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Internal Social Request Process?

  • 29 August 2022
  • 8 replies
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Hi everyone! 

 

I’m social media manager at a large tech company (~700 people) and I’ll get social post requests from people in different departments all throughout the company on a consistent basis. So far, I’ve been trying to organize those on a monthly basis with shared Google sheets then adding them to Sprout.

 

I’m wondering if anyone here has been able to find a way to establish a formalized process for gathering these requests/suggestions and fitting them into your social strategy while balancing not always posting everything everyone suggests if it’s not the right fit for your company’s social? 

 

TIA!

-Kayla 

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Best answer by emily.haworth 8 September 2022, 23:26

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Userlevel 7
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Hi @kayla.eggenberg! At Sprout we created a google form for intaking requests/recommendations. We made it clear while all requests were welcome, we couldn’t always accept them. We typically asked them for dates, links, copy, images and the priority. 

I hope you get some additional recommendations but wanted to share my experience! 

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Hi Jonathan, thanks for the info that’s helpful! I’ve also used a similar form via Airtable for teams/people I don’t have a standing meeting with, that’s helpful to make it clear all requests are welcome but not a guarantee.

Userlevel 2
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Agh! I 100% get this struggle and am glad someone else out there is experiencing multiple post requests, too. 😝 I created a form in SmartSheet that people need to submit a ticket to if they want a post. Here’s a screenshot of the form attached. 

On my end, when someone submits a ticket, I get an email alert. I can see the request in Smartsheet (looks similar to a Google Sheet), and can communicate with the stakeholder via the Comment Box section. When I have completed the post request, I click a box that automatically notifies the stakeholder via email that the request was complete.

 

It has been a great system thus far, although I will say that asking non-marketing/social media people to input their ideal audience and CTA is like pulling teeth. I usually end up figuring those out on my own. :)

Hope that helps!
 

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This was so helpful, thank you Emily!! Yes, the requests are definitely consistent so I’ve decided to put together a detailed collaboration process that will hopefully get ahead of the one-off requests. I love your idea of adding a promotion window start and end time!

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I used to hold quarterly ‘brainstorm’ meetings with a representative from each cross-functional team letting me know their priorities for the upcoming quarter to help get ahead with planning. I’d have them further prioritize in a low/medium/high scale to help me determine which were must do’s vs. nice to haves. Might not be feasible depending on size of team but wanted to throw that out there! I love the form Emily shared, so helpful to gather all the need to know detail!

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Thank you, Jackie! That’s a great idea to have a quarterly brainstorm session with stakeholders. The process I decided to go with includes a set number of posts per month for each department -- and each department has a stakeholder who I communicate about content with. Then I also have an Airtable form for one-off requests. Excited to see how it works out! 

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I tend to field requests from folks who want publishing on social only to check off a box on a to-do list, so on that intake form shared above, I also ask what their goals are how a post will support that effort. Oftentimes, learning why the request was made will help you determine how much effort to put forth (1 quick tweet vs. multi-platform campaign, etc.)

Hi there,

 

I have a Social Media Microsoft TeamSite for my organization. Key stakeholders all have access to that site.  This is where I keep the monthly editorial calendar and relevant digital files that can be shared company wide. On that site, I host a social media content request form.  Similar to what Emily posted above.  I have several fields for them to complete -  Post Title, Content Type (e.g. Career Fair, Office Event etc..), Audience, What Social Channel (Twitter, Facebook), Publish Date, Content for each channel, and then the last field is where they upload their media. I set up to receive notifications as soon as someone completes the form. Also, it has a nice repository to hold all the media for all the requests I receive.

My challenge is to create a well-rounded content calendar and not the same content from the same organizations over and over again. Does anyone have a content frequency formula they use?

Thanks!

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