Best Asana Setup for a Content Marketing Agency (Advanced Plan)

English Forum Asana In Practice Asana for Marketing
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Hi Asana team,

I recently upgraded to the Asana Advanced annual plan, and I’m planning to run my entire content marketing agency inside Asana. Before I build everything, I’d love some guidance on the best structure and best practices.

Our agency specializes in podcast content marketing. For each client, we typically handle the entire workflow, including:

  • Podcast editing

  • Audio cleanup

  • Show notes

  • Titles and descriptions

  • YouTube upload

  • Thumbnail design

  • Short-form clips (around 16 per month)

  • Podcast trailers (around 4 per month)

  • Carousel posts

  • Content writing

  • Publishing and scheduling

  • Other content-related deliverables

On average, each client receives around:

  • 4 podcast episodes per month

  • 4 trailers

  • 16 short-form videos

  • Additional content assets depending on the package

Internally, we’re organized into two teams:

1. Fulfillment Team

  • Video editors

  • Designers

  • Content writers

  • Project manager

  • Upload and publishing team

2. Acquisition Team

  • Lead generation

  • Cold email

  • Business development

  • Appointment setters

  • Sales support

I’d appreciate guidance on a few things:

  1. What is the recommended workspace structure for an agency like ours?

  2. Should each client have its own project, or is there a better way to organize recurring monthly work?

  3. Should we primarily use List view, Board view, Timeline, or a combination of all three?

  4. What’s the best way to manage recurring deliverables every month without creating everything manually?

  5. How would you recommend structuring task templates for podcasts, trailers, shorts, thumbnails, content writing, and publishing?

  6. What’s the best way to separate Fulfillment and Acquisition while still giving management a complete overview?

  7. How should we structure portfolios, goals, and reporting?

  8. What automations would you recommend? For example:

    • Notify the project manager when an editor completes a task.

    • Automatically assign the next person in the workflow.

    • Move tasks to the next stage.

    • Send reminders if deadlines are missed.

    • Alert managers when work is blocked.

I’d also love to know whether Asana offers onboarding sessions, implementation specialists, or agency setup consultations for Advanced customers. If there are best-practice templates or resources specifically for creative or content marketing agencies, I’d appreciate those as well.

My goal is to make Asana the central operating system for our agency and build a scalable workflow from the beginning.

Thank you!

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Hi @ShouryaThour , I moved your post into the Asana In Practice > Asana for Marketing that @ka_nishiyama suggested.

If you are interested in implementation services, feel free to DM me (by clicking on my profile photo) as we are a certified Asana Solutions Partner, offering services and licenses under one roof. We have expert consultants in the field of digital content marketing that can definitely help you get up and running, getting the most out of Asana and of course answer all your questions.

Or feel free to browse the Asana Partner Directory: https://asana.com/partners/channel/directory

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