MarCom Workflow: A small mid-course correction

From: Jayson Bradley
To: Promotion Team

Hello everyone,

First of all, things are going smoothly in regards to MarCom’s workflow. But there are few items which could really help us.

Here’s some of the items we would love to get in your Fogbugz case (where applicable):

  • Link to the appropriate Wiki (note: This is super helpful but is not a substitute for some of the info we need. I realize that some of the items we would ask for will be in your wiki, but we would really like to have them in your Fogbugz case.)
  • Your intended audience
  • Due date (note: 8:00 am isn’t the best time to have a case due. If you need it when you arrive on a specific morning, please set it for 5:00 pm the previous day.)
  • GLT’s (We really need this up front. When we have to push something live and have to try and guess what the appropriate GLT is.)
  • Any specific links you want
  • A bulleted list of info you want to make sure we touch on
  • A CTA
  • Any pertinent history. Has there been some copy related to this that has or hasn’t performed well? Is there other info or deliverables floating around out there we need to be aware of?

I’m not in Fogbugz all day. So if you need to rush a project through, please send me an IM via Lync to let me know the case is there.

Thanks everyone—I appreciate the work you’re doing.

 

Jayson

P.S. Please note the spelling of MarCom.

Working with MarCom for writing/editing/proofing

Hi Marketing Team,

As you know some teams use Asana and others use Fogbugz for managing tasks. We have decided that MarCom will be using Fogbugz to manage copy requests. This represents a chance to how many of you have been working. From now on, use Fogbugz (not email or Asana) to make MarCom requests. NOTE: this does not affect requests for social posts.

Here’s what you do:

  1. Log-into Fogbugz
  2. Create a “New Case” & give it a title
  3. Set “Marketing Communications” as the project
  4. In the Area field, choose from 2 options: “write new copy” or “review existing copy ”
  5. Select “Marketing Deliverable” as the category
  6. Select a subcategory in the “Marketing Deliverable” field (eg. Blog, email, footer ad, etc.)
  7. Include project details in the “description” field
  8. Attach any relevant files
  9. Assign a due date & time
  10. If your request is related to a project, add a link to the project’s Wiki page in the “spec” field

Once you’ve created a case, Jayson will review it and assign it to a writer. MarCom has developed a workflow for how copy will move through their team. When they send copy to you, they’ll upload it into Fogbugz, assign the case to you and provide directions on what the next step is (i.e. “please let me know if you have any feedback”, “this is ready to go to design” or “this is ready for approval”)

Why is MarCom moving to Fogbugz?

A few reasons.

  • Fogbugz has due-dates & TIME (especially important for David Davidson).
  • Fogbugz makes it easy to keep track of who has made what edits and confirm if copy has been proofed and editorially reviewed.

Because Fogbugz was created for developers, there are differences to the terms that are used to describe things:

  • The “Project” field is equivalent to our teams (MarCom, MarTech, etc.)
  • The status “Ready for QC” is equivalent to “Ready for Final Proof”
  • The “spec” field is the equivalent to “Project’s Wiki page”

How to Keep Your Cases from Getting Lost

Fogbugz gives you some good visibility on the status of a task you’ve sent to MarCom. If you subscribe to the case, it will also give you an update every step of the way. Fogbugz users in the past have complained about cases getting lost. Here’s how to keep that from happening:

  • The “owner” is responsible for the next step. So, if you are the project manager for a case it will be assigned to you when feedback/input is needed or when it’s “ready for approval”. This takes it out of the MarCom team member’s queue. When you’re ready for them to take the next step you need to move the status to “active” and assign it back to the MarCom team member. (You can see what cases you own by looking at the “My Cases” filter.)
  • Keep dialog about an item in the case. This means commenting in the case or replying to an email from Fogbugz (keeping the Fogbugz email and subject line the same).
  • Ownership on a case should not move between teams but it should, and will, move back and forth between the person who is the project manager, the person doing the work, their team lead and the person proofing (QC’ing) the work. If you have something that requires action from multiple teams (i.e. both MarCom and MarTech) create separate cases for each team.
  • Update your settings to auto subscribe to cases that you create so you’ll get emailed anytime someone does something on a case that you own.
    To do this, select ‘My Settings’ then “subscribe”. Select “Add New subscription” and select the “– ANY ITEM I CREATE –“ Need a visual? Check this out and this also. (Depending on the volume of cases you create you may want to create a filter in Outlook.)

 

If you’ve not used Fogbugz before, here is a rundown of what you need to know.

Accessing Fogbugz

You should already have an account, but if not email Marketing Requests, and Vanessa will get you one.

URL: Fogbugz.logos.com

Username: the username you use to log into your machine (for me it’s krista.veteto)

Password: the password you use to log into your machine

For Power-Users

I suggest saving a filter that shows you all the open (i.e. not completed) cases that you are subscribed to by due date. This link is a filter I created to do this. If you’re logged into Fogbugz and click on this link, you should see a button on the top right that says “Save”. By clicking this button you can save this filter and it will show up in the Filters dropdown menu. Need a visual? Check this out

Sample Case

MarCom put together a sample Fogbugz case that shows how copy will move through their workflow. You can check it out here: https://fogbugz.logos.com/default.asp?74303#edit_0_74303

For the sake of this case:

  • I was the project owner
  • Tayler was the writer
  • David was the proof reader
  • Jayson was (is!) the team lead

I’d love to know if this is useful for you as you get up-to-speed on using Fogbugz for MarCom requests.