In case you’re creating content material with out an editorial calendar you’re setting your self up for stress, inconsistency, and missed alternatives. Been there, executed that, bought the “I meant to do extra” t-shirt.
Whether or not you’re a part of a serious model, a small group, or it’s simply you sporting all the hats, with no 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 calendar or an choice like Google Calendar, spreadsheets, or venture administration software program — you’ll be able to create an editorial calendar that matches your targets, wants, and mind with out making your self loopy. And I’m going to point out you ways.
Desk of Contents
Comply with Alongside With These Free Editorial Calendar Templates
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, but it surely represents a lot extra.
After I seek the advice of with companies on develop a content material technique and what to incorporate in an editorial calendar, dates are sometimes the very last thing we take into account. I like to start out by reviewing upcoming targets and plans:
What are our huge image targets 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 got current content material we are able to adapt?
What do we have to create from scratch?
How can we repurpose something new?
In case you’re studying this and considering “I simply want a construction that works for me,” or “None of that’s related to me proper now” — completely high-quality.
Most individuals don’t begin with a full-fledged strategy-driven plan. However if you happen to do have something developing or occurring, the very last thing you need is a last-minute scramble.
When you’ve thought via the massive image, it’s time to start out interested by the content material itself. Begin by asking:
What kinds of content material is your viewers thinking about?
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. In case you solely have bandwidth for one high-quality weblog, podcast, or video — plan accordingly. In case you put 4 on the calendar, you’re setting your self up for failure — and if you happen to’re like me, limitless guilt.
No matter your solutions, they’ll provide you with a stable concept of what is sensible to your viewers and your capability.
Step 1: Select your platforms.
If I ever bought into the “Dwell. Love. Giggle” signal craze, I’d in all probability have one that claims “You don’t need to be in every single place for everybody.”
You solely want to point out up the place your viewers hangs in and out a manner that you simply get pleasure from. In case you hate creating a particular sort of content material, you’re all the time going to place it off — otherwise you’ll have to rent somebody to do it for you. EIther manner, it’s an enormous think about how you propose content material.
I like to recommend selecting a major content material sort that matches together with your pure strengths:
Written (weblog)
Audio (podcast)
Video (YouTube or Livestreams)
From there, you’ll be able to repurpose as wanted to totally different platforms. Since I’m most comfy with the written phrase, that’s the place I begin, then adapt to e mail and LinkedIn.
In case you present up greatest reside, then begin there and adapt to different content material sorts. The one proper manner is the one which is sensible to you. Use that as the idea to your editorial calendar.
Step 2: Decide content material tips 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 subsequent 90 days?
What classes or themes matter most to your viewers?
What’s the purpose behind every bit — consciousness, engagement, gross sales?
For some folks, one publish per week is doable. For others, one per 30 days or one per quarter feels greatest.
No matter that’s, we are able to work inside the bounds of your bandwidth, but it surely’s so essential to be trustworthy with your self right here. In any other case, you’ll simply be overwhelmed.
Upon getting a cadence in thoughts, take into consideration the big-picture classes you’ll be able to converse to, and your content material targets. From there you’ll be able to 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 number of methods you might 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’ll be able to create and flesh out your editorial calendar utilizing the above examples extra simply. The much less ceaselessly you publish, simply ensure that each publish is meaty sufficient tto assist repurposing.
Step 3: Select an editorial calendar platform.
Now that you simply’ve bought 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 reside.
The reality is, the “greatest” platform is the one you and your group will truly use. Fancy instruments are nice, but when they add friction or require too many clicks to see what’s occurring, they received’t get used persistently. I’ve seen superbly constructed venture boards go utterly stale as a result of nobody needed to open or handle them.
The most well-liked choices are spreadsheets, on-line calendars, or venture 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 reside
Due date: When the draft must be prepared
Title or matter: Working title is okay
Assigned proprietor: Who’s answerable for supply
Name to motion (CTA): What would you like the reader/viewer to do?
Key phrases (for search engine optimisation): So that you is aware of what phrases to optimize for
Standing: Concept, drafting, modifying, scheduled, reside
Hyperlinks: To each the draft and remaining model for straightforward reference
You’ll be able to all the time construct from right here. However preserving these core parts in your calendar makes it simpler to trace progress, spot bottlenecks, and repurpose content material with out digging via previous folders.
Create an Editorial Calendar in Google Calendar
I’ve constructed editorial calendars in the whole lot from fancy enterprise platforms to color-coded notebooks. However in the case of simplicity, flexibility, and group visibility, Google Calendar nonetheless holds up properly.
It’s free, it performs properly with Gmail, and nearly everybody already is aware of use it. Plus, you’ll be able to layer it with different calendars (like launch schedules or social campaigns), share it together with your group, and set reminders to remain on monitor — with out including a brand new software to your stack.
Beneath, I’ll stroll you thru 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 group.
We’ll be utilizing a downloadable template to make the setup simpler, however be happy to start out from scratch if you happen to’d quite construct your personal.
Step 1: Obtain HubSpot’s free editorial calendar templates.
Obtain Now
First, obtain the calendar templates above (they’re free.) By doing this, you’ll have three editorial calendar templates in your laptop (or in your Google Drive).
Weblog Editorial Calendar
Social Media Calendar
Content material Planning Template
Right here I’ll go over use the Google spreadsheet with Google Calendar. There are methods to add the Excel model into Google Calendar — it simply requires a number 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 to your course of.
It already contains these columns:
Publish date: When the content material will go reside
Due date: When the draft or remaining model must be prepared
Creator: Who’s answerable for creating or finalizing the content material
Matter/Title: A working title or fast abstract of the piece
Content material/Particulars: Notes, hyperlinks, outlines, or context for the publish
Key phrases: search engine optimisation phrases to incorporate or concentrate on
Goal persona(s): Who the content material is for (viewers section, purchaser sort, and many others.)
Supply/CTA: What motion you need the reader to take, or what provide this content material helps
This provides 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 targets.
Don’t be afraid to tweak or cover columns you’re not utilizing proper now — however I like to recommend preserving them in your template not less than as a “default” tab, so that they’re straightforward to carry again when your content material plans get extra complicated.
When you’ve crammed in a number of essential dates, it’s time to attach it with Google Calendar.
Step 3: Create a Google Calendar to 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’ll be able to load it into your Google calendar. There are a number of catches:
1. It received’t replace routinely and the whole lot have to 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 will not have the extent of information 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 wish 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 assist you routinely create a calendar occasion for every row in your sheet, primarily based on the publish date and title. Key phrase: routinely!
And my favourite option to do it’s through the use of ChatGPT to assist me create and troubleshoot the scripts.
Right here’s the immediate I used:
“I wish to join a Google Sheet to my Google Calendar that routinely updates so I don’t need to manually replace calendar with editorial plans. What’s the App Script I want? Please stroll me via 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 writer = 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: ${writer}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, comply with the steps.
5. Set it to run routinely 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, each day, or customized
Click on Save
As soon as it runs, you must see your content material present up within the new calendar you made, full with title, writer, and particulars. And since mine is ready as much as run each 2 hours, I’ll see these modifications at that frequency. You may make this roughly frequent, as wanted.
In case you get any error messages, simply feed them into ChatGPT and maintain updating the script. Typically it takes a number of tries, however the payoff down the highway is superior!
Step 6: Share your editorial calendar together with your group.
As soon as your editorial calendar is ready up — whether or not you’re utilizing the Google Sheet alone or syncing it with Google Calendar — ensure that the correct folks can see it.
In case you’re collaborating with a group, this step is what retains issues transferring with out limitless 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 prime proper. Nonetheless, if you happen to’ve by no means shared a calendar with somebody earlier than, you might have a number of choices. All will be accessed in Calendar, by selecting “Entry permissions for occasions”.
Possibility 1: Occasion View Availability
You’ll be able to management whether or not the calendar is publicly out there, out there 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 simple — simply select an individual and share the calendar with their Google tackle.
And there, you might have your editorial calendar on Google Calendar!
Use Excel or Google Spreadsheets for Editorial Calendars
In case you’re a spreadsheet superfan, oh hello— me too! I’ve constructed whole editorial calendar content material methods in Sheets and Excel. They’re versatile, straightforward to share, and ideal for monitoring all of the transferring 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 contains hyperlinks to Google Sheets editorial calendar information and an Excel weblog editorial calendar template you’ll be able to 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 routinely save to your Drive. From there, you’ll be able to adapt to your schedule/wants and share with group members for straightforward collaboration.
Excel
Save the Excel file to your Groups folder and share it with the suitable group members.
Professional tip: No matter which spreadsheet you utilize, solely present “edit” entry to individuals who want it.
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’ll be able to simply use your on-line calendar as an editorial calendar . It’s easy, visible, and an effective way to remain on prime of content material with out including one other software to your tech stack.
Right here’s 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 in order for you it to sync throughout units
Step 2: Rename your calendar.
No matter which app, you’ll be able to 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 Submit,” and many others., and select how usually you need it to recur.
Then you’ll be able to go into every occasion and fill out particulars like Title, Content material Define, and another info.
You’ll be able to then additionally share that calendar with different folks in your group to allow them to plan accordingly.
Use a Venture Administration Platform for Editorial Calendars
My background in venture 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’ll be able to view the content material in a number of methods and may get all of the visibility you need..
Every content material merchandise turns into a “card” or job that may maintain the whole lot you want:
Deadlines and assignees
Content material targets and property
Draft hyperlinks and standing updates
Notes, checklists, subtasks, and even evaluate levels
I’ve discovered that the majority can help you toggle between Listing, Board, or Calendar views. You may also assign quite a lot of duties and subtasks with totally different deadlines.
And since they’re normally 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 essentially 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 may flex round my course of as an alternative of forcing me into one thing inflexible.
And if you happen to’re undecided what’s potential? 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. In truth, I’d take into account all of the potential touchpoints and mix as many as you’ll be able to to maintain issues easy.
That stated, my largest purpose right here is to share a number of the greatest choices after which flip you unfastened 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 group understands your content material calendar and use it to maintain your course of transferring easily.
Why Utilizing Google Calendar as an Editorial Calendar Works
There are plenty of methods to handle an editorial calendar. If it really works for you, it’s good.
In case your group already lives in Gmail, it’s one much less software to undertake—or pay for. Plus, it’s straightforward to loop folks in or transfer issues round as your plans evolve. As a result of they may evolve.
I all the time 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 all the time totally different.
That’s why I really like that you could stack a number of calendars — so your content material plans can reside alongside launch schedules, product pushes, or anything your group is juggling. Everybody sees what’s taking place, what’s coming, and the place the gaps are.
Higher but, while you outgrow it, you’ll be able to 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 in the present day.
Over time, I’ve used the whole lot to handle editorial calendars — from sticky notes plastered throughout my display screen to Monday.com builds with six layers of automation.
And I firmly imagine that there’s a spot for the whole lot. (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 monitor and targeted on transferring your online business ahead..
My recommendation is threefold:
Begin the place you are actually
Use these templates to check what works
Make the method your personal
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 notice: This publish was initially revealed in January 2019 and has been up to date for comprehensiveness.
