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.

How to: PunchTab

From: Kensey Burdick
To: Promotion Team

Ever have questions about PunchTab? Not sure how to contact a winner?

There’s a Wiki page for that!

http://wiki/PunchTab_Giveaways

This should answer any questions you have about:

  • How to create a PunchTab
  • Collecting PunchTab emails
  • Contacting winners
  • Redeeming prizes

If you have any other questions, hit up me or Nate Smoyer.

Hope this helps!

Kensey Burdick

x2121

Rules engine training video available

From: Jonathan Watson
To: Marketing Dept

For anyone who wasn’t able to attend the Rules Training last month, or if you need a refresher, the video from that training is available.

LRSMktgProfessional DevelopmentVideos of Internal Trainings

There is also a codec in there that you will have to install in order to view the video.

This training is not completely comprehensive, so if you have any other questions please don’t hesitate to ask me.

 

Thanks,

Jonathan Watson

Rule the world with Excel: my favorite features & formulas

My favorite Excel features:

F4.  Use the F4 key to repeat the last thing you did (i.e. if you just made a cell green, use F4 to make another cell green. If you just deleted 3 lines, use F4 to delete 3 more lines). If F4 isn’t working on your PC, make sure F-lock is disabled. This feature is a no-go in a Mac.

Format Painter. I hate wasting time on formatting. But thankfully, the format painter button means I only have to format once and then I can easily “copy” that formatting to other cells. I use format painter so often that I like to add it to my “Quick Access Toolbar”

The Quick Access Toolbar in Excel

Customizing the Quick Access Toolbar (only on the PC version). For weeks after I converted to the new ribboned version of Excel, I struggled to find the functions I needed. Thankfully they added the ability to customize the Quick Access Toolbar. There are 2 ways to do this:

  1. Selecting the downward facing arrow on the top bar, selecting “more commands”, then look for the function you want. Here’s a step-by-step visual on how to do this.
  2. Right clicking on the function then selecting “Add to Quick Access Toolbar”

Filtering. I often use Excel to track large amounts of information and filtering allows me to find the information I need.

  • A tip I’ve learned the hard way: If you add a column after turning on filtering, double-check that the filter icon is showing up in the top cell. If it’s not showing up and you sort your spreadsheet, the information in that column won’t sort. To fix, just turn the filtering feature off and then back on.

Find/Replace. Find and replace is often a life-saver. Right now I’m putting together a marketing plan for 2013, but because it’s 2012, every date I enter defaults to 2012 unless I type in the year. By using find/replace I can quickly replace all 2012 dates with 2013. The speeds up my data entry. I like to use the short cut Command (or Control on PC) + F
  • Using an asterisk makes it even more handy. If you type a comma and then an asterisk (,*) in the FIND box and then leave the REPLACE box blank, Excel will delete everything to the right of, and including, the comma. If you type an asterisk and a dash (*-) Excel will delete everything to the left of, and including, the dash. If you want to keep the dash, just type a dash into the REPLACE box.

Freeze Panes. When working with a lot of data, this feature is also incredibly helpful. It allows me to see the top and left cells even if I scroll to the bottom or far right of the worksheet. Learn how to use the freeze pane feature.

Copy/Move sheet. If you want to copy an entire sheet to another workbook (that is currently open) you can move the entire sheet, formatting and all, in a few clicks. Learn how.

A few features I really like, but that I don’t use very often:

Otherfavs

  • Text to column. I use this when I have information in one column that I want to split into multiple columns.
  • Validation. This feature allows for more accurate data entry. I prefer to validate using a list that lives on a different worksheet.
  • Remove duplicates. This button makes identifying unique values in a long list quick and easy.
  • Group. This is great when I’m working with large groups of information that I want to condense or subtotal.

If you don’t mind “tech speak,” this blog has some tips and tricks that I love to use, plus a few that I was really excited to learn.

My Favorite Excel Formulas

In addition to the normal addition, subtraction, multiplication, division and sum formulas, these are the top 3 that I use that make my life easier.

FebDates

=WORKDAY(  I use the workday formula for planning purposes. It allows me to calculate when a project should start (if I have the due date) or when a project will be finished (if I know when I’m starting it) and it accounts for weekends and any holidays I want to exclude. Check out this post on how I use the workday formula to project plan.

=CONCATENATE(  I use concatenate when I want the values of multiple cells to be “added together” into one cell or when I have additional text I want to add to other cells. This blog has a good step-by-step instruction for using the concatenate function.

=VLOOKUP(  I use vlookup to compare information from multiple worksheets. Check out this step-by-step guide to using the vlookup formula in Excel.

On occasion I also like to use:

  • =MIN( =MAX( and =AVE( I use these formulas when I want to know the average, minimum and maximum values of a group of cells
  • =IF(  The if formula is more advanced than most of what I covered here. There are a lot of uses for it, but I primarily do a =IF(A2=””,””,FORMULA) calculation that says, if cell A2 (or whatever cell I’m calculating off of) is blank, return a blank value. If it’s not blank, then do this FORMULA. And the calculation I want to do is nested where it says “FORMULA”.
  • =PROPER( =LOWER( = UPPER( These 3 formulas will change the case of text in a cell to Proper Casing, lower casing or UPPER CASING.
  • =COUNT( will tell you how many cells in a range contain a value

Excel formulas can get gnarly really quickly. Just do a google search and you’ll see what I mean. I always suggest keeping it as simple as possible. And to do a sanity test on the results of your formulas.

Other Excel related blog posts: