What’s an editorial calendar? My information to constructing one [examples + templates]

A number of years in the past, I inherited a content material calendar that was actually only a Google Sheet — no dates, no homeowners, and half the cells fully empty. I spent two straight weeks making an attempt to untangle what was going stay, what was already revealed, and what one way or the other didn’t exist in any respect.

That have made it painfully clear: With no actual editorial calendar, even the most effective content material technique falls aside. Nowadays, it’s the very first thing I construct after I signal a brand new consumer.

On this put up, I’ll stroll via what an editorial calendar is, share the information I’ve picked up for creating one that really works, and embody a couple of templates that can assist you get began.

Desk of Contents

Whether or not you’re managing a weblog, podcast, e mail e-newsletter, or a dozen social accounts, an editorial calendar offers you visibility into your content material pipeline. It helps you notice gaps, plan forward, and preserve your staff aligned, particularly when a number of individuals are creating or reviewing content material.

There’s no one-size-fits-all format. I’ve used the whole lot from easy spreadsheets to full-blown mission administration instruments, relying on the scale of the staff and complexity of the technique. What issues most is that it matches your workflow and makes it simpler to remain constant.

Earlier than you select a format or instrument, take a step again and take into consideration the way you’ll really use your editorial calendar. Listed here are a couple of key questions I like to think about:

How usually are you publishing content material? Every day weblog posts? Weekly newsletters? Quarterly campaigns? Your cadence will affect how a lot element it’s essential to embody.
What sorts of content material are you managing? If you happen to’re juggling weblog posts, movies, and social media, your calendar ought to make it simple to see what’s going the place and when.
Who wants entry? If it’s simply you, a easy spreadsheet would possibly work. However when you’re collaborating with writers, designers, and approvers, you’ll need one thing extra dynamic.
What phases does your content material undergo? Outlining, writing, modifying, design, approvals — map out your workflow so your calendar displays the actual steps behind each piece of content material.
How do you and your staff wish to work? Some groups favor a visible board. Others need color-coded spreadsheets or deadline-driven timelines. Go together with the system that helps your precise habits, not simply the fanciest software program.

You’ll revisit a few of these questions later after we stroll via easy methods to construct your calendar. However when you’re already nodding alongside, you’re off to a powerful begin.

Editorial Calendar Advantages

I’ve by no means constructed an ideal editorial calendar on the primary strive. It all the time takes a bit of trial and error to seek out the proper construction, cadence, and instruments for the staff.

However as soon as it clicks, it takes your content material from scattered and reactive to strategic and constant. Listed here are a couple of of the largest advantages I’ve seen (each for myself and the groups I work with).

Improves content material high quality and consistency.

I used to write down content material week by week, and whereas it technically labored, it was exhausting. As soon as I began planning forward with an editorial calendar, I might concentrate on high quality as an alternative of scrambling. It helped me batch concepts, construct an actual technique, and keep constant with out burning out.

Extra possibilities to innovate.

A few of my finest content material concepts have come from taking a look at a calendar and realizing, “We’ve by no means tried XYZ.” When you’ll be able to zoom out and truly see your content material plan, it’s simpler to determine patterns, keep away from repetition, and carve out house to experiment — whether or not that’s testing a brand new format or tying a marketing campaign to a development.

Helps accountability.

I’ve labored on groups the place nobody knew who owned what and content material simply stalled. Now, I all the time embody clear homeowners and deadlines in each calendar I create. It retains issues shifting, reduces bottlenecks, and helps each contributor really feel extra accountable for their piece of the puzzle.

Streamlines processes.

Each staff I’ve labored with has had barely totally different workflows. Editorial calendars have helped me translate these processes into one thing visible and actionable. I map out each step, from draft to assessment to publish, so nothing will get misplaced and everybody is aware of the place issues stand.

Higher teamwork.

When your content material plan is caught in somebody’s head (or hidden in an inbox), collaboration turns into a guessing recreation. I’ve discovered that even a primary shared calendar creates extra transparency, which ends up in higher suggestions, fewer missed handoffs, and smoother cross-functional work.

Improves your staff expertise.

Based on a latest examine, 56% of entrepreneurs are apprehensive about burnout of their present position.

I’ve seen firsthand how chaotic content material planning can put on a staff down. However when there’s a transparent calendar in place, issues really feel calmer. There’s much less stress, fewer fireplace drills, and extra room for creativity — all of which provides as much as a greater expertise for everybody concerned.

Affords clearer knowledge insights.

Editorial calendars aren’t only for scheduling — they’re additionally a report of what’s been performed. I exploit mine to trace content material efficiency over time, spot what’s working, and regulate accordingly. It’s helped me make extra knowledgeable choices and present shoppers precisely how their content material is driving outcomes.

Who ought to use an editorial calendar?

If you happen to’re publishing content material frequently, even when it’s just some posts a month, you want an editorial calendar. I’ve seen solo creators, startups, and world groups all profit from having one place to plan, align, and keep on observe.

Listed here are a couple of teams I’ve labored with who actually profit from having editorial calendars.

Public Relations

PR professionals are consistently juggling media outreach, press releases, thought management, and marketing campaign tie-ins. I’ve labored with PR groups who use editorial calendars to align messaging throughout channels and ensure each alternative will get the visibility it deserves with out stepping on anybody’s toes.

Newspapers/Magazines and Different Information Shops

Editorial calendars have lengthy been a staple in newsrooms, and for good cause. These groups juggle fixed deadlines, a number of contributors, and a mixture of evergreen and time-sensitive content material.

As HubSpot blogger Erica Santiago places it, “I used to write down for a newspaper in my early profession as a journalist. I wanted an editorial calendar to trace when my work would get revealed or after I needed to publish one other contributor.”

That sort of visibility is simply as vital at this time, particularly for digital media groups managing fast-moving content material pipelines.

Company Communications Groups

In company settings, I’ve seen comms groups use calendars to maintain inside and exterior messaging organized. From government updates to worker newsletters to disaster communications, an editorial calendar helps ensure that the proper content material goes out on the proper time, and will get accepted by the proper folks first.

Content material Creators

Whether or not you’re managing a weblog, podcast, YouTube channel, or the entire above, having an editorial calendar can take your workflow from messy to manageable. I all the time suggest creators construct a easy system to plan forward, keep constant, and preserve content material aligned with their targets.

Social Media Managers and Coordinators

I’ve labored as a social media supervisor, and I can inform you … with out an editorial calendar, issues unravel quick. Between platform deadlines, put up approvals, and asset coordination, it’s means too simple to lose observe.

I used calendars to map the whole lot out by date, platform, and marketing campaign. It helped me keep forward, preserve messaging constant, and make house for reactive posts with out sacrificing the large image.

Easy methods to Create an Editorial Calendar

There’s nobody proper technique to construct an editorial calendar. It actually depends upon your staff, your instruments, and your workflow. However over time, I’ve discovered a couple of constant steps that make the method smoother, whether or not I’m constructing a calendar from scratch or cleansing up a messy one.

1. Outline your audience and content material themes.

Earlier than you add a single date to a calendar, get clear on who you are creating content material for and why. After I onboard a brand new consumer, that is all the time my first step. I have a look at personas, buyer journey phases, and what sorts of content material have labored properly up to now. From there, I construct out core themes and subjects to information planning.

Free Obtain

If you happen to don’t take the time to know your viewers, your content material plan gained’t have a lot route. I’ve seen groups waste time creating high-effort items that by no means land — not as a result of the content material was unhealthy, however as a result of it wasn’t what their viewers wanted. Getting this half proper helps you select the proper subjects, timing, and tone from day one.

2. Define content material targets and KPIs.

Your calendar ought to replicate your technique, not simply your to-do checklist. I all the time align the calendar with broader targets and metrics, like enhancing natural visitors or growing e-newsletter engagement. That means, each put up has a goal, and it’s simpler to measure what’s working.

3. Select a format on your editorial calendar.

I’ve used the whole lot from Google Sheets to Asana to customized Notion boards. What issues most is selecting a format your staff will really use. Earlier than locking something in, I all the time ask:

How do you wish to work?
What instruments are you already utilizing?
Who must see or contribute to the calendar?

The purpose is to scale back friction, not add one other layer of complexity.

4 Forms of Editorial Calendars

Earlier than you select a format, it’s price understanding your choices and the tradeoffs that include each. Like I mentioned earlier than, I’ve used the whole lot from spreadsheets to full-scale editorial instruments, and every setup has its strengths (and limitations).

Beneath, I’ll stroll via the commonest sorts I’ve labored with and break down the professionals and cons of every.

Editorial Calendar Spreadsheet

Spreadsheets are easy, versatile, and straightforward to share — particularly for small groups or solo entrepreneurs. I’ve constructed loads of calendars in Google Sheets and Excel when shoppers didn’t want something fancy.

Supply

Execs

Simple to arrange and customise.
Nice for organizing put up particulars and deadlines.
No studying curve.

Cons

More durable to visualise your schedule at a look.
Not preferrred for collaboration or content material opinions.

Content material Calendar

A content material calendar is a extra visible model of a spreadsheet. It reveals what’s going stay and when, with extra context like channels, put up sorts, or marketing campaign tags.

Supply

Execs

Helps map content material over time.
Simple to scan and spot gaps.
Can embody color-coding, key phrases, and content material phases.

Cons

Doesn’t all the time replicate workflow or activity possession.
Might be time consuming to arrange.
Wants common updating to remain helpful.

Mission Administration Instrument

Mission administration instruments like Asana, Trello, ClickUp, or Notion are nice for groups with extra advanced workflows. I’ve used them to construct calendars that additionally deal with briefs, approvals, and publishing checklists multi functional place.

Supply

Execs

Helps detailed workflows and staff collaboration.
A number of views (calendar, kanban board, checklist, and so on.).
Simple to assign and observe progress.

Cons

Can really feel overwhelming at first.
Takes setup time and buy-in from the staff.

Editorial Calendar Functions

Devoted platforms like CoSchedule or Monday.com mix scheduling with built-in content material planning options. I’ve labored with shoppers who love these for the analytics and integrations, particularly when managing a number of content material streams.

Supply

Execs

Goal-built for content material groups.
Typically contains marketing campaign monitoring and efficiency insights.
Useful for groups juggling numerous shifting components.

Cons

Might be costly, relying in your wants.
Some have a studying curve or restricted customization.

Whichever format you select, a very powerful factor is that it really works for you. When you’ve picked a setup that matches your staff and workflow, it’s time to prepare your content material by channel and ensure the whole lot matches into the larger image.

4. Designate your major advertising and marketing channels.

Not each piece of content material belongs on each platform, and your editorial calendar ought to replicate that. I all the time begin by mapping out the first channels I’ll be working with: weblog, e mail, social, YouTube, and so on. From there, I assign particular content material sorts or targets to every one.

For instance, weblog content material would possibly concentrate on long-form website positioning, whereas Instagram is the place you experiment with bite-sized suggestions or video. I like to make use of color-coding or tags to make channel assignments simple to scan, particularly when you’re planning cross-channel campaigns.

If you happen to’re working with a staff, this step can also be probability to make clear possession. Who’s posting? Who’s reviewing? And the way do all of the shifting components join?

The extra clearly your channels are outlined, the better it turns into to construct a content material plan that’s targeted, strategic, and truly manageable.

5. Assign roles and obligations.

One factor I’ve discovered the laborious means: If roles aren’t clearly outlined, content material will get caught. Even small groups run into points when nobody’s fairly certain who’s drafting, who’s modifying, or who’s liable for urgent publish.

That’s why I all the time construct possession into the editorial calendar itself. I’ll assign names to every activity, define assessment steps, and ensure everybody is aware of the place their position begins and stops. Even one thing so simple as “Draft > Assessment > Approve > Publish” helps keep away from last-minute confusion.

This additionally helps streamline collaboration, particularly when a number of individuals are touching the identical asset. Clear roles = fewer bottlenecks, higher communication, and extra content material going out on time.

6. Research your competitors’s posting frequency.

I’m not saying it’s essential to obsess over what everybody else is doing, however I do assume it’s sensible to get a way of the content material panorama round you.

After I’m constructing out a brand new calendar, I’ll normally scan a couple of rivals’ blogs and social feeds. How usually are they posting? What codecs do they lean into? Are there gaps you’ll be able to fill or time slots they’re ignoring? I’m not trying to copy anybody, I’m in search of patterns and alternatives.

This type of fast audit also can reveal the place you’re over or under-investing. Possibly your rivals put up every day on LinkedIn however barely contact YouTube. Which may affirm your technique or encourage a shift.

Both means, it‘s useful context once you’re constructing a calendar that’s not simply constant, however aggressive.

7. Plan your posts persistently.

Consistency isn’t only a nice-to-have, it’s one of the efficient methods to construct belief along with your viewers and drive long-term outcomes. When content material goes out on an everyday cadence, it’s simpler to remain prime of thoughts, construct habits, and make your technique extra sustainable over time.

As Carsyn LeClere, former advertising and marketing strategist at Blue Frog Advertising, defined:

“Content material planning helps present a greater view of all of your advertising and marketing initiatives and the way they play into one another. It‘s vital as a result of it ensures you don’t duplicate content material efforts, cannibalize a subject, miss any initiatives, or neglect any a part of the client’s journey.”

I’ve seen this firsthand. Shoppers who put up on a gradual, predictable schedule are likely to get higher outcomes and fewer complications. Even easy patterns like “e-newsletter Tuesdays” or “weblog Thursdays” give your viewers one thing to stay up for and assist your staff keep targeted.

That mentioned, consistency doesn’t imply rigidity. Depart room in your calendar for seasonal campaigns, last-minute updates, or well timed concepts. Simply be certain the inspiration is regular and that your subjects align with what your viewers really cares about.

When unsure, I’ll do a light-weight competitor scan or use AI instruments to spark concepts, then gut-check the whole lot in opposition to the core content material technique. The purpose isn’t to put up simply to put up, it’s to publish beneficial content material frequently and deliberately.

8. Audit and adapt your editorial calendar as essential.

Irrespective of how considerate your plan is, it’s not set in stone. I’ve constructed calendars that regarded good on paper after which needed to fully shift route a couple of weeks in based mostly on outcomes, bandwidth, or enterprise targets.

That’s why I all the time deal with editorial calendars as residing paperwork. I schedule common check-ins (month-to-month or quarterly, relying on the staff) to audit what’s working, flag what’s stalled, and regulate the place wanted.

If you happen to’re seeing low engagement or visitors, it could be time to revisit your content material combine or timing. If you happen to’re consistently falling behind, the cadence could be too bold. A fast content material audit (even a easy one) can reveal patterns and allow you to refocus earlier than issues actually go off observe.

Your calendar ought to be just right for you, not field you in. Make house to assessment, study, and pivot as you go.

Editorial Calendar Examples and Templates

I promised you templates and I meant it. These are a couple of of my go-to choices: instruments I’ve used myself or beneficial to shoppers once they wanted a greater technique to plan content material.

Some are simple and low-lift, others include extra bells and whistles. However all of them can assist you keep organized, spot gaps, and preserve your content material on observe.

1. HubSpot Editorial Calendar Template

Platforms: Google Sheets, Excel

Free Obtain

Okay, I do know this would possibly sound biased given the place you’re studying this, however I genuinely like this template. I’ve used it myself and shared it with shoppers who wanted one thing clear, simple to make use of, and completely free.

The template was constructed particularly for content material entrepreneurs and writers, with fields for titles, meta descriptions, URLs, CTAs, and extra. It’s designed in Google Sheets and Excel, so there’s no studying curve or software program to determine — and no funds wanted.

If you happen to’re constructing your first editorial calendar or simply need one thing light-weight, it is a stable place to start out. It’s purely a calendar, not a full-blown workflow, which makes it preferrred for solopreneurs or groups who solely want a high-level view of their publishing plan.

Bonus: A number of rows are pre-filled so that you’re not observing a clean sheet.

2. HubSpot’s Social Media Calendar Template

Platforms: Google Sheets, Excel

Free Obtain

Sure, it’s one other HubSpot template, however I wouldn’t embody it if I didn’t really assume it was helpful. I’ve repurposed this one as an editorial calendar greater than as soon as, particularly after I wanted a easy technique to set up content material throughout a number of channels.

The month-to-month planning tab is color-coded (an enormous win when you’re juggling content material sorts), and there’s a content material repository tab that makes it simple to repurpose previous posts or see what’s already been performed.

If you happen to’re managing social content material alongside blogs or e mail, it is a useful technique to carry the whole lot collectively with out getting overwhelmed by a extra advanced instrument.

3. Trello’s Editorial Calendar Template

Supply

Trello was really the primary editorial calendar instrument I used after spreadsheets, and it made the transition really feel means much less intimidating. The drag-and-drop Kanban setup was intuitive, and it didn’t take lengthy for me (or my staff) to get the dangle of it.

You may arrange columns like “Concepts,” “In Progress,” “Able to Publish,” and transfer content material playing cards via every stage, which makes it very easy to see what’s in movement at any given time.

It’s an ideal match for solo entrepreneurs or small groups that need one thing visible and low-lift. Simply know that it could get a bit cluttered as soon as your publishing quantity picks up or your workflows get extra advanced.

4. Asana’s Editorial Calendar Template

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I nonetheless use Asana at this time, and considered one of my favourite options is how duties can stay in a number of boards without delay. It’s extremely useful once you’re working throughout groups or managing content material that ties into larger campaigns.

Asana is a powerful choice when you want greater than only a calendar. It’s constructed for full content material workflows. You may swap between checklist, calendar, board, and timeline views, assign duties, set deadlines, and even automate components of your course of.

It does take a bit of getting used to, particularly in case your staff is new to mission administration instruments. However when you’re up and working, it’s laborious to return to anything. I’ve used it with shoppers and internally, and it’s held up throughout all types of content material setups.

5. AirTable Editorial Calendar Template

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Airtable sits someplace between a spreadsheet and a full-on database, which makes it extremely highly effective, but in addition a bit of overwhelming at first. I’ve labored with groups who like it for its flexibility, particularly once they’re managing a excessive quantity of content material throughout totally different codecs, channels, and homeowners.

You may customise views, add dropdowns or checkboxes, filter by marketing campaign, and even hyperlink associated property throughout tables. If you happen to want granular management and plenty of construction, it’s an ideal choice.

That mentioned, Airtable’s energy comes with a steeper studying curve. I normally solely suggest it for bigger groups or extra superior content material operations — in any other case it could really feel like an excessive amount of overhead.

6. Monday.com Editorial Calendar Template

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I exploit Monday.com with sure shoppers at this time, and so they love how visible and versatile it’s. You may view content material by standing, marketing campaign, assignee, or timeline — which makes it simple to maintain observe of what’s going stay and who’s engaged on what.

The setup course of is fairly clean, too. Monday guides you thru making a template based mostly in your targets, whether or not that’s planning a weblog, working social campaigns, or managing cross-functional content material initiatives.

If you happen to’re dealing with a excessive quantity of content material or collaborating with a number of groups, Monday generally is a highly effective all-in-one answer. Simply know it might be greater than you want when you’re working solo or favor one thing light-weight.

7. Notion Editorial Calendar Template

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I’ve used Notion earlier than and actually like how totally different it feels in comparison with different instruments. It’s much less like a conventional calendar and extra like a residing, respiratory doc — which generally is a large plus in case your content material technique is evolving otherwise you wish to work extra fluidly.

What makes Notion stand out is how customizable it’s. You may construct a workspace that features a calendar view, concept tracker, briefs, content material standing, and even efficiency notes, multi functional place. Plus, there’s an enormous template neighborhood, so that you don’t have to start out from scratch.

It does take a little bit of setup to get it excellent, however as soon as it’s dialed in, it may be a extremely highly effective (and oddly calming) technique to handle your editorial workflow.

8. Hootsuite’s Content material Calendar

Platform: Google Sheets

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This isn’t only a template — it’s an instance of how an actual advertising and marketing staff runs its content material. Hootsuite’s personal social media staff makes use of this Google Sheet to plan, set up, and schedule posts throughout a number of platforms. They even revealed an up to date model with step-by-step steering on easy methods to use it.

The setup is straightforward and spreadsheet-based, which makes it tremendous simple to adapt to your individual wants. It contains weekly and month-to-month views, plus house to construct out evergreen content material, all with out counting on paid software program or a steep studying curve.

If you happen to’re managing a variety of social accounts, this offers you a transparent snapshot of what’s occurring and when.

You Don’t Want Good, Only a Plan

After I assume again to the early days of launching campaigns with out a actual system, simply scattered notes, half-finished drafts, and last-minute uploads, it’s wild how a lot smoother issues run with a stable editorial calendar in place.

It doesn’t should be difficult. The very best editorial calendars are those that suit your precise workflow and allow you to keep targeted, not those that look the prettiest in a screenshot. When you’ve obtained a system that works, the whole lot else — like technique, collaboration, and consistency — turns into a lot simpler.

Begin with the format that feels most pure, give your self room to regulate, and keep in mind: you don’t must get it good on the primary strive. You simply must get began.

Editor’s observe: This put up was initially revealed in January 2016 and has been up to date for comprehensiveness.