Complete Marketing Department System
The marketing department of a mid-sized company managing multiple channels, campaigns, and an annual budget.
From the quarterly plan to the monthly management report — a complete marketing cycle that ties campaigns to budget and measurement.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every marketing initiative enters as a card in the “Plan” column under the approved quarterly plan, where the marketing manager defines its objective, channel, estimated budget, and launch date. Once approved, the card moves to “Campaign,” where its details are built: audience, messaging, and timeline; then to “Execution,” where each channel specialist produces their materials and uploads them as attachments on the card until complete. The card then moves to “Measurement” to record performance figures from the platforms, then “Report,” where results are summarized in the monthly report submitted to management, and it ends in “Improvement” with the lessons learned on which the next quarter's plan is built.
Chat is the team's daily coordination channel — confirming a publishing time or adjusting a design before launch — while major campaign decisions, such as approving a concept, shutting down a channel, or reallocating budget, are documented in the Forum so the team can refer back to them when writing the next plan. Announcements are the voice of management and the department head: quarterly plan approvals, brand updates, and monthly report deadlines reach everyone from a single channel that doesn't get lost in chat.
Dues manages the marketing budget privately: each campaign's budget and what has been spent from it, influencer and agency payments and what has been paid and what remains — visible only to those with access. The marketing manager knows the department's financial commitments moment by moment and links every expense to its campaign card, instead of separate ledgers and files disconnected from the workflow.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Marketing Manager
Builds the quarterly plan as cards in the “Plan” column and approves their move into execution, reviews the “Measurement” figures, and signs off on the monthly report before it goes to management.
Channel Specialists
Each specialist produces their channel's content on cards in the “Execution” column and records platform performance figures in the “Measurement” column as they come in.
Paid Campaigns Specialist
Runs performance campaigns on the platforms, logs their budget spend in Dues, and proposes the optimizations that enter the “Improvement” column at the end of each cycle.
Influencer & Vendor Coordinator
Tracks influencer agreements and deliverables via Chat, and records their dues and payments in Dues privately.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Campaign DecisionsDocumenting decisions to approve, stop, or re-fund campaigns — what was decided, why, and when.
- Results & MeasurementDiscussing campaign figures after each measurement cycle and what they mean for the next plan.
- Ideas & InitiativesCampaign and content ideas proposed by any member; approved ones become cards in the “Plan” column.
- Channel ExperimentsWhat worked and what failed on each channel — documented experiments the whole team draws on when planning.
«Working Rules for This System» — Pinned in the forum
1. No initiative off the board: every marketing activity starts as a card in the “Plan” column before any execution. 2. A card moves to “Execution” only after the marketing manager approves the campaign and its budget. 3. Campaign decisions are documented in the “Campaign Decisions” forum section — Chat is for daily coordination only. 4. Every campaign's figures are recorded on its card in “Measurement” within one week of completing execution. 5. Every spend on a campaign or influencer is logged in Dues as it happens and linked to its campaign.
Welcome announcement: «Welcome to the Marketing Department System»
From today, this system is how we work: every initiative is a card moving from “Plan” to “Improvement,” every campaign decision is documented in the Forum, and every expense is recorded in Dues. First step: add this quarter's initiatives as cards in the “Plan” column before the end of the week. Anyone with a question about the workflow will find it in the pinned “Working Rules” topic in the Forum.
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