Between long winded email chains, multi-app use and template changes, the briefing process can quite quickly become complicated.
That's why it's important to keep the process as simple as possible, while still ensuring critical information is easily conveyed.
You can easily create design, content or ad hoc requests in the Cooperate Platform. The best way to do this is by creating a Task Template with custom fields that suit your team.
Once you've customised the template, simply add the template to a task and tag your creators. They'll be notified in a flash and prompted to fill out the brief.
Creating your Brief with Task Templates
- Go to Settings > Templates
- Select Task Templates from the top menu
- Select + New
- Give your template a Title (ie: Creative Brief) and select Save
Here, you'll be able to design exactly what your task looks like and the details they include. For more information see Creating a Task Template
Template Name, Title and Description
The template name should set it apart from any other template. If it's for a specific agency, ensure the agency name is included.
You can add a title to the task but in this case, leave the title blank. That way users can add the job title there.
The description is where the most of the information will be kept, especially for copy and article briefs. Adding prompts for the requestor is always a good idea. Ask them to be as specific as possible.
- Describe the job for the creator
- What message are you trying to get across?
- What is the objective of this content?
- Main points
- What tone of voice are you looking for?
The default fields are those that are automatically included in Planner and Campaign Tasks in the Cooperate Platform.
These include, Task Assignee, Labels, Priority, Due Date, Channels and Brands.
Create a Custom Field allows you to add additional data to tasks in Campaigns and Boards.
There are a variety of custom fields you can add to the template or keep hidden. For more information on how to do this see How to create a Custom Field
We've found the following to be helpful in the briefing process.
While you can select Task Assignees from the default list, you might want to add a custom user field for the requestor, or other people involved. They won't receive notifications when the task is updated but you can tag them in the comments.
- Job Requester
- Who has final sign off?
These are the types of things our users ask for in their briefs.
- Asset/Content Type
- Target Audience
- Required Jobs - Print, Web, Web - Banner, EDM, Video, Events. Brochure, Case Study, Other
While you can add a Due Date to a Task, sometimes there are other dates or timeframes involved, such as when a first draft is due. Just be mindful that assignees won't be held accountable or notified of the custom field dates. They're simply an indicator.
- First Draft Due
- If you selected 'Other', type the required job below (in relation to Other from Required Jobs)
- File type (PNG, JPEG)
Creating a Design Board
Once you've created your Task Template, you'll need to ensure your board has an appropriate workflow. We've created the Design Board Template in the Cooperate Platform which we found works best for our users.
The lists are setup in a typical agile framework, starting with To Do, In Progress, In Review, Approved and Done. The labels provide more specific information on the status, such as Changes Required, Awaiting Response, Completed and Not Started.
You can easily tweak the lists and labels to suit your team's needs.
Briefing your Creators
Now it's time to brief in your creators. Simply create a new task in the relevant board, choose the template from the dropdown and fill out the fields.
When you assign people to a task, they will receive notifications on the following.
- When the person is assigned to a task
- When the task is moved to a new list
- When the task is moved to a new board
- When the task has an asset or content added to it
- When someone comments on the task
Ensure the Task Assignees are relevant and anyone wanting to receive notifications is assigned. If you want to notify someone who is not assigned to a task, this is best done by mentioning them in a comment on the task.
Ensure they have theirs turned on. For more information see customising your notifications.
There are three ways you can attach assets and documents to a task. You can upload them under the Attachments field, Upload them to the Asset under Relationships, or you can link an existing Asset from your Asset Manager to the task.
Attachments vs Assets
The difference between these two areas is that attachments won't be added to your Asset Manager. This is an ideal place to put first drafts or any content you don't want clogging up your AM.
However, the Asset Manager's annotation feature allows users to collaborate and review an individual asset. To make use of this, you should add assets to the AM section.
The Design Board Template allows for a soft approval process. By moving a task to 'Approved' and 'Done' you will notify the the assigned users that they've been moved to this list. Or you can manually tag the users in a comment on the task to let them know.
If you're looking for a hard approval process, you can create a workflow in Cooperate and link it a to an individual Asset.
Users will see all the work across the platform that is assigned to them in their dashboard. If you'd like to see what a specific user is working you can do this by filtering by user in the Planner or Campaign Board.
If your creators are across different boards and campaigns, the best place to manage your team's workload is by creating a team view the Master Calendar.
This will allow you to see user's workload across the whole platform.
If you need help or want advice on best practice from the Cooperate team, simply shout out in the intercom message in the platform. We'd be happy to help set up a template for you.