Now, let’s get your team on board! To make this transition as quick and pain-free as possible, take this proven process and memorize it by 🧡
Plan a day’s worth of content in CoSchedule.
To kick things off, plan out at least one day’s worth of social messages, blogs, projects, campaigns, and tasks inside CoSchedule. Include everything your team is working on. You want to showcase how CoSchedule will look (and function) for your team.
Update settings in CoSchedule to make the transition from spreadsheets feel familiar.
Add color labels in CoSchedule to mirror any color coding you may have used to categorize projects or messages in your spreadsheet.
In your spreadsheet, you probably had a list of tasks for different team members. Automate this process using task templates. To get started, build task templates with the same workflow your team is used to (i.e. write blog, design images, write social posts, edit).
Create one for each recurring project type your team creates, i.e. blog posts, events, email campaigns, social campaigns, etc.
Schedule a team meeting.
The next step is to demonstrate the value of CoSchedule. Demo the features and highlight your team’s new project workflow to get everyone on the same page.
Pro Tip: Want to get a better turnout? Entice your team by ordering coffee for this meeting (on us!). Contact your customer success manager, and we’ll make sure your team is caffeinated and ready to learn.
After this meeting, your team will be ready to jump in head first! But with major change comes the chance a few employees may struggle with the transition. Because you know, “this is the way we’ve always done it.”
And you don’t want to leave them on the sidelines.
Move work into CoSchedule (ASAP).
To phase out your spreadsheet(s), we’ve outlined two game plans for you. Choose the option that works best for your team size and workload.
Run out the current projects in your spreadsheet - Post meeting, no new new projects get added to your spreadsheet(s). Anything new on your roadmap gets added to CoSchedule right away. When there are no remaining projects in your spreadsheet, you can officially retire it!
- You don’t have to transition any existing projects from the spreadsheet to CoSchedule.
- Your team has to use two tools simultaneously to manage projects, which decreases efficiency + increases risk for miscommunication.
- You will likely have a longer transition period - making it more difficult for resistant team members to adopt CoSchedule.
MBP - a CoSchedule customer - gradually shifted their work from their spreadsheet to CoSchedule. First they moved social content, then events, and finally blog posts.
Transition all projects to CoSchedule. - This option is a clean break. And your team won’t have to recall which projects live where.
To do this, set a hard deadline for your team. All projects will be required to live in CoSchedule as of December 1 (for example). After your deadline, there will be no access to the spreadsheet anymore.
Use CoSchedule’s integrations to import content from your spreadsheet directly into CoSchedule. Pull in planned social messages using bulk social upload. Use Zapier to import content (blogs, landing pages, etc.) from your spreadsheet as new projects.
- You have very defined expectations for your team’s transition.
- You know the “end date” for your spreadsheet; making it easier to plan.
- Your team only uses one tool for managing projects.
- You can quickly transfer content from your spreadsheet to CoSchedule using CoSchedule’s bulk import feature for social and Zapier integrations for projects.
- Old projects need to get transitioned from your spreadsheet to CoSchedule, which takes time and resources to update.
Regardless of which option you choose, make sure to clearly communicate expectations and timelines to your team.
Continuously share the value of using CoSchedule vs. spreadsheets. Utilize your customer success manager for support through the process as needed. And don’t forget to share CoSchedule’s help docs for additional resources.