Building a Scalable Marketing Workflow

The Problem

As the marketing team grew and we began managing more campaigns and events simultaneously, it became clear that we needed a centralized project management system. We had one platform where staff could submit requests, but it was completely separate from how our team actually managed projects, communicated, and tracked progress. That disconnect created unnecessary friction.

The Solution

I led the implementation of Monday.com as our centralized marketing operations platform, bringing project requests, campaign planning, team collaboration, and task management into one system.

I designed workspaces for each major department and created dedicated boards for recurring work such as website updates, events, fundraising campaigns, and ongoing marketing initiatives. Each workflow was customized to match the needs of that type of project while maintaining a consistent process across the organization.

For every campaign, I planned timelines by working backward from the final deliverable. Whether launching a new website feature, preparing printed materials, or promoting an event, I identified milestones, assigned ownership, established review and approval deadlines, and built task dependencies. Breaking large initiatives into manageable phases kept projects moving while reducing bottlenecks.

The new system also improved communication across the organization. Staff could submit requests, upload supporting files, provide deadlines, and automatically receive confirmation that their request had been received. Within the marketing team, conversations happened directly within each project, making it easy to assign responsibilities, document decisions, and keep everyone aligned without relying on long email threads.

By centralizing our workflows, the team gained complete visibility into project status, upcoming deadlines, and individual responsibilities. The result was a more organized, collaborative, and scalable marketing operation capable of managing multiple campaigns simultaneously while keeping projects on schedule.

Broader Impact

External Partner Collaboration

The system proved so effective that we expanded it beyond the marketing team and brought our external web development partner into the same workflow. Instead of relying on lengthy email chains that often buried important information or included unnecessary stakeholders, everyone collaborated within the project itself. Team members could be tagged only when their input was needed, project history remained easy to reference, and completed work was clearly documented, creating shared visibility and accountability from kickoff through completion.

Cross-Department Collaboration

We also partnered closely with the fundraising and development team to build shared content calendars within Monday.com. This gave them real-time visibility into upcoming social media posts, email campaigns, and marketing initiatives, making it easier to plan fundraising campaigns and streamline the approval process. Rather than requesting updates or searching through emails, cross-functional teams could see what was planned, when it was scheduled to launch, and where each project stood at any given time.

Building a Media CRM

As our earned media efforts grew, I built a centralized media relationship database within Monday.com. The system tracked journalists and media professionals we had connected with, previous outreach, interview requests, published stories, email conversations, and relevant beats. By documenting these relationships, I transformed individual knowledge into shared institutional knowledge that any member of the team could reference, rather than relying on one person's inbox or memory. This made our public relations efforts more strategic and sustainable over time.

Key Contributions

• Led the evaluation, implementation, and organization-wide adoption of Monday.com as the marketing team's centralized project management platform.

• Centralized marketing request intake, communication, file management, and project tracking.

• Built standardized project templates, timelines, task dependencies, and approval workflows.

• Designed scalable workflows for multiple departments and external agencies, supporting shared content planning, project communication, task management, and cross-functional collaboration.

• Created a centralized media relationship database to preserve institutional knowledge and strengthen public relations efforts.