If you happen to’re creating content material with out an editorial calendar you’re setting your self up for stress, inconsistency, and missed alternatives. Been there, achieved that, obtained the “I meant to do extra” t-shirt.
Whether or not you’re a part of a significant model, a small crew, or it’s simply you carrying the entire hats, with out a centralized plan, issues get messy quick.
But when the phrases “editorial calendar” make you itch, hear me out. This doesn’t have so as to add a dozen ranges of complication to your course of.
Whether or not you utilize HubSpot’s built-in advertising and marketing calendar or an choice like Google Calendar, spreadsheets, or mission administration software program — you can create an editorial calendar that matches your objectives, wants, and mind with out making your self loopy. And I’m going to indicate you the way.
Desk of Contents
Observe Alongside With These Free Editorial Calendar Templates
Find out how to Create an Editorial Calendar
Earlier than you whip out your paper calendar and begin including dates, let’s take a step again. Your editorial calendar is a schedule, however it represents a lot extra.
Once I seek the advice of with companies on how one can develop a content material technique and what to include in an editorial calendar, dates are sometimes the very last thing we take into account. I like to begin by reviewing upcoming objectives and plans:
- What are our massive image objectives or initiatives?
- What’s occurring that we’ll want content material for?
- What does our viewers know already — and what do they should know?
- Do we’ve current content material we are able to adapt?
- What will we want to create from scratch?
- How can we repurpose something new?
If you happen to’re studying this and pondering “I simply want a construction that works for me,” or “None of that’s related to me proper now” — completely effective.
Most individuals don’t begin with a full-fledged strategy-driven plan. However in the event you do have something developing or occurring, the very last thing you need is a last-minute scramble.
When you’ve thought by way of the large image, it’s time to begin fascinated by the content material itself. Begin by asking:
- What kinds of content material is your viewers considering?
- The place do they hang around on-line?
- What kinds of content material is your competitors utilizing, and the way usually?
- How usually are you able to decide to creating one thing?
That final one is the clincher. If you happen to solely have bandwidth for one high-quality weblog, podcast, or video — plan accordingly. If you happen to put 4 on the calendar, you’re setting your self up for failure — and in the event you’re like me, infinite guilt.
No matter your solutions, they’ll offer you a stable concept of what is sensible in your viewers and your capability.
Step 1: Select your platforms.
If I ever obtained into the “Stay. Love. Chuckle” signal craze, I’d in all probability have one that claims “You don’t must be in every single place for everybody.”
You solely want to indicate up the place your viewers hangs in and out a approach that you simply get pleasure from. If you happen to hate creating a particular kind of content material, you’re at all times going to place it off — otherwise you’ll have to rent somebody to do it for you. EIther approach, it’s a giant think about how you intend content material.
I like to recommend selecting a major content material kind that matches together with your pure strengths:
- Written (weblog)
- Audio (podcast)
- Video (YouTube or Livestreams)
From there, you may repurpose as wanted to completely different platforms. Since I’m most snug with the written phrase, that’s the place I begin, then adapt to e mail and LinkedIn.
If you happen to present up greatest dwell, then begin there and adapt to different content material sorts. The one proper approach is the one which is sensible to you. Use that as the premise in your editorial calendar.
Step 2: Decide content material pointers and frequency.
That is the place lots of people get caught — as a result of they’re making an attempt to match another person’s tempo.
Let me be extraordinarily clear: most companies don’t have to publish three articles per week, two podcasts, and handle 5 social media platforms.
Bigger ones with full-time content material groups? Certain. However that’s not 90% of the businesses on the market. To not point out that with AI making it simpler to churn out mediocre content material, high quality issues greater than ever.
Right here’s what I ask shoppers (and myself) at this stage:
- What sort of content material are you able to realistically create proper now?
- What cadence feels sustainable for the following 90 days?
- What classes or themes matter most to your viewers?
- What’s the aim behind every bit — consciousness, engagement, gross sales?
For some individuals, one put up per week is doable. For others, one monthly or one per quarter feels greatest.
No matter that’s, we are able to work throughout the bounds of your bandwidth, however it’s so vital to be sincere with your self right here. In any other case, you’ll simply be overwhelmed.
After you have a cadence in thoughts, take into consideration the big-picture categories you may converse to, and your content material objectives. From there you may prioritize your concepts, specializing in the mission-critical stuff first, and the nice-to-have or decrease precedence content material later.
Listed below are a couple of methods you can map out your content material repurposing framework.
Running a blog Weekly
- 1x week: Weblog (Tuesdays).
- 2x week: E mail (Tuesdays, Thursdays).
- 2x week: Instagram, Fb, YouTube (Wednesdays, Fridays).
Running a blog Month-to-month
- 1x month: Publish Weblog (week 1)
- 1x week: E mail
- 2x week: Instagram, Fb, YouTube (Wednesdays, Fridays)
You possibly can create and flesh out your editorial calendar utilizing the above examples extra simply. The much less steadily you publish, simply be sure that each put up is meaty sufficient tto help repurposing.
Step 3: Select an editorial calendar platform.
Now that you simply’ve obtained a way of what you’re creating, how usually you’ll publish, and the place it’s going — it’s time to determine the place all of this planning will dwell.
The reality is, the “greatest” platform is the one you and your crew will truly use. Fancy instruments are nice, but when they add friction or require too many clicks to see what’s occurring, they gained’t get used persistently. I’ve seen fantastically constructed mission boards go utterly stale as a result of nobody wished to open or handle them.
The preferred choices are spreadsheets, on-line calendars, or mission administration instruments like Trello, Asana, or ClickUp. I’ve tried all of them, and for many shoppers, a easy spreadsheet is the best way to go.
Take into accout: the extra complicated the group and as amount will increase, a extra complicated software could also be wanted.
Irrespective of which format you select, I like to recommend monitoring the next fundamentals:
- Publish date: When it goes dwell
- Due date: When the draft must be prepared
- Title or subject: Working title is okay
- Assigned proprietor: Who’s chargeable for supply
- Name to motion (CTA): What would you like the reader/viewer to do?
- Key phrases (for web optimization): So that you is aware of what phrases to optimize for
- Standing: Concept, drafting, modifying, scheduled, dwell
- Hyperlinks: To each the draft and ultimate model for simple reference
You possibly can at all times construct from right here. However conserving these core components in your calendar makes it simpler to trace progress, spot bottlenecks, and repurpose content material with out digging by way of previous folders.
Find out how to Create an Editorial Calendar in Google Calendar
I’ve constructed editorial calendars in every part from fancy enterprise platforms to color-coded notebooks. However in relation to simplicity, flexibility, and crew visibility, Google Calendar nonetheless holds up properly.
It’s free, it performs properly with Gmail, and nearly everybody already is aware of how one can use it. Plus, you may layer it with different calendars (like launch schedules or social campaigns), share it together with your crew, and set reminders to remain on observe — with out including a brand new software to your stack.
Beneath, I’ll stroll you thru how one can use Google Calendar to arrange a content material calendar that retains you organized and targeted — whether or not you’re a solo creator or working with a crew.
We’ll be utilizing a downloadable template to make the setup simpler, however be at liberty to begin from scratch in the event you’d slightly construct your individual.
Step 1: Download HubSpot’s free editorial calendar templates.
First, obtain the calendar templates above (they’re free.) By doing this, you’ll have three editorial calendar templates in your pc (or in your Google Drive).
- Weblog Editorial Calendar
- Social Media Calendar
- Content material Planning Template
Right here I’ll go over how one can use the Google spreadsheet with Google Calendar. There are methods to add the Excel model into Google Calendar — it simply requires a couple of extra steps.
Step 2: Customise your template and put together it for import into Google Calendar.
Along with your Google Sheets calendar open, it’s time to make it work in your course of.
It already consists of these columns:
- Publish date: When the content material will go dwell
- Due date: When the draft or ultimate model must be prepared
- Creator: Who’s chargeable for creating or finalizing the content material
- Subject/Title: A working title or fast abstract of the piece
- Content material/Particulars: Notes, hyperlinks, outlines, or context for the put up
- Key phrases: web optimization phrases to incorporate or concentrate on
- Goal persona(s): Who the content material is for (viewers phase, purchaser kind, and so forth.)
- Supply/CTA: What motion you need the reader to take, or what provide this content material helps
This offers you a stable mixture of strategic readability and sensible execution. You’ll know what’s going out, why it issues, who it’s for, and the way it ties again to your bigger enterprise objectives.
Don’t be afraid to tweak or conceal columns you’re not utilizing proper now — however I like to recommend conserving them in your template not less than as a “default” tab, in order that they’re straightforward to convey again when your content material plans get extra complicated.
When you’ve crammed in a couple of vital dates, it’s time to attach it with Google Calendar.
Step 3: Create a Google Calendar in your content material plan.
Earlier than you join your editorial calendar to Google Calendar, you want a Google Calendar to sync to.
No brainer right here, however don’t skip this step. Simply go to Google Calendar > Different Calendars > Create New Calendar.
Then discover your Calendar ID.
Step 4: One-time add into Google Calendar (Possibility A).
From right here, you may load it into your Google calendar. There are a couple of catches:
1. It gained’t replace robotically and every part should be handbook.
2. Google Calendar solely helps CSVs with particular column headers, so that you’ll have to rename and reorganize your column headers to the next and should not have the extent of knowledge you need:
Topic
Begin Date
Begin Time
Finish Date
Finish Time
Description
From right here, you’ll have to export the sheet as a CSV then return to Google Calendar. You’ll then click on Settings > Import & Export, choose your CSV after which select the calendar you need to import into.
That is greatest provided that you want fast visibility into your calendar. In any other case I like to recommend choice B — the auto-magical route 🙂
Step 5: Mechanically create calendar occasions with Google Apps Script (Possibility B).
Now that your editorial calendar lives in a Google Sheet — and also you’ve created a devoted Google Calendar to map your content material dates — it’s time to attach the 2.
I’m obsessive about utilizing Apps Scripts to automate issues in Google Workspace. This course of will allow you to robotically create a calendar occasion for every row in your sheet, based mostly on the publish date and title. Key phrase: robotically!
And my favourite technique to do it’s by utilizing ChatGPT to assist me create and troubleshoot the scripts.
Right here’s the immediate I used:
“I need to join a Google Sheet to my Google Calendar that robotically updates so I don’t must manually replace calendar with editorial plans. What’s the App Script I want? Please stroll me by way of it step-by-step.”
Then I adopted these directions;
1. Open the Apps Script editor: Extensions → Apps Script
2. Delete any placeholder code and paste this in:
operate createCalendarEvents() {
const sheet = SpreadsheetApp.getActiveSpreadsheet().getActiveSheet();
const calendar = CalendarApp.getCalendarById(‘your-calendar-id@group.calendar.google.com’); // ← Exchange this
const information = sheet.getDataRange().getValues();
for (let i = 1; i < information.size; i++) {
const publishDate = information[i][0]; // Column A
const title = information[i][3]; // Column D
const particulars = information[i][4]; // Column E
const key phrases = information[i][5]; // Column F
const creator = information[i][2]; // Column C
const cta = information[i][7]; // Column H
const posted = information[i][8]; // Column I (Posted to Calendar?)
if (title && publishDate instanceof Date && !posted) {
const description =
`Creator: ${creator}n` +
`Key phrases: ${key phrases}nn` +
`Particulars:n${particulars}nn` +
`CTA:n${cta}`;
calendar.createEvent (title, new Date(publishDate), new Date(publishDate), {
description: description
});
// Mark the row as posted
sheet.getRange(i + 1, 9).setValue(“✓”);
}
}
}
3. Exchange: your-calendar-id@group.calendar.google.com with the calendar ID you simply discovered.
4. Save and run the script by clicking the floppy disk icon to save lots of and clicking the run button. If it prompts you to authorize entry, observe the steps.
5. Set it to run robotically utilizing the clock icon “Triggers” by creating a brand new set off:
Select which operate to run, choose: syncEditorialCalendar
Occasion supply: Time-driven
Sort of time-based set off: Hourly, day by day, or customized
Click on Save
As soon as it runs, it is best to see your content material present up within the new calendar you made, full with title, creator, and particulars. And since mine is about as much as run each 2 hours, I’ll see these modifications at that frequency. You can also make this kind of frequent, as wanted.
If you happen to get any error messages, simply feed them into ChatGPT and hold updating the script. Typically it takes a couple of tries, however the payoff down the street is superior!
Step 6: Share your editorial calendar together with your crew.
As soon as your editorial calendar is about up — whether or not you’re utilizing the Google Sheet alone or syncing it with Google Calendar — be sure that the proper individuals can see it.
If you happen to’re collaborating with a crew, this step is what retains issues shifting with out infinite follow-up messages or missed deadlines.
You’ve in all probability shared one million Google Sheets and Docs utilizing the blue share button within the high proper. Nevertheless, in the event you’ve by no means shared a calendar with somebody earlier than, you’ve a couple of choices. All may be accessed in Calendar, by selecting “Entry permissions for occasions”.
Possibility 1: Occasion View Availability
You possibly can management whether or not the calendar is publicly accessible, accessible solely to these in your area, or share the hyperlink with anybody you select. You additionally management the extent of occasion particulars. Although, for an ed cal, I’d advocate all occasion particulars.
Possibility 2: Share Calendar with Particular Folks
This one’s fairly easy — simply select an individual and share the calendar with their Google deal with.
And there, you’ve your editorial calendar on Google Calendar!
Find out how to Use Excel or Google Spreadsheets for Editorial Calendars
If you happen to’re a spreadsheet superfan, oh hello— me too! I’ve constructed total editorial calendar content material methods in Sheets and Excel. They’re versatile, straightforward to share, and excellent for monitoring all of the shifting elements of an editorial calendar, particularly if in case you have a small quantity.
Your best option is whether or not your group makes use of Google Workspace or Microsoft Groups.
The editorial calendar template bundle you downloaded consists of hyperlinks to Google Sheets editorial calendar recordsdata and an Excel weblog editorial calendar template you may adapt to your organization.
Google Sheets
To make use of the Google Sheets choice, open the hyperlink within the included pdf and choose “Make a Copy.”
This may robotically save to your Drive. From there, you may adapt to your schedule/wants and share with crew members for simple collaboration.
Excel
Save the Excel file to your Groups folder and share it with the suitable crew members.
Professional tip: No matter which spreadsheet you utilize, solely present “edit” entry to individuals who want it.
Find out how to Use On-line Calendars for Editorial Calendars
Whether or not you’re utilizing Google Calendar, Outlook, or iCal to handle your private and work schedules, you may simply use your on-line calendar as an editorial calendar . It’s easy, visible, and an effective way to remain on high of content material with out including one other software to your tech stack.
Right here’s how one can make it work:
Step 1: Create a brand new calendar.
Begin by making a separate calendar only for content material planning. This retains your editorial schedule from getting misplaced amongst conferences and private reminders.
- Google Calendar: Go to the left-hand sidebar, click on the + subsequent to “Different calendars,” and choose Create new calendar. I shared the steps for that above.
- Outlook: Choose Add calendar → Create clean calendar
- iCal (Apple Calendar): Click on File → New Calendar, and select iCloud if you’d like it to sync throughout gadgets
Step 2: Rename your calendar.
No matter which app, you may identify your calendar “Editorial Calendar” and add occasions.
Step 3: Arrange your calendar.
Select a date and time on the calendar, identify the occasion “Weblog Title,” “E mail,” “Instagram Put up,” and so forth., and select how usually you need it to recur.
Then you may go into every occasion and fill out particulars like Title, Content material Define, and another info.
You possibly can then additionally share that calendar with different individuals in your crew to allow them to plan accordingly.
Find out how to Use a Venture Administration Platform for Editorial Calendars
My background in mission administration is popping out right here as a result of I LOVE an excellent workflow. Apps like Asana, Monday, or ClickUp make nice editorial calendars as a result of you may view the content material in a number of methods and might get all of the visibility you need..
Every content material merchandise turns into a “card” or job that may maintain every part you want:
- Deadlines and assignees
- Content material objectives and belongings
- Draft hyperlinks and standing updates
- Notes, checklists, subtasks, and even assessment levels
I’ve discovered that almost all can help you toggle between Checklist, Board, or Calendar views. You may also assign a wide range of duties and subtasks with completely different deadlines.
And since they’re often drag and drop, updating your editorial calendar as issues change is straightforward.
Of all of the instruments on the market, I personally love ClickUp and Monday probably the most due to how a lot I can customise.
I’m positive others can do related issues, however these work greatest with my mind and might flex round my course of as a substitute of forcing me into one thing inflexible.
And in the event you’re unsure what’s doable? ChatGPT is your greatest good friend. I’ve used it extra instances than I can depend to construct workflows, clear up information fields, and write automations that save me hours.
My level isn’t to make use of the fanciest software on the market or over-engineer your course of. The truth is, I’d take into account all of the potential touchpoints and mix as many as you may to maintain issues easy.
That mentioned, my greatest aim right here is to share among the greatest choices after which flip you free to decide on one that truly makes your life simpler and helps you keep away from one million Slack messages asking, “Hey, what’s the standing on this?”
No matter which choice you select, it’s a good suggestion to make sure your crew understands your content calendar and how one can use it to maintain your course of shifting easily.
Why Utilizing Google Calendar as an Editorial Calendar Works
There are a whole lot of methods to handle an editorial calendar. If it really works for you, it’s excellent.
In case your crew already lives in Gmail, it’s one much less software to undertake—or pay for. Plus, it’s straightforward to loop individuals in or transfer issues round as your plans evolve. As a result of they will evolve.
I at all times inform shoppers — we’ll lay out the best plan, however know that even factoring in a conservative estimate of your bandwidth, what truly occurs is at all times completely different.
That’s why I like which you can stack a number of calendars — so your content material plans can dwell alongside launch schedules, product pushes, or anything your crew is juggling. Everybody sees what’s occurring, what’s coming, and the place the gaps are.
Higher but, while you outgrow it, you may join your Google Calendar to extra superior instruments and workflows, making solely minor tweaks to the stable editorial system you’ve constructed.
Create your editorial calendar right this moment.
Over time, I’ve used every part to handle editorial calendars — from sticky notes plastered throughout my display to Monday.com builds with six layers of automation.
And I firmly consider that there’s a spot for every part. (Besides possibly for that stack of sticky notes that not persist with something.)
What issues most is that you’ve a system to maintain you and your content material on observe and targeted on shifting your enterprise ahead..
My recommendation is threefold:
- Begin the place you are actually
- Use these templates to check what works
- Make the method your individual
Your subsequent launch, marketing campaign, or killer piece of content material deserves a house in your calendar — not misplaced in a torrent of Slack messages or buried in a pocket book.
Editor’s observe: This put up was initially revealed in January 2019 and has been up to date for comprehensiveness.
