How to Set Up a Strong Offense and Defense for Your Brand and Creative Team
This is how you stop the crazy cycle of constant project creep, burnout, and long nights completing projects, and start getting ahead on all projects!
This is the pressure relief valve you need to implement into your creative process ASAP. I’ll show you how.
It all starts with creating a strong offense and defense for your creative team and communicating how the process works to clients or other departments on a regular basis.
Did you get that? If not, read it again! ☝️
Let’s avoid burnout and play the long game professionally. Because you don’t want to go on vacation for one week and feel behind after returning to the office. You shouldn’t have to feel overwhelmed all the time because you cannot say no to a client, or are not physically able to fulfill all of your projects because you don’t have a process in place.
The madness stops here. Pause your work and find time to implement this right away.
🌟 Because, when you set up a good offense and defense you…
are in good shape after coming back from vacation just by checking a few emails and viewing the status of each project
feel like things are manageable and can see opportunities to do more
are beginning to love the rhythm of work and the relationships you’re building because you have a clear process in place
🌟 Key take-away: And let me also warn you here that even though these things sound simple, it is so important to do. It’s mastering these simple processes that will give you more flexibility, more time, they ability to physically do more, and develop a healthier outlook.
Okay, here’s how it’s done:
Here is what you need on offense to prevent people from just placing another project on your plate.
🥊 Create a strong offense for your creative team
1. Track all new projects with an In-take Form.
A project in-take form will keep a record of all your upcoming projects. It also captures necessary information about the project you would be asking for anyway. This will free up your time and reduce the number of people randomly stopping by your desk or flooding your inbox asking if you can do a project.
As you implement this, be sure to explain to others that this is not an automatic ticket fulfillment process. Rather, this will be a great resource to help everyone stay unified on the project. Everyone can look back at the same notes from the form rather than wondering who has all the details for a project. An in-take form makes things more efficient and saves a step by getting all the necessary details upfront for a project.
Always be happy to explain (and reexplain) how much this one task helps your work process. Be kind to ask people to fill out the form again and again and again.
Here are some tips on how to make the form easily available:
Ask people to bookmark the form link
Add it to your email signature
Create a unique URL form that is easy to remember for internal departments
🌟 If you need an intake form, here is our in-take form to get your creative juices flowing.
Pro Tip: Use a form builder that is free or one that you already have access to. Google Forms, JotForm, and Typeform have free form versions available. You can also see what forms are available through your website or project management apps.
2. Plan ahead with a Content Calendar
Create a content calendar with a record of upcoming events, holidays, social media, etc. each month ahead of schedule.
If you don’t know what a content calendar is or need a template to get started, download our FREE content calendar in Google Sheets. This provides space for social media, email campaigns, ads, and blogs/resources. This is the exact template we use with all of our clients, so you know you’re in good shape.
Pro Tip: After a YEAR of content planning, your job will be 50% easier because you now have an easy road map to reference everything you did for each month the year prior.
🥊 Create a strong defense for your creative team
1. Maintain good relationships and Communicate Often
This step may seem simple, but I’ve seen some of the most sought-after organizations overlook this simple step.
You’ll show that your services are more than just “fulfilling a ticket.”
Building a strong relationship is the most important aspect of the entire project.
If you focus on the relationship, you will…
build trust
earn repeat projects
add value to your organization (and your clients)
It’s really the best thing you can do for your client, yourself, and your organization.
Pro Tip: Each project genuinely takes heart. Communicating about your project is the top priority, but when possible, genuinely connect and learn more about them. This sets everyone at ease and is just another way to build trust.
2. Project tracking and Fulfillment
Aw - There is nothing better than when a project fully comes together.
This is where your process to move the project from concept to completion will stand out.
Here are some tips to create a smooth fulfillment process:
When you get a new project from your in-take form, respond quickly and within office hours when you receive a project request form.
Set up a quick meeting for project expectations and roles within the project.
If there is a setback in the project, bring the issue up to the client as soon as possible, but also have a solution on how to solve the problem so they do not feel stuck.
Communicate regularly about the status of a project.
Follow back up after the project has been completed to get honest feedback. This may feel a bit intimidating, but this important step will serve you well as you grow and learn how to work with your clients best.
Plan your work and work your plan. Use a project management tool like Asana, ClickUp, Monday.com, or Basecamp to keep things organized (especially if you have a team). Be sure to set clear deadlines and talk about what the finished project looks like.
Pro Tip:
For new clients, see if there is anything you can do to get things started sooner. Most new clients are a bit worried to see how the working relationship will work out. Rather than waiting, move forward with starting the process.
For existing clients, see if there is a way to “plus” their project while still fulfilling the project requirements in a timely manner.
Both of these ideas will help you stand out and build trust, BUT at the very least, just complete the project on time within the required expectations.
Build a better brand that you’re confident in.
Ok, now is the time to start implementing a strong offense and defense in your organization. It may take you one day to set up the in-take form and content calendar, but know that implementing a new process may take time and that is ok. Be the rock for your organization and creative process.
You’ve done it!
If you have any trouble doing this or have questions about how to get everyone on board, feel free to reach out to me at hello@confidentbrands.co and we can help you with any part of this process.
It is always an honor serving you. Talk soon!
Meredith Gaston
