How to create an editorial calendar

Whether you're running a marketing team or working with clients as a freelancer, Planyway has lots of handy tools to help you productively create engaging content.

1. Structure your process

House your content creation process within a board. Depending on the number of projects and their complexity, you can choose to split the workflow between multiple boards or keep going with the one.

Structure your process

Set up a clear content production cycle within your board with the help of lists. Each list might represent a status for each stage of production and will allow you to drag and drop tasks from status to status whenever it changes. Here’re some ideas for editorial calendar stages used in our team:

New: This list collects all new ideas that we’re researching

In Progress: Here are blog posts that are being written at the moment

Review: Content which is being reviewed so that we make sure we stay on target

Editing: This is the nitty test on grammar and text structure

Design: Stage when all Illustrations are being created

Done: All of the pieces are ready to be published


2. Make a plan of actions

Define the work you need to do and set up tasks that represent concrete actions. For a more granular picture, you can always make use of subtasks created with checklist items, so you won’t miss any step.

Make a plan of actions

3. Delegate tasks

Easily assign tasks to your teammates so that they know what they need to get done and when. A team member can be assigned both to the regular task or a checklist item which means they are in charge of a specific step.

4. Visualize content work in a single view

See your entire publishing schedule on a single page. You can switch between regular calendars to have a general calendar overview and the timeline to keep track of the workflow at different angles: members, lists, labels, and boards.

In case you work with multiple boards, easily connect all boards you need and have them all visualized on one view.

Visualize content work in a single view

5. Centralize all assets

The more information is attached to a task card, the easier it’ll be for your team to get what they need to do. Incorporate all files and attachments right into the card and easily find everything you need at any time.

Add any files and links like Google Docs, Figma, etc. to a card to keep all content you create at hand so that your whole team always knows where to find what they’re looking for.

Centralize all assets


It’s great when a card name is self-explanatory but often tasks require description. Instead of sending messages with other apps, just leave a detailed task description in a card, so your team members will have a clear understanding of what they should do and you’ll eliminate annoying back-and-forths.



Checklists are a super-easy way to explain what steps the task involves. You can leave it the way it is just enumerating jobs or assign checklist items to responsible members and visualize them as cards on your calendar.

Card checklist

6. Monitor your topics

Add labels to effortlessly track different types of publications, channels, topics, or even clients. You can apply multiple labels for tasks at the same time and then filter cards by labels on any view or simply group your timeline by labels to see only activities you need.

Label lanes

Planyway filters are definitely a game-changer. One click and you get access to all of your tasks with that label. By using filters for labels, you can easily see how much content you have for a certain channel, topic, clients, etc.


7. Release content on time

Set up milestone dates to show when a post has to be published. As marketing teams often work days and weeks ahead on the post, you’ll get clear deadlines and plan work accordingly to complete it on time.

Milestones on month view

8. Collaborate with your team

Seamless collaboration is an essential part of completing any new piece of content. Use comments and @mentions to collaborate with your teammates in the context of tasks so updates are clearly defined, assigned, and completed.

Comments mentions

More help articles

Plan projects and organize schedules your way

Start for free - upgrade anytimeContinue with TrelloAvailable for
Google Chrome
Google Chrome
Microsoft Teams
Microsoft Teams
CTA devices