Best Tools for Tracking Case Studies and Videos: Share Your Setup!
for those of you that are tracking a high volume of case studies/videos - what tool are you using to do this? asana? airtable? anyone want to share their set up?
for those of you that are tracking a high volume of case studies/videos - what tool are you using to do this? asana? airtable? anyone want to share their set up?
We used Asana when I was doing this at Coupa. It worked pretty well.
Christine Newman I'm just starting a new job leading customer stories and the marketing team uses Asana. I've never used Asana so would love to see how you use it. Do you also use to keep all your info on advocates? or just to manage project work?
In progress or published? For in progress I generally use a spreadsheet or Asana/whatever project management tool the company has. For published, sales enablement tool + database if they exist. If those tools don’t exist, go somewhere where users already are and build there.
Seconding Alexie Glover, you want to be where the rest of the team is both for the pipeline (we used Asana, LOVED IT), and the published assets (we used SharePoint and Showpad - was fighting for us to have a more robust DAM to help make them easier to find internally)
There are good and bad ways to use Asana. Your system should also be designed considering the size of the team and who is responsible for what.
Wynn Tanner we don’t keep all advocate info in there, but customer stories, some quotes, requests for advocacy asks, etc.
Christine Newman I’d love to see how you use asana for success stories.
I use Asana for case study tracking. I attached a screenshot view of the sections I set up for our project. I use automation and rules HEAVILY to create subtasks and due dates. I also use the dashboard view to keep stakeholders up to date on progress. (see attached screenshots). When a case study moves to the next stage, it automatically creates the associated subtasks, assigns them, and sets due dates. It also triggers a message in a Slack channel that anyone in the company can join to receive updates on case studies that progress to the next stage. I also use Asana AI to create weekly and monthly stakeholder updates on case studies. I turn the monthly updates into Loom videos and share in the Slack channels for case studies and marketing.
Wow Emily Coleman! I'm new to Asana completely so have no idea the capabilities within it, so this is really good to know. Christine Newman has a great project tracker, too. Two Questions:
do you keep the information you have on individual advocates here, too? Or do you have it stored somewhere else? or do you just work in projects like this for all your data?
Somewhat related: where do you track if you're not doing a case study with the customer, but maybe something else? do you track here? or in another project tracker that has a different process?
Rose Fried we use Asana as the ultimate source of truth for customer in progress, published, and even archived customer stories. Our setup is a bit different than Emily’s in that we are using fields for what she is using sections for, but Asana is so customizable to your needs. Our sections are new request submissions, tentative, in process, and published + year. We have fields/columns for story status, date story was published, refresh review date, retire review date, products covered, vertical, segment, types of evidence available (written story, video, quote, etc), region, etc. We also have a whole checklist of publish sub tasks that generate (upload to Seismic, create pitch deck slides, add quotes to evidence database, etc.) and then also a whole bunch of subtasks that generate when we are archiving a story (everywhere we need to check to make sure it’s removed, who needs to be told internally, etc.)
Christine Newman that's a cool way of organizing sections, too. One of the good things about Asana is that you can customize it based on what you're looking to track.
Wynn Tanner I have a separate project set up for other customer advocacy activities that aren't case studies. The reason why is because my setup is meant for tasks that follow the outlined process for case studies, and other advocacy asks don't always follow that process. In the other section, I've separated them out by task type (Analyst/PR, event speaker requests, and other projects). It's still a work in progress, though, and I'm not sure if that's how it's going to stay organized.
Emily Coleman Thanks, and I'm sure it will be a beautiful process when it gets there. Do you have any other place you track customer advocate data? like beyond the project itself?
