How to Write a Great Email Signature [+ Professional Examples]

Around the globe, more than 300 emails are sent and received each day, on average. That's 300 opportunities to market yourself and your business in those individual emails you send.

A lot of people treat their email signatures like an afterthought, which is a big missed opportunity. Those signatures are a chance for you to make it clear who you are, make it easy for people to reach you, and give people a place to go to find out more — either about you, about your business, or about something you're working on.

So, if you're just putting your name and a point or two of contact information in your signature, you're not taking full advantage of the opportunity to connect and engage with the people you're emailing. So what exactly should go in your signature?

1. First and Last Name

Just like with snail mail correspondence, your name should always be included so that the recipient of your message knows who it was from. This manifests in the email signature, often as the first line of text.

2. Affiliation Info (Such as Job Title and Department)

Closely following your name should be your affiliation information. Your affiliations could include your job title, your company or organization, and/or even your department. Your name should eventually be its own draw, of course, as you build a relationship with the recipient, but providing this information provides more context about the conversation and your role in it.

In addition, affiliating yourself with a larger organization lends you more credibility, especially if it's a recognizable organization. This helps you get the attention of your readers so they take your message seriously.

3. Secondary Contact Information

Secondary contact information is important, too, so that the recipient knows how else to contact you. Secondary information might include phone, fax, or any other method of communication you want to emphasize. In situations where you don't want to cough up your direct line, you could take this opportunity to promote your personal website — a passive way to open the lines of communication without flooding yourself with outreach if you don't want it.

4. Social Profile Icons

Your social media presence is a major part of your personal brand because it helps you gain a following in your space and shows people what you care about. You can tell a lot about a person by what they post and how they portray themselves.

That's why it's a great idea to include links to your social media pages in your email signature. It not only reinforces your personal brand, but it also helps people find new ways to contact and follow you.

Even better? It can help drive traffic to your online content if you're posting links to that content on social media. So if you do include social icons in your signature, make sure you're keeping your social profiles up-to-date and chock full of interesting, relevant content. (In other words, if you haven't tweeted in six months, you may want to leave Twitter out.)

Why use social media icons instead of simply text links? Because icons are more easily recognizable for folks skimming your signature — and they'll stand out from the rest of the text in there. According to research from NeoMam Studios, visuals shown in color increase a person's willingness to read the rest of the content by 80%. That's a huge advantage. Plus, icons are big space-savers in a place where you might be packing a lot of information.

Even if you have a presence on a lot of social media sites, though, try to cap the number of icons to five or six. Focus on the accounts that matter most to growing your business or building your personal brand.

If you do include a lot of social media icons, at least try to cut back on the other content if possible so your design isn't too busy. Check out the example below, made using HubSpot's Email Signature Generator.

5. Call to Action

One of the smartest things you can do in your email signature is include a call-to-action. The best email signature CTAs are simple, up-to-date, non-pushy, and in line with your email style, making them appear more like post-script, and less like a sales pitch. Choose a CTA that aligns with one of your current business goals, and update it when those goals change. Here's an example of a HubSpotter's email signature that includes a CTA for the HubSpot Podcast Network:

6. Booking Links

If you find yourself emailing back and forth with colleagues and clients who want to book meetings with you, make it easy for them by including a link to book your calendar right in your email signature. Here's an example from our own Bryan Lowry, below.

There are many tools out there that'll help people book appointments. Bryan from the example above uses HubSpot's shareable personalized booking link. If you're a HubSpot Sales customer, you can share your personalized meeting link with anyone who you want to book a meeting with and let them choose from your available times. If you want, you can make it so the HubSpot CRM automatically creates a new contact record for anyone who books a meeting if one doesn't already exist.

If you aren't a HubSpot customer, one great meeting tool is Calendly, which is free for Basic and lets you integrate your Google or Office 365 calendar. If you're looking for a Calendly alternative, YouCanBook.me is another booking tool that goes for $7 per calendar per month.

7. Industry Disclaimer or Legal Requirements

Some industries such as legal, financial, and insurance have specific guidelines on email usage and etiquette to protect private information from being transmitted. For this reason, you may want to look into what regulations your industry has in place and include a disclaimer in your signature about email transmissions. Mail-Signatures offers a number of email disclaimer examples, including this one:

"The content of this email is confidential and intended for the recipient specified in the message only. It is strictly forbidden to share any part of this message with any third party, without a written consent of the sender. If you received this message by mistake, please reply to this message and follow with its deletion, so that we can ensure such a mistake does not occur in the future."

8. Photo or Logo

An image is a great choice to spice up your email signature. If you want a personal touch so that recipients you've never met can associate your name with your face, consider using a professional photo in your signature. Alternatively, you can use the company's logo to add more brand awareness to the email.

9. Pronouns

While not as common in email signatures and certainly not required, adding your preferred pronouns to your signature is helpful, especially when emailing individuals you've never met. It also takes ambiguity away if you have a name perceived as gender-neutral.

Now that you know the elements you should include, what does a great email signature look like? Here are some tips for creating signatures that are helpful and professional, including a few great examples.

1. Emphasize your name, affiliation, and secondary contact information.

As you might guess, your name comes first. Closely following your name, however, should be your affiliation and where else people can reach you.

Your affiliation could mean your job title, your company, your school, or a similar organization that you deem important to your recipients. Your name should eventually be its own draw, of course, but using a more popular brand name — and even its logo — ensures you get the attention of your readers and they take your message seriously.

Secondary contact information is important, too. You might not want to endorse your personal phone number, but you could take this opportunity to promote your personal website — a passive way to open the lines of communication without flooding yourself with outreach you don't want.

Here's a sample email signature that hits on all three things described above nicely. Kevin's first and last name are accompanied by his affiliation with the University of Connecticut. He also promotes his personal website so his recipients have another outlet to see his work and contact him for more information.

Want to create a signature like the one below? Use HubSpot's Email Signature Generator.

2. Keep the colors simple and consistent.

Branding is most effective when it’s consistent — and that includes your email signature. Adding color to your email signature is a nice touch that'll help it stand out from the rest of your email. But if you do choose to use color, be sure to stick to one or two in addition to dark text.

Use subtle highlights to match your logo or branding, like Brittany Hodak does in her email signature, below. Notice how her social media icons are the same blue hue as the ZinePak logo.

3. Use design hierarchy.

Good design is all about presenting your information in an easily digestible manner. Because your email signature is likely more a list of information than it is a compelling story, you'll want to use hierarchy to direct readers' eyes to what they should be reading first.

Scale your name up to a larger font so that it attracts the most attention, like you would on a resume. Then, pick and choose information to bold and color based on importance so you can help guide people's eyes logically through the design.

4. Make links trackable.

So you put a few links in your email signature, including your CTA and your social media icons. But is anyone actually clicking on them?

To figure out whether the links in your signature are actually attracting clicks and making an impact, you'll want to make those links trackable — just like you would any other link in your emails.

Follow these instructions to easily make a tracking link that helps you attribute traffic to your website to your email signature. From time to time, you might switch up the format of your signature or the wording inside your signature to see what drives the most clicks.

5. Use space dividers.

Although you never want to jam-pack your email signature for too much information, there are ways to fit a lot of text into a compact area like this one without compromising design.

This is helpful for breaking up different types of information, like your name and contact information, your logo, any calls-to-action you have, or even a disclaimer.

Using space dividers within your design, as in the example below, is one great way to do this. You can also use glyph dividers, which is the vertical bar symbol (i.e., |.)

Image Source

6. Include an international prefix in your contact number.

If you work with people around the world, don’t forget the prefix for your country’s code when you list your contact phone number. Many people overlook this if they aren't used to dialing international prefixes themselves, but it's really helpful for your international colleagues and clients to have it right there. Here's a list of country codes if you don't know yours.

Here's an example from Kit Smith, formerly of Brandwatch, a company that has offices in both the United States and Europe and works with international clients. Including the U.S. country code makes it easier for folks in other countries to reach him by phone.

7. Make your design mobile-friendly.

According to Truelist, over a third of professionals open emails on their phone making it a prime method of communication for business and professional matters.

The more people who read email on mobile devices, the more you'll want to keep mobile users top-of-mind when you're writing emails — including your email signature.

One major way to make your email signature mobile-friendly is to make your signature's design easy to read and clickable for mobile users. This is where scale becomes really important. Make sure your text is large enough to read on small mobile screens, and that your links and buttons are large enough — and spaced out enough — for folks to tap on with their fingers.

Check out the example below, and note how much space there is between different clickable elements like the social media icons. These are great for tapping with your finger on a mobile screen so that users don't accidentally tap on the Facebook icon when they meant to go to Twitter.

Image Source

8. Use an email signature generator.

If you've tried all of these steps and you're still not happy with how your email signature turned out, don't fret. These digital sign-offs can be tricky to get perfect. Try a free email signature generator to do the heavy lifting for you instead.

Rather than choosing the colors, fonts, and layout yourself, this generator gives you several combinations to choose from. Simply add your information, photos, and links. Then choose your colors. Once you're satisfied with your email signature, you can add it to your email account right away.

9. Check your new email signature for quality.

Finally, as with any part of an email, make sure your signature looks as good as you think it does by testing it with various email clients. Microsoft Outlook doesn't recognize background images, for example, so avoid using those. Other email clients don't load images by default at all.

Best Professional Email Signature

The best professional email signature will be true to who you are both in and outside the workplace. Once you include the basic contact information, the rest of your email signature is a blank canvas for you to share a bit of personality with each professional email you send.

Armed with these email signature best practices, you can create your own signature that aligns with your brand and gives your emails a little extra umph.

Editor's note: This post was originally published in June 2019 and has been updated for comprehensiveness.

from Marketing https://blog.hubspot.com/marketing/professional-email-signatures

Around the globe, more than 300 emails are sent and received each day, on average. That's 300 opportunities to market yourself and your business in those individual emails you send.

A lot of people treat their email signatures like an afterthought, which is a big missed opportunity. Those signatures are a chance for you to make it clear who you are, make it easy for people to reach you, and give people a place to go to find out more — either about you, about your business, or about something you're working on.

So, if you're just putting your name and a point or two of contact information in your signature, you're not taking full advantage of the opportunity to connect and engage with the people you're emailing. So what exactly should go in your signature?

1. First and Last Name

Just like with snail mail correspondence, your name should always be included so that the recipient of your message knows who it was from. This manifests in the email signature, often as the first line of text.

2. Affiliation Info (Such as Job Title and Department)

Closely following your name should be your affiliation information. Your affiliations could include your job title, your company or organization, and/or even your department. Your name should eventually be its own draw, of course, as you build a relationship with the recipient, but providing this information provides more context about the conversation and your role in it.

In addition, affiliating yourself with a larger organization lends you more credibility, especially if it's a recognizable organization. This helps you get the attention of your readers so they take your message seriously.

3. Secondary Contact Information

Secondary contact information is important, too, so that the recipient knows how else to contact you. Secondary information might include phone, fax, or any other method of communication you want to emphasize. In situations where you don't want to cough up your direct line, you could take this opportunity to promote your personal website — a passive way to open the lines of communication without flooding yourself with outreach if you don't want it.

4. Social Profile Icons

Your social media presence is a major part of your personal brand because it helps you gain a following in your space and shows people what you care about. You can tell a lot about a person by what they post and how they portray themselves.

That's why it's a great idea to include links to your social media pages in your email signature. It not only reinforces your personal brand, but it also helps people find new ways to contact and follow you.

Even better? It can help drive traffic to your online content if you're posting links to that content on social media. So if you do include social icons in your signature, make sure you're keeping your social profiles up-to-date and chock full of interesting, relevant content. (In other words, if you haven't tweeted in six months, you may want to leave Twitter out.)

Why use social media icons instead of simply text links? Because icons are more easily recognizable for folks skimming your signature — and they'll stand out from the rest of the text in there. According to research from NeoMam Studios, visuals shown in color increase a person's willingness to read the rest of the content by 80%. That's a huge advantage. Plus, icons are big space-savers in a place where you might be packing a lot of information.

Even if you have a presence on a lot of social media sites, though, try to cap the number of icons to five or six. Focus on the accounts that matter most to growing your business or building your personal brand.

If you do include a lot of social media icons, at least try to cut back on the other content if possible so your design isn't too busy. Check out the example below, made using HubSpot's Email Signature Generator.

5. Call to Action

One of the smartest things you can do in your email signature is include a call-to-action. The best email signature CTAs are simple, up-to-date, non-pushy, and in line with your email style, making them appear more like post-script, and less like a sales pitch. Choose a CTA that aligns with one of your current business goals, and update it when those goals change. Here's an example of a HubSpotter's email signature that includes a CTA for the HubSpot Podcast Network:

6. Booking Links

If you find yourself emailing back and forth with colleagues and clients who want to book meetings with you, make it easy for them by including a link to book your calendar right in your email signature. Here's an example from our own Bryan Lowry, below.

There are many tools out there that'll help people book appointments. Bryan from the example above uses HubSpot's shareable personalized booking link. If you're a HubSpot Sales customer, you can share your personalized meeting link with anyone who you want to book a meeting with and let them choose from your available times. If you want, you can make it so the HubSpot CRM automatically creates a new contact record for anyone who books a meeting if one doesn't already exist.

If you aren't a HubSpot customer, one great meeting tool is Calendly, which is free for Basic and lets you integrate your Google or Office 365 calendar. If you're looking for a Calendly alternative, YouCanBook.me is another booking tool that goes for $7 per calendar per month.

7. Industry Disclaimer or Legal Requirements

Some industries such as legal, financial, and insurance have specific guidelines on email usage and etiquette to protect private information from being transmitted. For this reason, you may want to look into what regulations your industry has in place and include a disclaimer in your signature about email transmissions. Mail-Signatures offers a number of email disclaimer examples, including this one:

"The content of this email is confidential and intended for the recipient specified in the message only. It is strictly forbidden to share any part of this message with any third party, without a written consent of the sender. If you received this message by mistake, please reply to this message and follow with its deletion, so that we can ensure such a mistake does not occur in the future."

8. Photo or Logo

An image is a great choice to spice up your email signature. If you want a personal touch so that recipients you've never met can associate your name with your face, consider using a professional photo in your signature. Alternatively, you can use the company's logo to add more brand awareness to the email.

9. Pronouns

While not as common in email signatures and certainly not required, adding your preferred pronouns to your signature is helpful, especially when emailing individuals you've never met. It also takes ambiguity away if you have a name perceived as gender-neutral.

Now that you know the elements you should include, what does a great email signature look like? Here are some tips for creating signatures that are helpful and professional, including a few great examples.

1. Emphasize your name, affiliation, and secondary contact information.

As you might guess, your name comes first. Closely following your name, however, should be your affiliation and where else people can reach you.

Your affiliation could mean your job title, your company, your school, or a similar organization that you deem important to your recipients. Your name should eventually be its own draw, of course, but using a more popular brand name — and even its logo — ensures you get the attention of your readers and they take your message seriously.

Secondary contact information is important, too. You might not want to endorse your personal phone number, but you could take this opportunity to promote your personal website — a passive way to open the lines of communication without flooding yourself with outreach you don't want.

Here's a sample email signature that hits on all three things described above nicely. Kevin's first and last name are accompanied by his affiliation with the University of Connecticut. He also promotes his personal website so his recipients have another outlet to see his work and contact him for more information.

Want to create a signature like the one below? Use HubSpot's Email Signature Generator.

2. Keep the colors simple and consistent.

Branding is most effective when it’s consistent — and that includes your email signature. Adding color to your email signature is a nice touch that'll help it stand out from the rest of your email. But if you do choose to use color, be sure to stick to one or two in addition to dark text.

Use subtle highlights to match your logo or branding, like Brittany Hodak does in her email signature, below. Notice how her social media icons are the same blue hue as the ZinePak logo.

3. Use design hierarchy.

Good design is all about presenting your information in an easily digestible manner. Because your email signature is likely more a list of information than it is a compelling story, you'll want to use hierarchy to direct readers' eyes to what they should be reading first.

Scale your name up to a larger font so that it attracts the most attention, like you would on a resume. Then, pick and choose information to bold and color based on importance so you can help guide people's eyes logically through the design.

4. Make links trackable.

So you put a few links in your email signature, including your CTA and your social media icons. But is anyone actually clicking on them?

To figure out whether the links in your signature are actually attracting clicks and making an impact, you'll want to make those links trackable — just like you would any other link in your emails.

Follow these instructions to easily make a tracking link that helps you attribute traffic to your website to your email signature. From time to time, you might switch up the format of your signature or the wording inside your signature to see what drives the most clicks.

5. Use space dividers.

Although you never want to jam-pack your email signature for too much information, there are ways to fit a lot of text into a compact area like this one without compromising design.

This is helpful for breaking up different types of information, like your name and contact information, your logo, any calls-to-action you have, or even a disclaimer.

Using space dividers within your design, as in the example below, is one great way to do this. You can also use glyph dividers, which is the vertical bar symbol (i.e., |.)

Image Source

6. Include an international prefix in your contact number.

If you work with people around the world, don’t forget the prefix for your country’s code when you list your contact phone number. Many people overlook this if they aren't used to dialing international prefixes themselves, but it's really helpful for your international colleagues and clients to have it right there. Here's a list of country codes if you don't know yours.

Here's an example from Kit Smith, formerly of Brandwatch, a company that has offices in both the United States and Europe and works with international clients. Including the U.S. country code makes it easier for folks in other countries to reach him by phone.

7. Make your design mobile-friendly.

According to Truelist, over a third of professionals open emails on their phone making it a prime method of communication for business and professional matters.

The more people who read email on mobile devices, the more you'll want to keep mobile users top-of-mind when you're writing emails — including your email signature.

One major way to make your email signature mobile-friendly is to make your signature's design easy to read and clickable for mobile users. This is where scale becomes really important. Make sure your text is large enough to read on small mobile screens, and that your links and buttons are large enough — and spaced out enough — for folks to tap on with their fingers.

Check out the example below, and note how much space there is between different clickable elements like the social media icons. These are great for tapping with your finger on a mobile screen so that users don't accidentally tap on the Facebook icon when they meant to go to Twitter.

Image Source

8. Use an email signature generator.

If you've tried all of these steps and you're still not happy with how your email signature turned out, don't fret. These digital sign-offs can be tricky to get perfect. Try a free email signature generator to do the heavy lifting for you instead.

Rather than choosing the colors, fonts, and layout yourself, this generator gives you several combinations to choose from. Simply add your information, photos, and links. Then choose your colors. Once you're satisfied with your email signature, you can add it to your email account right away.

9. Check your new email signature for quality.

Finally, as with any part of an email, make sure your signature looks as good as you think it does by testing it with various email clients. Microsoft Outlook doesn't recognize background images, for example, so avoid using those. Other email clients don't load images by default at all.

Best Professional Email Signature

The best professional email signature will be true to who you are both in and outside the workplace. Once you include the basic contact information, the rest of your email signature is a blank canvas for you to share a bit of personality with each professional email you send.

Armed with these email signature best practices, you can create your own signature that aligns with your brand and gives your emails a little extra umph.

Editor's note: This post was originally published in June 2019 and has been updated for comprehensiveness.

via Perfecte news Non connection

How to Create an Editorial Calendar in Google Calendar [Free Templates]

Whether you're managing thousands of blog posts or a few dozen articles, you know that it's imperative to have an editorial calendar to keep track of it all.

The good news is, there are a lot of great calendar tools out there you can choose from. In fact, for those of you who are HubSpot customers, there's a marketing calendar built right into HubSpot's software.

But one of the best editorial calendar options is Google Calendar. It includes features like repeat scheduling, syncing, and adjustable visibility so you can collaborate effectively with your team. Best of all, it's completely free to use.

Intrigued yet? Here's how to set up your editorial calendar using Google Calendar.

Follow Along With These Free Editorial Calendar Templates

Download the Template for Free

Step 1. Download HubSpot's free editorial calendar templates.

Download Now

First thing's first: Download the calendar templates above (they're free.) By doing this, you'll have three editorial calendar templates on your computer to use at your leisure: one for Google Calendar, one for Excel, and one for Google Sheets. In this blog post, we'll be going over how to import the Excel template into Google Calendar.

Step 2. Customize your template and prepare for import into Google Calendar.

The publish dates on the templates you download will be stamped for a previous year.

Feel free to change them to the current year in the spreadsheet itself — you can also drag them to the dates of your choosing after uploading the file into Google Calendar.

Google Calendar makes it easy to load a calendar you might have pre-created in another program into Google. This includes Microsoft Excel. Next we'll show you how to import the Excel calendar template you downloaded in the previous step into Google Calendar.

Step 3. Open Google Calendar.

Once you've downloaded (or created) a calendar that opens in Microsoft Excel, it's time to open Google Calendar. Just make sure you're already logged into the Gmail account you want this calendar to give access to.

Step 4. Use the left hand dropdown menu to create a new calendar.

Next, set up your Google Calendar to accommodate the information in your Excel spreadsheet. To do this, go into your Google Calendar and click the plus sign to the right of "Other Calendars," as shown in the screenshot below. Then, in the dropdown menu that appears, select "Create new calendar."

Step 5. Fill out the details of your new calendar.

Fill out the fields that appear on the next screen. This includes a brief description of your calendar, as shown below, to give people proper context when you invite them into this calendar. When you're done filling in the details, click "Create calendar."

Step 6. Import your XLS or CSV file from the same dropdown menu.

Using the same dropdown menu you used to create your editorial calendar, you'll now import the Excel file itself into Google Calendar. Click that plus sign and select "Import."

Click the upload box that reads "Select file from your computer," and locate the file entitled "Blog Editorial Calendar - Excel" that was included in the ZIP file you downloaded in Step 1 above.

Step 7. Select which calendar to add this file to.

In the second box below your imported file, click the "Add to calendar" dropdown. Be sure to choose the calendar name you just created from the dropdown menu, as shown below. Then, click "Import."

Step 8. Click Import.

Once you've uploaded your Excel file and selected the calendar you want to add this file to, click "Import." You should see an Import calendar dialog box telling you that seven events were successfully imported. Click "Close."

You can now change the dates of the first seven assignments in the original Excel document if you’ve not already done so. Navigate to the start of your calendar. Be sure all of your other calendars are temporarily hidden by clicking the colored box to the left of the calendar name.

For example, on the week of January 3, you should just see one "Blog TBD" calendar event on each day from 10 a.m. to 11 a.m.

Use the edit window of each assignment to change the publish date. So, for instance, if you're satisfied with the 10 a.m. publish time, you can simply change the date. Each assignment will then appear as event blocks in your monthly calendar view.

Step 9. Determine your publishing schedule.

Now that you have your calendar created, it's time to fill it in with assignments for the year. This is when you have to make some decisions about your blog's publishing schedule.

While the Excel file you imported accounts for one blog post per day, this doesn't mean you need to publish seven days a week. You can choose to publish every Monday, Wednesday, and Friday. Or perhaps you plan on posting on just Thursdays. Remember, the key to successful blogging is quality over quantity.

Don't overcommit to a blogging schedule if the quality of your content will take a hit. How often your company should blog will vary depending on your business goals and resources.

If you decide to decrease the number of days you want to publish, click on the calendar event of that day and select "Delete."

Even if you want to publish multiple times a day, updating this calendar is as easy as adding an event. Select a slot on your calendar to add another "Blog TBD" event and copy the default description from another one of the events you imported.

Next, it's time for some minor adjustments. Currently, the "Blog TBD" events are set for 10 a.m. Feel free to move these events to whichever time your blog publishes content during the day.

Step 10. Set up recurring events.

Now that your publish dates and times are set, you can make these recurring events on your calendar.

If you have a regular publishing schedule, say every Monday, Wednesday, and Friday at 10:00 a.m., you can put that in as a recurring "slot" on your calendar. It's okay if you don't have a piece of completed content — or even a working title — to put there yet. It's just a reminder that you want to publish something that day.

To add your recurring slot, click on your first "Blog TBD" event and click the pencil icon to edit your event. This will take you to the details of the post, where you can create a custom recurring schedule for each assignment, as shown in the screenshot below.

You can set the post up as a recurring post, so it automatically appears every Monday, Wednesday, and Friday at 10:00 a.m. (or whatever days and times you want).

Once you've selected the recurring days, hit "Done" and "Save," and you'll have an editorial calendar framework to work with.

For now, keep the event's title as "Blog TBD," but feel free to customize the description with any extra details you want to be sure you include for each post. Wait to invite any guest, as we'll use this to assign posts to an author once you begin filling in your topics. With everything complete, click "Save."

If you don't have a recurring schedule like this, you might not need an editorial calendar just yet — but it is an excellent way to set goals for yourself. For example, if you know you want to publish a certain number of posts each week, even if you don't hit every single slot, it's a good reminder for yourself and your team that this is something you should all be striving for.

Step 11. Fill in your publishing slots.

Now that you know all of the slots you want to fill, you’ve got to actually fill them. (If you don't have topic ideas yet, check out this free topic idea generator. It'll give you some good ideas for content to put in the calendar.)

Let's say one of the posts you want to write is "10 Surprising Facts About Tapirs," and one of the posts you've already written and want to publish later is "Think You're Cut Out to Own a Tapir? Read This First." Just add them both to the calendar by clicking on "Post - TBD" on the correct date, choosing "Edit Event," and then changing the "Post - TBD" text to the actual title of the post.

Now, let's say you don't want to write "10 Surprising Facts About Tapirs," and you want your colleague to write it instead. To assign the post an author, you'll invite them to the event as a guest. To do this, click on the event, hit "Edit Event," then invite that colleague to the post by typing their name or email address into the "Add guests" box, selecting "Add" when their name pops up and hitting "Save" on the event once you're done.

Now, anyone can see who is responsible for writing the post that's going up in that time slot.

You can take it a step further by adding details to the "Description" box of the event, as shown in the large box in the screenshot above. You might include a quick synopsis, the keywords you plan to target the post for, the target audience you're trying to reach, and the offer or CTA you will direct the reader to at the end of the post. Don't forget to add the draft’s due date.

Before Google Calendar lets you save the event, you'll see a dialog box asking if you would like to change just this event or all of the events in the series. Select "Only this event."

Repeat these steps to assign each blog topic today and in the future.

Step 12. Share your editorial calendar with others.

Now that you have your calendar set up, you can invite people to see it. I'd recommend you start with your immediate team and regular contributors — as well as anyone who regularly asks you about publishing content on your company blog.

To share this editorial calendar with people, simply find your editorial calendar under "My Calendars," as shown below. Click the three dots next to the calendar name and select "Settings and sharing" when it appears in the dropdown menu. You'll be taken to the same screen when you first filled out the details of your editorial calendar in Step 2.

Then, you can add in the names of people with whom you'd like to share the calendar and set the right permission levels for each invitee.

It's wise to keep those with the permission settings to manage changes and sharing to a minimum so there aren't too many cooks in the kitchen — but I recommend you let everyone see all event details, so it's clear exactly what content is going up in each slot.

Under the "Share with specific people" heading, enter the email addresses of those on your content team and decide if they have viewing, editing, or admin privileges. Save your updated settings.

Why Using Google Calendar as an Editorial Calendar Works

Google Calendar has amazing features that will help you manage your editorial calendar. For starters, if you use Gmail for your corporate email, everyone that you work with will already be in Gmail (and their calendar, specifically) all day.

As a result, it won't be hard for people to form a habit of checking the editorial calendar because it won't be difficult for them to find it.

Google Calendar also makes things really easy to move around and schedule because, well, it's already a calendar. It has all the functionality you need to schedule stuff out and let the people who need to know about it know.

Along those lines, allowing people to view your calendar is simple, making it easy for multiple teams to collaborate, see what's being published, and figure out when they might launch content and campaigns.

Finally, this sets a precedent for other teams to coordinate with your team in a straightforward way. You can have a calendar for upcoming campaigns, offers, social media pushes, product launches — you name it. And you can all share those calendars for a single-screen view of everything that's going on so you can coordinate more easily.

Are there other solutions for maintaining an editorial calendar? Of course. But if you're looking for a free, not-too-shabby, minimum viable product, then Google Calendar is for you.

Editor's note: This post was originally published in January 2019 and has been updated for comprehensiveness.

from Marketing https://blog.hubspot.com/marketing/create-robust-editorial-calendar-ht

Whether you're managing thousands of blog posts or a few dozen articles, you know that it's imperative to have an editorial calendar to keep track of it all.

The good news is, there are a lot of great calendar tools out there you can choose from. In fact, for those of you who are HubSpot customers, there's a marketing calendar built right into HubSpot's software.

But one of the best editorial calendar options is Google Calendar. It includes features like repeat scheduling, syncing, and adjustable visibility so you can collaborate effectively with your team. Best of all, it's completely free to use.

Intrigued yet? Here's how to set up your editorial calendar using Google Calendar.

Follow Along With These Free Editorial Calendar Templates

Download the Template for Free

Step 1. Download HubSpot's free editorial calendar templates.

Download Now

First thing's first: Download the calendar templates above (they're free.) By doing this, you'll have three editorial calendar templates on your computer to use at your leisure: one for Google Calendar, one for Excel, and one for Google Sheets. In this blog post, we'll be going over how to import the Excel template into Google Calendar.

Step 2. Customize your template and prepare for import into Google Calendar.

The publish dates on the templates you download will be stamped for a previous year.

Feel free to change them to the current year in the spreadsheet itself — you can also drag them to the dates of your choosing after uploading the file into Google Calendar.

Google Calendar makes it easy to load a calendar you might have pre-created in another program into Google. This includes Microsoft Excel. Next we'll show you how to import the Excel calendar template you downloaded in the previous step into Google Calendar.

Step 3. Open Google Calendar.

Once you've downloaded (or created) a calendar that opens in Microsoft Excel, it's time to open Google Calendar. Just make sure you're already logged into the Gmail account you want this calendar to give access to.

Step 4. Use the left hand dropdown menu to create a new calendar.

Next, set up your Google Calendar to accommodate the information in your Excel spreadsheet. To do this, go into your Google Calendar and click the plus sign to the right of "Other Calendars," as shown in the screenshot below. Then, in the dropdown menu that appears, select "Create new calendar."

Step 5. Fill out the details of your new calendar.

Fill out the fields that appear on the next screen. This includes a brief description of your calendar, as shown below, to give people proper context when you invite them into this calendar. When you're done filling in the details, click "Create calendar."

Step 6. Import your XLS or CSV file from the same dropdown menu.

Using the same dropdown menu you used to create your editorial calendar, you'll now import the Excel file itself into Google Calendar. Click that plus sign and select "Import."

Click the upload box that reads "Select file from your computer," and locate the file entitled "Blog Editorial Calendar - Excel" that was included in the ZIP file you downloaded in Step 1 above.

Step 7. Select which calendar to add this file to.

In the second box below your imported file, click the "Add to calendar" dropdown. Be sure to choose the calendar name you just created from the dropdown menu, as shown below. Then, click "Import."

Step 8. Click Import.

Once you've uploaded your Excel file and selected the calendar you want to add this file to, click "Import." You should see an Import calendar dialog box telling you that seven events were successfully imported. Click "Close."

You can now change the dates of the first seven assignments in the original Excel document if you’ve not already done so. Navigate to the start of your calendar. Be sure all of your other calendars are temporarily hidden by clicking the colored box to the left of the calendar name.

For example, on the week of January 3, you should just see one "Blog TBD" calendar event on each day from 10 a.m. to 11 a.m.

Use the edit window of each assignment to change the publish date. So, for instance, if you're satisfied with the 10 a.m. publish time, you can simply change the date. Each assignment will then appear as event blocks in your monthly calendar view.

Step 9. Determine your publishing schedule.

Now that you have your calendar created, it's time to fill it in with assignments for the year. This is when you have to make some decisions about your blog's publishing schedule.

While the Excel file you imported accounts for one blog post per day, this doesn't mean you need to publish seven days a week. You can choose to publish every Monday, Wednesday, and Friday. Or perhaps you plan on posting on just Thursdays. Remember, the key to successful blogging is quality over quantity.

Don't overcommit to a blogging schedule if the quality of your content will take a hit. How often your company should blog will vary depending on your business goals and resources.

If you decide to decrease the number of days you want to publish, click on the calendar event of that day and select "Delete."

Even if you want to publish multiple times a day, updating this calendar is as easy as adding an event. Select a slot on your calendar to add another "Blog TBD" event and copy the default description from another one of the events you imported.

Next, it's time for some minor adjustments. Currently, the "Blog TBD" events are set for 10 a.m. Feel free to move these events to whichever time your blog publishes content during the day.

Step 10. Set up recurring events.

Now that your publish dates and times are set, you can make these recurring events on your calendar.

If you have a regular publishing schedule, say every Monday, Wednesday, and Friday at 10:00 a.m., you can put that in as a recurring "slot" on your calendar. It's okay if you don't have a piece of completed content — or even a working title — to put there yet. It's just a reminder that you want to publish something that day.

To add your recurring slot, click on your first "Blog TBD" event and click the pencil icon to edit your event. This will take you to the details of the post, where you can create a custom recurring schedule for each assignment, as shown in the screenshot below.

You can set the post up as a recurring post, so it automatically appears every Monday, Wednesday, and Friday at 10:00 a.m. (or whatever days and times you want).

Once you've selected the recurring days, hit "Done" and "Save," and you'll have an editorial calendar framework to work with.

For now, keep the event's title as "Blog TBD," but feel free to customize the description with any extra details you want to be sure you include for each post. Wait to invite any guest, as we'll use this to assign posts to an author once you begin filling in your topics. With everything complete, click "Save."

If you don't have a recurring schedule like this, you might not need an editorial calendar just yet — but it is an excellent way to set goals for yourself. For example, if you know you want to publish a certain number of posts each week, even if you don't hit every single slot, it's a good reminder for yourself and your team that this is something you should all be striving for.

Step 11. Fill in your publishing slots.

Now that you know all of the slots you want to fill, you’ve got to actually fill them. (If you don't have topic ideas yet, check out this free topic idea generator. It'll give you some good ideas for content to put in the calendar.)

Let's say one of the posts you want to write is "10 Surprising Facts About Tapirs," and one of the posts you've already written and want to publish later is "Think You're Cut Out to Own a Tapir? Read This First." Just add them both to the calendar by clicking on "Post - TBD" on the correct date, choosing "Edit Event," and then changing the "Post - TBD" text to the actual title of the post.

Now, let's say you don't want to write "10 Surprising Facts About Tapirs," and you want your colleague to write it instead. To assign the post an author, you'll invite them to the event as a guest. To do this, click on the event, hit "Edit Event," then invite that colleague to the post by typing their name or email address into the "Add guests" box, selecting "Add" when their name pops up and hitting "Save" on the event once you're done.

Now, anyone can see who is responsible for writing the post that's going up in that time slot.

You can take it a step further by adding details to the "Description" box of the event, as shown in the large box in the screenshot above. You might include a quick synopsis, the keywords you plan to target the post for, the target audience you're trying to reach, and the offer or CTA you will direct the reader to at the end of the post. Don't forget to add the draft’s due date.

Before Google Calendar lets you save the event, you'll see a dialog box asking if you would like to change just this event or all of the events in the series. Select "Only this event."

Repeat these steps to assign each blog topic today and in the future.

Step 12. Share your editorial calendar with others.

Now that you have your calendar set up, you can invite people to see it. I'd recommend you start with your immediate team and regular contributors — as well as anyone who regularly asks you about publishing content on your company blog.

To share this editorial calendar with people, simply find your editorial calendar under "My Calendars," as shown below. Click the three dots next to the calendar name and select "Settings and sharing" when it appears in the dropdown menu. You'll be taken to the same screen when you first filled out the details of your editorial calendar in Step 2.

Then, you can add in the names of people with whom you'd like to share the calendar and set the right permission levels for each invitee.

It's wise to keep those with the permission settings to manage changes and sharing to a minimum so there aren't too many cooks in the kitchen — but I recommend you let everyone see all event details, so it's clear exactly what content is going up in each slot.

Under the "Share with specific people" heading, enter the email addresses of those on your content team and decide if they have viewing, editing, or admin privileges. Save your updated settings.

Why Using Google Calendar as an Editorial Calendar Works

Google Calendar has amazing features that will help you manage your editorial calendar. For starters, if you use Gmail for your corporate email, everyone that you work with will already be in Gmail (and their calendar, specifically) all day.

As a result, it won't be hard for people to form a habit of checking the editorial calendar because it won't be difficult for them to find it.

Google Calendar also makes things really easy to move around and schedule because, well, it's already a calendar. It has all the functionality you need to schedule stuff out and let the people who need to know about it know.

Along those lines, allowing people to view your calendar is simple, making it easy for multiple teams to collaborate, see what's being published, and figure out when they might launch content and campaigns.

Finally, this sets a precedent for other teams to coordinate with your team in a straightforward way. You can have a calendar for upcoming campaigns, offers, social media pushes, product launches — you name it. And you can all share those calendars for a single-screen view of everything that's going on so you can coordinate more easily.

Are there other solutions for maintaining an editorial calendar? Of course. But if you're looking for a free, not-too-shabby, minimum viable product, then Google Calendar is for you.

Editor's note: This post was originally published in January 2019 and has been updated for comprehensiveness.

via Perfecte news Non connection