Internal SQ Digital

For internal use by SQ Digital

PROJECT TEAM – How to – Platinum Accelo Entry

PROJECT TEAM – How to – Accelo Entry (Platinum)

Purpose of this How To Guide: This How To Guide describes how to perform the Task called “Planning – Accelo Entry“. This is required for every Platinum Customer every Interval.

Applicable to: PMs (Project Managers)

Customers: Platinum (and at time of writing some higher Gold) Customers

Timescale: A 20 minute task

 

Introduction

A Task exists called “Planning – Accelo Entry”. It is usually/always assigned to a PM.

“Planning – Accelo Entry” is the Task in which the PM enters planned work into Accelo and archives the Campaign Plan.

The “Planning – Accelo Entry” Task is due in the current Interval (usually around 5 days before the Interval’s end). You will be creating Tasks in the next interval.

Platinum Customers have approved Campaign Plans (in which we plan what work we will do for the Customer over the next month and send to them for approval). These get inputted into Accelo (Tasks created, scheduled and assigned) and the Campaign Plan spreadsheets are archived in Accelo (the spreadsheet is uploaded to the Company page in Accelo).

 

You are ready to execute this task when…

When your Task is due, look in your task’s Stream for a message from the Retainer’s Manager with the approved Campaign Plan spreadsheet attached. If it is not there then look in the Campaign Plan task and call the Retainer’s Manager directly asking for it.

Sometimes the Retainer Manager and/or Account Manager (AM) will ask you to input an unapproved Campaign Plan. They have the authority to make this call.

If in any doubt where the Campaign Plan is and whether it is approved always ask the Retainer Manager.

 

Step by Step

  1. See this Task in your daily schedule
  2. Open it, click “Accept & Start” and start the timer
  3. Find the approved Campaign Plan spreadsheet
    • Look in your Accelo Entry Task’s Stream
    • Look in the Campaign Plan Task’s Stream
    • Ask Retainer Manager and/or AM
  4. Download Campaign Plan spreadsheet and open it
  5. Identify who the Team is for this Customer (for AM look at Company page, for Execs and Retainer Manager look at Retainer Page, or just find everyone in the Master Sheet in SQ Lounge)
  6. Find out how much time the SEO Exec wants for their tasks.
    • Send the SEO Exec an email with all SEO task names and descriptions. Ask them how much time they want for each task.
    • We should be able to get this info from the campaign planning task or asking the lead too.
    • If a Customer has multiple sites in 1 Campaign Plan specify which SEO tasks are for which site (Each site should be a separate tab in the Campaign Plan). If in any doubt, ask Retainer Manager.
  7. Go to the next Interval (the one for which the Campaign Plan has been written). If this Interval does not exist, then create it.
  8. Create and assign all Content Tasks.
    • Book the blog due on a specific date. Create a companion QC – [Blog Title] task due the day afterwards for 15 Minutes, and assign to the Quality Controller.
    • Include as much information as possible (Task name, description, due dates for writing/approval/publication, important KWs)
    • Assign each Content Task to the Primary Content Exec for this Customer
    • Use standard task durations (90 min for Tech Blog, add 10 min for Social Sharing etc). If in doubt, check the LIST OF SQ TASK DURATIONS and/or ask colleagues, especially a PM or the Exec to whom you will be assigning the Task
    • Assign a couple of days before the “written on” or “work done by” date in the Campaign Plan to allow for unforeseen complications
  9. Social Tasks do not need to be added (because they are inputed by the Social Exec themselves. If interested read the GUIDE TO SOCIAL MEDIA MANAGEMENT).
    • They have already been completed
  10. Check your email for a response from the SEO Exec
    • Phone them if need be to get the answer to your task durations question that you emailed them earlier.
  11. Add SEO Tasks
    • Use task durations given by the SEO Exec in their email
    • Include as much information as possible (Task name, description, due date for “work done by“, important KWs if mentioned on the SEO tab of the Campaign Plan Spreadsheet)
    • Assign a couple of days before the “work done by” date in the Campaign Plan to allow for unforeseen complications
    • Assign each SEO Task to the SEO Exec for this Customer
  12. Add remaining tasks
    • If unsure of remaining task durations ask Retainer Manager or the Exec who will be assigned the work. (If unsure ask the Retainer Manager who they want the Task to be assigned to).
    • Include as much information as possible (Task name, description, due date for “work done by” or “writing/approval/publication“, any important KWs if mentioned on the SEO tab of the Campaign Plan Spreadsheet)
    • Outreach is always assigned to the Outreach Lead.
    • If creating work for DND then see THE GUIDE ON ASSIGNING DND TASKS FROM A CAMPAIGN PLAN. (At time of writing you check with AM, Retainer Manager & James Brady to see how they want to handle it, and this is usually creating a Task in the Interval and assigning to James Brady)
  13. Check Assignee Workloads to warn them if the newly assigned Tasks might cause them problems
    • If anything is late or due in the next couple of days, then send the Assignee a note from within that Task’s stream apologising and making them aware.
    • Check the Exec’s schedule to see if any of the newly assigned tasks have caused bottlenecks for any Assignee (more than 6.5 hrs total work on any day). If so, send email the Assignee and apologise and warn them.
  14. Add up the total budget for the tasks you have entered
    1. Reduce the SEO & Content pool by this combined amount
    2. Inform the Retainer Manager of any discrepancy (via a note from within the “SEO & Content Pool” Task)
  15. Close the Campaign Plan
  16. Upload the Campaign Plan spreadsheet to the Strategy folder in the Company’s Attachments tab (in the Company Page in Accelo)
  17. From your “Planning – Accelo Entry” Task send a note to the AM and retainer Manager telling them the campaign is entered in the new Interval and is archived in the Strategy folder
  18. Log your time and mark Task Complete
    • If there was a strong discrepancy (Interval being overbudget/underbudget) you could choose to not complete your Task as a reminder to yourself to chase the Retainer Manager and AM until they decide what to do about discrepancy.

 

Trouble Shooting

If in doubt always ask the PM or AM or Retainer Manager.

 

 

 

 

 

sqeditor

, ,
,