It goes without saying for the IT people here, but for the marketing people, I'll briefly mention it again. 😉

Content planning with Jira Work Management:

A successful marketing campaign requires careful planning and content organization. With Jira Work Management, I can efficiently plan and track our content strategy. The tool allows me to create our ideas as a task in the “Content” type specially created for this purpose and to organize them clearly. The type is clearly visible as a purple symbol.

Every step of the process, from ideation to creation to publication, can thus be easily understood. For each idea, you can assign a responsible person, set a due date, and the status (e.g.” To complete,” “Draft,” “in Review,” “Approved”).

Overview of a task of type Content

You can also per content idea (i.e. per line in the list view above) Create sub-tasks, such as “write a blog post,” “review a blog post,” “create images,” and “publish on social media.” These subtasks can be defined individually and per topic. Per sub-task, there can also be one assigned person and a due date be defined. The person receives an email notification as soon as they are assigned a task, which allows them to edit their sub-tasks and mark the status as “done.” You can set up automations that send reminders if the due date is near or has expired. All work can be documented in the comments, and if necessary, relevant people can also be “tagged” there again so that they receive a push. This means that it is no longer necessary to send multiple email exchanges with deadlines and reminders and provide the information repeatedly. Instead, everything can be managed in one place with all the necessary information.

In addition to the sub-tasks, you have the option to add various specifications such as Content type (blog post, LinkedIn post, webinar, etc.) or lingua (DE, FR, EN) and a Date of publication to deposit. Such personalized fields can be extended as required.

Benefits of content planning with Jira Work Management:

In marketing, it is of great importance to publish content regularly and consistently. We are particularly active on platforms such as LinkedIn and make great efforts to share exciting content. This also applies to blog posts and newsletters. With appropriate planning, we can ensure that we regularly publish content and continuously provide interesting information for our customers.

I often rely on our consultants for content, and thanks to Jira, I can assign tasks to them and have a good overview of deadlines. The ability to clearly assign sub-tasks and set deadlines makes working with our consultants much easier. The transparency and clear allocation of responsibilities help ensure that everyone on the team is on the same page, that the work is fair and divided according to focal areas, and that we effectively achieve our content goals.

Marketing tasks on the Kanban board:

As a marketing employee at Swarmit, it is essential to keep track of my tasks and ensure that they are completed on time. Jira Work Management allows me to visualize my tasks in a clear Kanban board separate from the content ideas. To differentiate them from content ideas, we have the type here Task selected, which can be recognized by the blue hook symbol. Thanks to the ability to organize my tasks by priority and status (“done,” “in progress,” “done”), managing my marketing tasks becomes easy. You can see here that a different “workflow” (available status) has been selected for this type - everything can be set individually.

The flexibility to postpone tasks or update them with sub-taks (similar to content planning) makes my job easier. The transparency and clarity of my tasks promotes efficient team collaboration.

Overview of a task (by task type)

Thanks to the simple link to other tools such as Confluence (Knowledge Management), I can save detailed information or interesting outcomes about the individual tasks and see everything in a comprehensive overview. As can be seen in the following image, it is also possible to create sub-tasks and link to other Jira tasks, such as content ideas or events.

Benefits of maintaining marketing tasks on the Kanban Board

Project and task management is essential in marketing. For example, I often need input from our consultants in many marketing projects, and with Jira Work Management, I can easily manage all information without bothering consultants with emails and Slack messages. Linking with other tools such as Confluence enables clear organization, good knowledge management and efficient collaboration between teams for successful project implementation.

Event planning with Jira

We also plan all events in Jira with a separately created “Event” type. This gives you a comprehensive overview of all events that take place in the year or in the month - be they partner events, SWARMIT-organized events, webinars and internal events. This allows us to manage all marketing activities centrally, get a good impression of when how many events are taking place thanks to the calendar view, and keep a complete overview.

Overview of an event type task

The screenshot below shows what a task looks like in the event type in Jira and how to get detailed information such as budget, Category or assigned person can manage from a central location. From webinars and trade fairs to workshops or SWARMIT internal events, we can select the appropriate category here. I find this function very handy because at the end of the year I can see and easily evaluate a good overview of the number of our events and their category with the corresponding budgets and actual costs. This is particularly useful for planning the budget for the following year. In addition, we can Sub-tasks can be created and assigned, although links to other tasks are also possible here.

Benefits of having an event calendar in Jira

Many of us who have already planned events know that it requires significantly more lead time than we initially expect. I myself am surprised by the time span every time. For example, it is important to order marketing material in good time, invite customers to events or webinars early enough, and also think about the location and catering. Thanks to Jira Work Management, I can see all these aspects in one central location and take care of them in good time. This central source of information helps us to organize events smoothly, meet deadlines and identify potential bottlenecks at an early stage.

Plan campaigns

Campaign planning is a crucial step for successful marketing. Through clear objectives, targeted target group targeting, optimized budget use, efficient time management, consistent brand communication and the ability to measure success, a campaign becomes an effective tool for driving the growth and success of a company.

For that, I can recommend Jira Work Management and Confluence with a clear conscience. To be honest, I haven't even exploited these features in absolute depth yet and haven't fully exploited all the benefits of them yet - I see huge potential here and I'm looking forward to continuing my journey of discovery.

Overview of a campaign type task

The image below shows what a campaign looks like in Jira (blue heart icon at the top). With a task in the “campaign” type, all activities on a specific topic can be displayed in one place. The campaign serves as a collective term in which the other tasks (see the blue hook symbols on the picture) can be linked and displayed together. Although this feature is less relevant for day-to-day tasks, it is important when it comes to keeping track of the campaign after or during its run time and when activities relating to individual campaigns need to be evaluated separately.

So if I work intensively on a topic for the next three months, I can link all related to-do's, content ideas such as blogs and LinkedIn posts, as well as events such as webinars here.

Benefits of having a campaign in Jira

It is often crucial to focus on a topic for a specific period of time so as not to confuse customers and to design the content in a targeted manner. This is exactly where campaigns come in, because they make it possible to focus on a topic and effectively bundle content. To better evaluate and manage campaigns, you can use Jira.

By the way, for an even deeper analysis, a separate Confluence page can be created here and linked in Jira - but that's a topic for another blog post. Stay tuned! 😉

Get the most out of our marketing with Jira Work Management

Thanks to the support of our experienced consultants at Swarmit and the use of Jira Work Management, I was able to take my marketing activities to a new level. Being able to plan content, organize tasks on the Kanban Board, and create a clear event plan not only increased my efficiency, but also improved collaboration and information sharing across the team. As a marketing expert, it is reassuring to know that I have the right tools to successfully achieve our business goals and get the most out of our marketing activities.

Optimized marketing strategies for your business

Want to learn more about how Jira Work Management can help your marketing team? Learn how Swarmit can help you optimize your marketing strategy and increase your business success. We're looking forward to hearing from you and answering any questions you may have!

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