Marketing teams face numerous challenges in today’s fast-paced, highly competitive business environment. They need to juggle multiple projects, deadlines, and stakeholders, all while maintaining high levels of creativity, innovation, and engagement.  Kanban boards is one way that has been proven highly effective in helping marketing teams manage their workflows is making.

Kanban is a visual project management methodology that originated in Japan in the 1940s. It is based on the idea of using cards or boards to track the progress of work through a series of stages. In recent years, Kanban has gained popularity in the marketing industry as a way to streamline workflows, improve collaboration, and increase productivity.

In this article, we’ll explore how marketing teams can use Kanban boards to master their workflows and achieve their goals.

Why Use Kanban Boards for Marketing Workflows?

Marketing workflows can be complex and time-consuming, involving multiple stakeholders, tasks, and channels. Kanban boards offer a simple, visual way to manage these workflows, providing a clear overview of the entire process from start to finish.

Kanban boards are particularly effective for marketing workflows because they:

  1. Provide a centralized view of all tasks and projects

Kanban boards allow marketing teams to see all their tasks and projects in one place, making it easier to prioritize, allocate resources, and monitor progress.

  1. Enable collaboration and communication

Kanban boards can be accessed by all team members, facilitating collaboration and communication between team members and stakeholders.

  1. Allow for easy customization and flexibility

Kanban boards can be customized to suit the specific needs of the marketing team and can be adapted and changed as needed to reflect evolving priorities and goals.

  1. Improve workflow efficiency

Kanban boards help marketing teams to identify bottlenecks and inefficiencies in their workflows, enabling them to make changes and improvements to increase efficiency and productivity.

  1. Encourage transparency and accountability

Kanban boards provide transparency into the status of tasks and projects, making it easier to hold team members and stakeholders accountable for their work.

Setting Up a Kanban Board for Marketing Workflows

To set up a Kanban board for marketing workflows, follow these steps:

Step 1: Define the stages of your workflow

The first step is to define the stages of your marketing workflow. This will depend on the specific needs and goals of your team but could include stages such as planning, research, content creation, design, review, approval, and publishing.

Step 2: Create columns for each stage

Once you have defined the stages of your workflow, create a column for each stage on your Kanban board. You can use sticky notes or cards to represent tasks and projects, and move them from column to column as they progress through the workflow.

Step 3: Assign tasks to team members

Assign tasks to team members by adding their names or initials to the relevant sticky note or card. This helps to ensure that everyone knows who is responsible for each task and promotes accountability.

Step 4: Set priorities and deadlines

Set priorities and deadlines for each task or project to ensure that they are completed on time and in the correct order. You can use color coding or labels to indicate priority or urgency.

Step 5: Monitor progress

Regularly monitor the progress of tasks and projects on the Kanban board to ensure that they are on track and to identify any bottlenecks or issues that need to be addressed.

Step 6: Continuously improve and adapt

Continuously improve and adapt your Kanban board as needed to reflect changing priorities and goals, and to identify areas for improvement in your workflows.

Tips for Mastering Marketing Workflows with a Kanban Board

Here are some tips to help you master your marketing workflows with a Kanban board:

  1. Make it visual

Kanban boards are most effective when they are highly visual and easy to understand at a glance. Use colors, icons, and other visual cues to make it clear what each card or note represents and where it is in the workflow.

  1. Keep it simple

While Kanban boards can be customized in a variety of ways, it’s important to keep them simple and easy to use. Avoid adding too much detail or complexity, which can make the board overwhelming and difficult to manage.

  1. Use automation tools

There are a variety of automation tools available that can help streamline and automate certain tasks on your Kanban board. For example, you can use Zapier to automatically create new cards on your Kanban board when certain triggers occur in other apps.

  1. Emphasize communication and collaboration

Kanban boards are only effective if team members and stakeholders are actively using them and communicating with each other. Encourage open communication and collaboration, and make sure everyone knows how to use the board effectively.

  1. Monitor and analyze metrics

Use metrics such as lead times, cycle times, and throughput to monitor and analyze the effectiveness of your Kanban board and identify areas for improvement.

  1. Continuously iterate and improve

Like any project management tool, Kanban boards require ongoing attention and iteration to ensure they are meeting the needs of your team and improving your workflows. Continuously solicit feedback from team members, experiment with new approaches, and adapt your board as needed.

Mastering Kanban Boards with Workspace’s Workspace boards are incredibly versatile and can be used to manage any aspect of your marketing projects. To get started with using Workspace boards, simply identify the different stages of your workflow by breaking down your process into small, manageable tasks (from the initial idea to the final delivery). This could include ideation, planning, execution, and reporting, among others.

Once you have identified the stages, you can create columns on your Workspace board that correspond to each stage. Next, you can start adding tasks to your board. Each task should be represented by a task that includes all the relevant details, such as the due date, assignee, and any dependencies. As tasks move through the different stages of your workflow, you can move them from one column to the next on your Workspace board.

If we take content creation as an example, your Workspace board can include columns such as “Ideas,” “Research,” “Writing,” “Editing,” and “Published.” Each piece of content would be represented by a task that moves through the columns as it progresses through your workflow.

Starting with the “Ideas” column, you can brainstorm content topics and potential strategies for execution. Once an idea is approved, it moves to the “Research” column where you can conduct research on the topic, gather data and resources, and create outlines for your content.

From there, the content piece moves to the “Writing” column, where the actual writing process takes place. Once the piece is written, it moves to the “Editing” column, where it’s reviewed for grammar, spelling, and accuracy. Finally, it moves to the “Published” column, where it’s published on your website, social media channels, or other platforms.

Kanban boards for marketing teams with (1)

When using such a board, you can easily track the progress of each piece of content and ensure that it’s completed on time and to the required quality. It also allows you to collaborate more effectively by assigning tasks, and identifying any bottlenecks in the workflow that need attention by instant messaging that will sync to Slack or even Whatsapp. You can even link some of your favorite services through our Zapier integration with over 5000 available apps, to easily create content calendars, email lists, and more.


Kanban boards offer a powerful way for marketing teams to master their workflows, improve collaboration, and increase productivity. By providing a clear, visual overview of all tasks and projects, Kanban boards enable teams to prioritize, allocate resources, and monitor progress more effectively. By following the steps outlined in this article and using the tips provided, you can create a Workspace board that works for your team and helps you achieve your marketing goals.