How To Convince Your Team To Use (And Love) CoSchedule
So you’re feeling pretty great.
Because you FINALLY found a new, shiny, amazing tool that’s gonna save your life.
(Hint, hint: It’s CoSchedule).
Now all you gotta do…
…is convince your team to hop on board.
The problem: They are tough to convince.
“Don’t have the time.”
They share your budget (#dollabillsya’ll)
Basically, you’ve got a TOUGH sell ahead of you. (Whatever your reason may be).
…the peeps here at CoSchedule decided to do the hard work for you.
*insert joyful chorus here*
After researching the best tactics to convince others and conducting interviews with REAL customers who’ve struggled to convince their teams…
…we’ve put together a plan (AND a presentation template for you to use) that’s going to make this process a whole lot LESS painful.
So let’s dive in, shall we?
Part 1: Become The Expert
You’ve got the tool…
…and you want to shout it from the rooftops.
BUT in order to convince your team effectively…
…ya gotta pump the brakes my friend.
*squeal-y tire noise*
Because the first step in this process is taking the time to become the EXPERT in everything that is CoSchedule.
Because you gotta be ready for the pushback, so you need to equip yourself with data.
And plenty of “how-to’s.”
Basically, you’ve gotta have ALL THE ANSWERS.
Because if your team has issues and you DON’T have the solution…
…it gives them the excuse they need to quickly head out the door.
So to get you equipped with all the knowledge you need…
…we’re going to jump right into the how-to’s and highlights of CoSchedule.
Plus, at the end of each section, we’ve prepared some handy talking points for you (ca-ching) so you can easily summarize the highlights when you start talking to your team.
Highlight #1: Consolidation (AKA Your One-Stop Marketing Shop)
You already know this…
…but one of the best time-saving aspects of CoSchedule is the ability to CONSOLIDATE.
No more spreadsheets.
No more copy / paste.
No more overwhelming tabs open on your computer.
It’s everything you need.
ALL IN ONE PLACE.
^^ Seriously, it’s okay to use those statements in your first pitch. :)
Anyway … the first aspect you should get comfortable with is…Marketing Projects.
So here’s a video to quickly understand how to use it, AND one that you can share with your team to get them excited:
Proactively planning roadmaps, allocating (+ maximizing) resources effectively…I mean who can argue with that?
Plus, Marketing Projects eliminates all that wasted time that people spend tracking down content…
…which means more time can be spent on the EXECUTION of projects.
And look how simple it is. (Which means no one can ever tell you it’s too complicated.)
So to recap, why is marketing projects so LEGIT?
Answer: It takes organizing the next marketing campaign, feature launch, event, etc., to the next level.
And ALL smart marketers are serious fans of anything to make organization easier.
So it’s going to be an EASY win with your team (especially because now you have all the factoids).
…CUSTOM COLOR LABELS.
These babies are amazing (and you probs agree) because… you can categorize, prioritize, and emphasize the projects you (and your team) care about with the colors you care about.
Right now, it’s probably kind of hard to find things…
But that’s where you come in hot and start talking about how custom color labels are going to make it so much easier to locate things FASTER.
(Because the team calendar will FINALLY have the extra context it needs.)
And hopefully, your peeps are gonna freak.
But either way….you also gotta know how to use ‘em.
So, here’s an easy how-to when it comes to setting up custom color labels
Step 1: Head to your calendar settings.
Step 2: On the right side of the screen, you will now see the pre-set options of labels listed (with the pre-set color scheme).
Step 3: Click on the circle icon, and either select one of the colors listed in the drop down palette, or you can select the EXACT color you need by using the color wheel (or even putting in the exact hex number).
Step 4: Give the labels a name (or not, that’s cool, too), by putting it in the text box next to the color label you want to use.
Step 5: Does your team need more than the original 7 labels? Simply add as many as you need by using the “add” section below the gray line.
Step 6: Finally, drag + drop the labels to prioritize them in any order that you want.
And if anyone asks, you don’t HAVE to give your labels a name. They will simply be sorted horizontally (instead of vertically) at the top of your screen.
Give yourself a pat on the back because you are now a color labels PRO, and you can ensure that your team’s calendar will be as organized as ever.
Next on the list: filters + custom calendar views.
Time saver? Check.
Sweet levels of visibility? Check.
I mean YOU already know this, but remember, I’m preparing you to crush that first convo with your team.
So with the filter menu and custom calendar views, your team will be able to jump into projects…faster.
- The filter menu makes it easy to find your content.
- The custom calendar views eliminate the tedious process of filtering the calendar AGAIN and AGAIN.
So, here’s the how-to for using the filter menu:
And…here’s how to you save a filter into a custom calendar view:
Yep, it’s that easy.
Basically, your team is going to start falling in love with the tool as much as you.
And with that…
You have finally earned your first talking point:
Consolidate your marketing toolset AND workflow. Create a unified workflow for every project with CoSchedule’s all in one marketing calendar. Proactively plan out your entire roadmap, get real-time visibility, and maximize your resources inside a collaborative, cross-functional calendar for it all!
So now that we’ve covered how CoSchedule consolidates your marketing process…
…you’re one step closer to being a CoSchedule champion.
Highlight #2: Communication [Is Key]
Anyone that’s ever been in a fast-moving team…
…knows that half the battle is clear communication.
Heck, just communication AT ALL.
You’re all so busy…
…you’re lucky just to turn in that project update on time.
And that’s where CoSchedule will really start to resonate with your teammates.
So, let’s dig into how CoSchedule makes communication about 1000X easier.
First…let’s talk about consistent team workflows.
(Because who doesn’t love a good, effective workflow…am I right?!)
- Plan and assign tasks and get your content approved and published
- Execute faster across distributed teams
- Keep your team members up to date, and avoid email!
- Know the exact stage of each [and every] project
The biggest sell here is that your team can actually build project workflows right into the team calendar.
Next on the list is how to build a workflow:
- Open a new piece of content
- Select the task template icon and +New Template
- Name your template, and hit Next
- Add each of your tasks
- Assign each task to a team member
- Establish the # of days before or after publish that the task is due
You’re all set to a) sell the magic that is workflow templates (and honestly, the beauty that is assigning tasks) and b) know how to create them like a pro.
So, to continue with the awesome communication features within CoSchedule. Let’s talk about CHAT.
Basically, in-app chat eliminates all the wasted time spent combing through an inbox searching for a project update.
^^it’s going to be #lifechanging
So within each project, there is a tab where all involved team members can give updates or leave notes for the group.
AKA say sayonara to all those information silos buried in everyone’s email inbox.
So here’s how to access and use chat:
- Head into any piece of content
- On the right side of the screen, click the message icon tab
- And BOOM. You can start chit-chattin’ away.
And if you’re team is constantly buried in emails…this is going to be a major selling point.
(I mean just THINK of all the hours everyone spends searching their inbox!)
So now that you’re a communicating-in-CoSchedule pro, here’s your second talking point:
Execute faster across distributed teams. Stay in the loop on every project without getting stuck in the weeds of searching a lengthy email chain or cluttered inbox. Easily share files, comments, and project details with everyone directly within CoSchedule.
Highlight #3: Get To Know The [Amazing] Social Tools
So now that you’re already well on your way to becoming a CoSchedule expert…
…we’re going to talk about the CoSchedule social tools.
(Because you know that your team is going to LOVE them.)
….you really have got to figure ‘em out before you can start explaining them to your team.
So let’s get started!
First, here’s how to build a social campaign:
- Head to your master calendar view
- Click the + to access content types
- Select Social Campaign
- Add the link you want to promote
- Plan ALL your messages for every social network
Also be sure to explain that you can add a social campaign to ANY piece of content.
Simply head into the piece of content you want to promote, and start adding in messages in the Social Campaign section of the editor.
And BOOM. You’re all set.
Next up…social templates and social helpers!
Here’s the how-to for setting up social templates:
- Open a piece of content
- Select the social template icon within the Social Campaign section
- Select + New Template and give your template a name
- Customize it to incorporate any of your social profiles
- Build a schedule that shares your content for days, weeks or even MONTHS
For a more detailed how-to, check out our Social Templates Help Doc :)
Can you feel the time-savings yet?!
Now, here’s how to create a social helper:
- Head into any social campaign
- Select the social helper icon, and click +New Helper
- From here, you can create standard social helpers (synced from WordPress) or custom text helpers, image helpers, or even video helpers
Need a more detailed run-down? Head to our Social Helpers Help Doc :)
And now that you know how to set those up…
…it will be 1000X easier to explain to your team that they are going to save TONS of man hours with CoSchedule.
Plus, the cherry on top of the sweet social tools?
BEST TIME SCHEDULING.
I mean you already know that it is amazing…
…but your team? They don’t know what’s coming.
All you have to show them is how EASY it is.
The time saved by selecting “Best Time” versus trying to figure it out without the tool?
Yeah, they can use that to pick their jaws up off the floor.
Okay…so you’re ALMOST the master of the social tools…
The last piece?
ReQueue: the most intelligent way to automate your social media.
I mean YOU already know how great it is…
Because it’s set-it-and-forget-it on steroids.
So, here’s a sweet visual to show your team how ReQueue to optimizes your social strategy:
As far as actually setting it up, here’s the lowdown:
- Head to the ReQueue dashboard in your calendar menu
- Create a ReQueue group
- Add any messages associated with the group
- Let CoSchedule take care of the rest :)
And if you need any more help getting ReQueue set up, here’s a live demo.
Sonow that you’re a wiz at social campaigns, templates, helpers, Best Time Scheduling, and ReQueue…
You earned your third talking point:
Highlight #4: Prove Your ROI (Finally)
One of the biggest challenges that marketing teams face…
…is proving their ROI.
It’s hard to track everything…(but we do because we aren’t slackers).
Because we know our marketing efforts drive results…
…but *others* need more convincing.
I know you feel our pain…and if you’re team is willing to admit it’s pretty un-fun and they want something that can make it all better…
Then they are going to be PUMPED about the Top Content Report…
…the Social Engagement Report...
And….the Team Performance Report.
Basically, you’re gonna make ‘em drop dead with joy.
So, let’s dive into how you can show the value (and how to find) of all these amazing reports.
First, head to your calendar menu.
Then, select Analytics.
And then you will be direct to the most glorious page ya’ ever did see:
So now that you know where to find your reports…let’s get into the nitty gritty of what each report means and how you can customize them to your advantage:
Top Content Report
- Description: See ALL your top content + how it performed across each network (because I don’t know, you might want to reuse it…just a hint).
- How to Customize:
- Sort by content type
- Sort by content owner
- Sort by past 24 hours, past 7 days, past 30 days, past year, or all time
Social Engagement Report
- Description: See the performance of each social network, account, and specific messages.
- How to Customize:
- Set a date range
- Search for a specific message
- Select overall engagement, or view engagement by each social network
- Select overall top messages, or top messages by network
Team Performance Report
- Description: Get a snapshot of your team’s entire performance, performance by project, or the performance of a specific team member.
- How to Customize:
- Set a date range
- Search for a specific project, piece of content, or team member.
- Select a specific team member and view a granular view of their performance (including all completed, overdue or incomplete tasks)
All that data…all that saved time…and now you’re a reporting pro!!
And with that…
Here’s your final talking point:
Prove your ROI with data driven results. No more warm fuzzies! Prove the value of all your hard work with real data. Utilize CoSchedule’s most advanced analytics to measure your success!
Part 2: Convince Your Team
So now you’re a CoSchedule expert.
Welcome to the club!
Plus, you’re armed with some pretty thorough + effective talking points.
Which means it’s time to move onto the next and most difficult step in the process…
…convincing your team (AKA actually talking to them).
And they are all marketers…so they are used to selling BUT really don’t like to be sold.
So you’ve gotta be a little sneaky.
(Okay, you’ve gotta be super strategic).
Because here is the thing…you’re all overworked marketers who are constantly pulled in a million different directions.
So getting your team (and honestly carving out a few minutes for yourself) to give your spiel is gonna be tough…
Which is why we’ve laid out a 3-step process for you, along with a few resources (like this sweet presentation template), to get your team on the CoSchedule train.
Let’s do this.
Step 1: Convert Some Allies
..so here’s the thing.
Before you can show the whole team whatcha got…
…you need to get some allies.
Because if you can initially convince just a couple of people that CoSchedule is *the* tool…
…it ensures that you aren’t the only disappointed one if it doesn’t work out in the end.
So the first step is to identify your potential allies.
For example, you’re coworker who always has your back…
…or that one person who is always talking about efficiency.
Just find ‘em.
Next…you’ve got to casually show them CoSchedule, when they LEAST expect it.
Catch them in their least mode of resistance.
In fact, show them this vid:
Or if you aren’t by a computer, use those handy talking points we assembled in the first part of this how-to.
The goal here is to almost make it seem like you discovered this *together* (even though you and I know that just isn’t the case).
But also…use this time to get them as excited as you are.
And once you’ve got just one person excited about it…
…rinse and repeat.
Step 2: Share With The Rest Of Your Team
So you’ve done EVERYTHING right up to this point.
*two thumbs up*
…it’s game time my friend.
The big show.
It’s time to share CoSchedule with the rest of your team.
And remember, you’ve gotta be strategic.
First, you’ve need to figure out when you’re going to share the info.
BUT the catch is…
…you should NOT share that you will be talking about CoSchedule at said event.
Otherwise, it gives your team the chance to get into a mode of resistance.
So, the key here is to find a time that won’t be suspect.
For example, do it during a team lunch.
Slide it in at the very end of a team meeting.
And the only people that should know that you’re doing to talk about CoSchedule is 1) you and 2) your allies.
Next, identify the way you want to position CoSchedule.
For example, if your team is ALWAYS short on time… or just plain overworked…
Then you need to the lead with how CoSchedule puts time back on their calendar.
Or, if your team is sick and tired of the overwhelming amount of tools they have to use to get their job done…
Then say how CoSchedule gets EVERYTHING done in the same tool.
^^See what I did there?
The next step…
….removing any obstacles, hesitations, and roadblocks.
And because we <3 you, here’s a list of potential concerns that you might hear from your team, and the response you can give them:
…tap into some psychological techniques during your presentation!
Everyone soaks up information differently, so if you hit on every learning style in your presentation, you’re good as gold.
See what I mean below:
- This kind of learner needs to actually *hear* the benefits of CoSchedule.
- Example: (This is a little obvious) but use your VOICE and intonation to make sure that CoSchedule resonates with them or include a video with sound into your presentation (like any of the ones included in this blog post).
- This type of person needs to *see* the benefits of CoSchedule.
- Example: Include some awesome infographics in your presentation, or send them afterwards (like the one listed below).
- This type of person needs to actually *move* when they hear new information.
- Example: Go for a walk with this person to explain the benefits of CoSchedule or let them experiment with the tool so they can find the benefits themselves.
And there you go!
You’ve got ALL the tools you need to present CoSchedule to your team.
Step 3: Start Settin’ It Up
THE FINAL STEP.
You made it.
So to complete the whole “convincing your team” process…
…you’ve got to get people to try the tool.
Thankfully…you get a FREE trial :)
And in this final phase, the goal is to let your team have some “AHA” moments.
Let them realize how AMAZING CoSchedule by having them try the tool.
And if people are still hesitant about it (because they still aren’t totally sold on the idea), you can say “we are just trying it out right now.”
And the biggest piece for you during this stage…
…is to be PATIENT.
No everyone is going to *love* it right away. But your job is to be the cheerleader.
The understanding advocate.
Basically, make sure you are there for your team during this trial phase.
Take the time to help them with any issue they may be experiencing.
And if you can’t figure it out, you can direct them to this link and we’ll make sure to answer their question.
Remember: We’re here for ya.
Another technique to use during the trial phase is “the nudge.”
This is effective when you some of your team members refuse to try it (or claim to be too busy, etc.)…
…so the next time they ask a question that CoSchedule could solve for them, subtly mention that they could have used CoSchedule.
BUT don’t be a jerk :)
Here’s an example of where “the nudge” would be effective:
Slow Adopter: “Hey there, are you done with your blog post yet?”
You: “Yep! I commented on the post in CoSchedule. You can see all the progress updates within the piece of content :) I also saw that <insert name> finished up the graphics.”
Basically, the premise of “the nudge” is to get them to see that CoSchedule will actually help them.
(Which it obviously will).
Finally…during the trial period, make sure your advocates are growing.
And if not, find out why.
Because if for some reason CoSchedule doesn’t work out (#sadface), at least you have all the information you need start looking for something else.
(Although, we REALLY HOPE that your team loves it just as much as you).
And as you approach the end of your trial period…
…make sure to include your team in the decision-making process.
Get their feedback.
DO your best to make the WHOLE process as enjoyable and as inclusive as possible.
Because even if you end up sticking with CoSchedule (YAY!), you want to make sure that almost everyone is onboard + excited.
And if the plan to convince your team is as effective as we hope it will be…
…your team will look a little something like this:
^^because that’s the goal, right?!
So to recap:
First, you need to take the time to LEARN the ins-and-outs of CoSchedule.
Next, you can use the 3-step process (and this handy presentation template) to *strategically* convince your team that CoSchedule is the tool they never knew they needed.
And at the end of it all…
…we hope that you can finally take advantage of your new, shiny, amazing tool that’s gonna save your life.