Daily, Weekly, Monthly, Quarterly, and Annual Checklists for Highly Effective Social Media Managers

By November 14, 2018

Do you find that it’s easy to get lost in creating content for social media and before you know it another day, week, or even month has passed and you didn’t get around to that other task you wanted to?

With so many channels, audiences, and conversations happening on social media, it can be hard to keep on top of everything!

To provide a helping hand, we’ve created daily, weekly, monthly, quarterly, and annual checklists to tick off as you go. Helping you to stay on track, be even more effective, and prevent that horrible feeling of thinking you’ve forgotten something!

Social Media Checklist, Complete

The Daily Checklist for Highly Effective Social Media Managers

1. Ensure all inbound social media queries have been answered

This is arguably the most important task on any social media manager’s to-do list! How you treat your audiences and customers has a great impact on the way your brand is perceived. If you’re not giving customer questions or complaints the care and attention they deserve, your audiences might be more reluctant to engage with your social media content AND your organisation as a whole.

With that in mind, to ensure success on social media, make it a daily habit to check that every query that requires a response has been answered!

2. Review brand mentions and social listening searches

We know that while a great proportion of customers will direct conversation or questions directly to you, others will discuss your brand without @mentioning you. These messages might be positive or negative, but without listening for them you have no way of knowing.

Taking the time to set up social listening searches for mentions of your organisation, products, or services is super important to protect your reputation and seize opportunities to engage. The even better news is that once you’ve set up these searches in a tool like CrowdControlHQ – all you need to do is review the email list of results that you’ll receive each morning! Our software does all the hard work in searching, to give you more time to respond to and manage these interactions.

3. Review your scheduled social media content and fill any gaps

If like us, you plan your social media content in advance and schedule it using a tool like CrowdControlHQ it’s still important to review what you have going out each day. Check that your messages are still relevant, appropriate, and the best they can be. On reflection you might find that since you scheduled the message, your organisation’s approach to the topic has slightly changed, or you might have found that a #hashtag worked particularly well and so today’s content will perform better if you add that #hashtag into other relevant posts.

This is also your opportunity to spot any gaps in content and ensure that each of your channels are populated with the right amount of content. It’s easy to incorporate this habit into your morning working routine with tools like the CrowdControlHQ Calendar where you can see all content for all social media accounts in one place!

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4. Monitor content created by colleagues and approve/edit as required

It’s awesome to have different colleagues across your organisation contributing social media content to your channels. But it’s natural that some of those colleagues will be less familiar with or less confident on social media. You might also have interns or newer members of your team creating content who are still learning about your organisation.

To provide support and feedback to these colleagues, it can help to monitor their content while they find their social feet. Lots of our customers make use of our Validation feature that automatically sends content from certain colleagues to the social media team for review before it is posted live.

This is a powerful safety net that can fill others with the confidence that if they do make a mistake, it will be picked up. While for others, this is a fantastic opportunity to provide feedback to help hone and refine their content. If you too have adopted this process or something similar, it’s important to set time aside each day to properly review the content, approve it, and provide feedback to those colleagues to help them grow!

5. Assess content to decide whether it requires boosting/promoting

To maximise the potential value of your social media content and campaigns, it’s key to regularly review how they’re performing with a view to spending money on boosting or promoting the content. You might notice that one post is really well received by your existing audience and so boosting it beyond your fans and followers could generate even better engagement. These changes can happen quick so schedule time to consider this each day!

6. Check out the latest social media news

Changes to the social media networks happen faster and faster and unless you’re keeping an eye out you might find yourself falling foul of new rules, or missing out on opportunities.

We recommend saving a selection of the social media news sites to your bookmarks so that when you’ve got a couple of minutes in between meetings or activities, you can easy familiarise yourself with the latest updates. A couple of good places to start are:

7. Create conversations with brand advocates

The last task to check off is all about driving more engagement and what better place to start than with your brand advocates?! Each day, give your fans and followers a bit of love by sharing content that they’ve created, or simply asking them questions. This is something that doesn’t have to take all day and has a really powerful impact. Your other fans and followers will see this too and it may inspire them to get involved.


The Weekly Checklist for Highly Effective Social Media Managers

1. Assess social media performance against your weekly goals

To stay on track to hit your monthly and quarterly goals, monitor your weekly social media performance. We’re not suggesting you produce another report (no one needs another report to write) but just setting some time aside to have a quick look at a couple of your key performance indicators (KPIs) like:

  • Average levels of engagement with your content
  • What your most successful piece of content was that week (success defined in your terms)
  • What your least successful piece of content was that week
  • Your average response time to social media queries
  • How much content you created as an organisation
  • The results of any paid promotions/boosted posts

2. Promote employee advocacy on social media

As Simon Sinek said:

“Customers will never love a company until the employees love it first”

Social media is a platform through which your colleagues can easily become advocates for your organisation by sharing your content and creating their own related posts. It’s natural that some of your colleagues will already do this as they want to build their personal brand. But for others, it might take some more encouragement, education, and training.

To promote consistency and generate stronger advocacy, reminding your colleagues to get involved on a weekly basis is key. Consider sending a short email round up of shareable content that they can retweet/share/like with the click of a button. Or use your organisation’s intranet or internal message platform like Slack to share links to your content and ask colleagues to engage with it.

3. Engage industry influencers

Research has shown that 71% of consumers are more likely to make a purchase based on a social media reference from an influencer that they trust. With that in mind, the influencers that you engage are super important as they communicate a lot about your brand and can have significant impact on social media performance.

To get the most from influencer relationships, aim to engage new and existing partnerships on a weekly basis. To learn more about how to get started with social media influencers – check out our blog on how to incorporate influencers and partnerships into your social media strategy!

4. Celebrate your new fans and followers

It’s great practice to thank your new fans and followers for joining you so make it a priority to publicly welcome them to your social media audience. We try to do this regularly to show our appreciation and start conversations as you can see below.

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5. Take 30 minutes to look at your competitors’ content for inspiration

Finally, each week set some time aside to have a little nosey at what your competitors are up to on social media. You might find that it sparks some ideas for your own content, helps you to learn what does and doesn’t work on social media, or see something that you could do better. Staying on top of what’s going on in your market/sector will also help your organisation to stay ahead of the curve and innovate!


The Monthly Checklist for Highly Effective Social Media Managers

1. Plan your themes and campaigns for the month

Of course, as a new month rolls around, it’s time to sit down and plan your social media content for the next few weeks! We like to set aside a morning to establish the themes and campaigns that we’ll be working on that month. These might include key messages that we’re wanting to convey, or simply focused on upcoming #hashtags or awareness days. This structure will then help you to build content around.

2. Catch up with team members to share new ideas, results, and brainstorm

While you might have an idea of the themes and campaigns you want to run over the coming month, creating effective content to achieve your objectives isn’t always as easy as it sounds. Staring at your computer screen hoping that inspiration will suddenly strike you is one approach to resolving this but we’ve found some other brainstorming tactics that are much more enjoyable!

Getting your colleagues together to share new ideas and brainstorm creative content for the month is very valuable. Not only are you likely to come up with better ideas, but it also helps to keep more of your team involved and motivated to achieve great things! For an effective brainstorming session consider the following:

  • International and national events/hashtags/awareness days to get involved with
  • Ideas from your competition or organisations you admire
  • Posing a related question to your colleagues who write their ideas on post-it notes that you can then group into related categories to flesh out ideas
  • Using social listening to spot trends
  • Changing location or going for a walk to mix things up!

For the full list of brainstorming tips and tricks check out our blog: 9 Tactics To Jump-Start Your Social Media Brainstorm!

3. Analyse monthly social media performance 

Each month you might be required to present a report to your seniors or the board with a high level overview of results. But this is also the time that you and your team can understand both what changed, and more importantly why! 

Take time at the end of each month to perform quantitive and qualitative analysis on your activity focussed on the metrics that directly demonstrate whether you’re meeting, exceeding, or missing your objectives. This reflective time is super important to ensure that you don’t repeat tactics that might not be working, and instead learn from successes and mistakes to continually improve your social media output!

To learn more about what the best metrics to measure are, take a look at our blogs on the matter:

The Essential Social Media Customer Service Metrics You Should Be Tracking

6 Social Media Metrics Every Social Media Manager Needs To Be Reporting

4. Celebrate your colleagues doing exceptional work on social media

It’s awesome to celebrate the work that colleagues across your organisation do on social media. For many brands, without the support of a range of teams and departments it just wouldn’t be possible to create so much high quality content, or answer all customer queries that come in via social media!

Redrow Homes are one organisation that are really committed to sharing social media successes and this improves motivation and awareness of the importance of social media in the company. This month, we’d like to say big congratulations to Hannah Pullinger for being awarded CrowdControlHQ user of the month by Redrow, awesome work Hannah!

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The Quarterly Checklist for Highly Effective Social Media Managers

1. Provide social media training for existing and new colleagues

To ensure that your colleagues are as effective on social media as they can be, training is crucial. Unlike social media teams, your colleagues across other departments are unlikely to have the time to stay as up to date with changes in social media networks, best practice for creating content, and tips and tricks for improving customer experience. 

With that in mind, regular social media training should be provided for any new users, as well as refresher training for any colleagues looking to take their use of social media to the next level or recap details.

The training you provide could be in person or online depending on time and availability but they key thing is that you’re making social media more accessible for all and up-skilling others to deliver results.

For more information on social media training content, format, and tips check out: A Comprehensive Guide To Training Your Social Media Team

2. Share high level results with the rest of your organisation 

The end of each quarter is a great time to share insights more widely. A high level overview of activity and progress against objectives can help to keep the rest of your organisation engaged in your social project as well as motivate colleagues to help meet business objectives.

Consider sending an email with updates to your colleagues, posting a results page on your organisation’s intranet, or even sharing results around your office on TV screens or on notice boards!

The Annual Checklist for Highly Effective Social Media Managers

1. Perform a social media audit

It’s good practice to undertake a social media audit at least once a year. This is your opportunity to evaluate the social media assets you have to identify security/reputation risks and the performance of each of your accounts. Look to investigate the following:

  • How many social media accounts you own, including those that feature your brand name but you have no control over – these will still be associated with your organisation so make sure you put plans in place to shut fake accounts down, or retrieve login details.
  • Who has access to each of your social media accounts – removing colleagues who have left your organisation and making a note of any new colleagues who will need access.
  • Whether login and passwords for each account are shared – or if colleagues use a tool like CrowdControlHQ to access your accounts with a unique login and password to reduce risk.
  • Whether your social media profile information is up-to-date and represents your organisation best.
  • The performance of each social media account over the past year including: engagements, number of fans/followers, amount of content created, and the year on year % change in each.
  • A SWOT analysis (Strengths, Weaknesses, Opportunities, and Threats) of each profile to consider where you can improve and what might be holding you back.

For more detail on this, head to our blog dedicated to detailing how to complete a social media audit!

2. Review and set annual social media objectives

Next up on your annual to-do list is reviewing how you performed against last year’s social media objectives. Did you achieve what you set out to? Did you exceed targets? Use this time to consider what the next year holds and therefore what social media needs to contribute to help your organisation to meet business objectives. Consider how you performed last year, and use this insight to set SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) objectives.

Ensure that these objectives are communicated to all colleagues involved in social media across your organisation!

3. Develop your social media strategy for the coming year

Once you’ve established what your social media objectives for the year are, you need a plan of action to achieve them. That’s where your social media strategy comes in. Successful strategies consider the following:

  • A clear understanding of your audience and their interests
  • Which social media networks you should be using and how
  • The people that will be involved in delivering your objectives
  • The types of content you want to create and why
  • How you will measure performance against your objectives

We learnt some great social media strategy tips at this year’s CommsHero event and shared our key takeaways that you can apply to your strategy today here!

4. Review your social media policy and make edits where necessary

Finally, the very last item on your social media to-do list is review your social media policy. Don’t be fooled that just because this is last on the list it’s any less important – if anything it’s one of the foundations of a successful social media project.

A social media policy is a document designed to protect organisations and employees when they’re using social media on behalf of the business. It should advise and guide employees on how to conduct themselves online, but it should also empower your colleagues to deliver engaging social media content.

Make sure that your policy is still relevant, covers all aspects of your social media activity, and is accessible and available to all colleagues across your organisation! If you’re looking to write your first social media policy, check out our guidance here

So there we have it, those are the key practices we recommend adopting as part of your daily and weekly routine for social media management, but we want to hear from you! Which of these activities are on your to-do list and what helps you have a more productive and successful day, week, month, or year!? Let us know @CrowdControlHQ!