Social Media Workflow

Getting Started

This guide is specifically about Social Media work. Before diving in, we recommend reading the Workflow System Overview first—it explains our overall system and shows how different initiatives work. You might also find it helpful to check the Unio Project Workflow to see how our main product workflow compares.

Overview

We manage social media campaigns for multiple clients. This work is weekly, recurring, and coordinated. Each week, we plan content, create posts, and track what goes live.

This workflow keeps social media work organized and visible without mixing it into our main product spaces. We use campaign trackers to move work quickly from planning to execution, then into team sprints for actual creation.

About Coordinated Breakdown

Like UA 740 - Unio Phase II and Legacy Work, Social Media uses the Coordinated Breakdown Model. Here's what that means:

Work stays organized in one place on the 🌊 Social Media Pipeline. A coordinator breaks down campaign trackers into post cards, then distributes them to team sprints for execution. This keeps everything visible for reporting and management.

The Social Media Space

This is where all social media campaigns get tracked and coordinated. We organize customers, plan campaigns, and break down work here.

Think of this space as the coordination hub for social media. The actual content creation happens in team sprints (usually Design), but you always come back here to see the big picture of what's being posted and when.

Board Structure

Let's walk through the boards we use for Social Media work.

👥 Customers Board

This tracks all the clients we manage social media for. Each customer card works like a domain card in the Unio product space—it's a top-level strategic bucket that groups all the work for that client and helps us see which customers need attention.

This board is organizational. It helps us understand the scope of who we're posting for and makes it easy to filter work by customer.

🌊 Pipeline Board

This is where all social media campaigns live while they're being tracked and broken down.

The three lists organize work:

• 📋 Needs Breakdown - Campaign trackers that need breaking down into post cards (child cards)
• 👀 Tracking - Campaign trackers tracking overall progress across sprints
• 🔜 Sprint Queue - Post cards (child cards) ready to pull into team sprints

🚚 Shipped Board

Simple—this is where completed campaign trackers live after all their post cards are done. It gives us history for reporting.

Client Boards (Reference)

Each customer may have an information board with details specific to that client (brand guidelines, posting preferences, performance notes, etc.). These are reference materials, not work boards.

Complete Workflow

Now let's walk through how work actually flows from initial planning to live posts.

Phase 1: Create Campaign Trackers

Each week, we create a campaign tracker for the social media work planned for that week.

Here's what you'll do:

1. Create a campaign tracker on the 🌊 Pipeline Board
2. Name it with the week (e.g., "Week of Nov 25" or "Week of 11/25/2025")
3. Link it to a customer card as the parent (this automatically sets the Social Media project and makes it easy to see campaigns by customer)

What you'll have at the end: Campaign tracker on 🌊 Pipeline Board in "📋 Needs Breakdown"

Example:

• Campaign tracker: "Week of Nov 25"
• Parent: ClientA customer card (automatically sets Social Media project)
• Child cards will include posts for this customer

Phase 2: Break Down & Distribute

Once the campaign tracker is created, a coordinator breaks it down into post cards and distributes them to appropriate team sprints.

How breakdown works:

1. Campaign tracker arrives at 🌊 Pipeline Board in 📋 Needs Breakdown
2. The coordinator breaks it down into post cards for each customer/content piece
3. Each post card includes content direction, copy, customer name, and any other details
4. Move the post cards to 🔜 Sprint Queue
5. Move the campaign tracker to 👀 Tracking
6. Post cards get pulled into the Design sprint as capacity allows
7. When all post cards are complete (content created, ready, and posted), they move to Done
8. When all post cards complete, move the campaign tracker to the 🚚 Shipped Board

Important note: Work flows into the same team sprint boards used for Unio and other initiatives. Team members see all their work (Unio + Social Media + everything else) in one sprint, which keeps things simple and focused.

Phase 3: Sprint Execution

Post cards from the Social Media Pipeline's Sprint Queue get pulled into the Design sprint every week.

Designers work from their regular sprint—they'll see Social Media cards right alongside Unio and other cards. This unified view means they only need to look at one place for all their work.

The sprint mechanics work exactly like the main workflow: cards move through To Do → Doing → Blocked → In Review → Done → Cancelled.

Phase 4: Publishing & Shipped Tracking

The final step is publishing content and tracking what's been delivered.

When all post cards complete:

1. Move the campaign tracker from the 🌊 Pipeline Board to the 🚚 Shipped Board

The 🚚 Shipped Board gives you history for sprint reviews and reporting—you can see everything that's been posted over time.

Real Example: Weekly Campaign Tracker

Here's how a weekly campaign tracker flows through the system.

Setup:

• Campaign tracker: "Week of Nov 25"
• Parent: ClientA customer card (automatically sets Social Media project)
• Created on 🌊 Pipeline Board in 📋 Needs Breakdown

Breakdown:

The coordinator breaks it into post cards for ClientA this week:

• Post card: "ClientA LinkedIn Post - New Product Update"
• Post card: "ClientA Instagram Reel - Behind the Scenes"
• Post card: "ClientA Facebook Post - Event Announcement"
• Post card: "ClientA Twitter Thread - Industry Trends"

Sprint Queue:

All four post cards move to 🔜 Sprint Queue, ready for the Design team to pull.

Execution:

• Designer pulls the four cards into their sprint
• Each card gets content created (copy written, graphics designed, etc.)
• Cards move through To Do → Doing → In Review → Done

Shipped:

Once all post cards are done, the campaign tracker moves to 🚚 Shipped Board. Next week, we create a new campaign tracker and repeat.

Now You're Ready!

You've got the full picture: how to create campaign trackers, break them down into posts, and move them through team sprints to publication. You know where work lives, who sees what, and how everything flows together.

Time to dive in. Plan next week's campaigns, break them into post cards, or pull content into your next sprint. Social Media is ready for you.