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

One of the frequent questions we get from aspiring and present inbound entrepreneurs is, “How do you handle all of that content material?”

After we inform them we use an editorial calendar, the following query is commonly, “Oh, how a lot does that price?”

Free Download: Marketing Editorial Calendar Template

Nothing. As a result of, for probably the most half, we use Google Calendar.

Shocked? There are a variety of nice calendar instruments on the market you possibly can select from. (The truth is, for these of you who’re HubSpot prospects, there is a advertising calendar constructed proper into HubSpot’s software program.) However after making an attempt a ton of different options, our crew discovered that we actually operated the most effective with only a easy Google Calendar. The truth is, this has truly been the longest-running editorial calendar resolution our crew has ever seen.

This is how we set it up.

Observe Alongside With Free Editorial Calendar Templates

HubSpot's Blog Editorial Calendar - Free Template in ExcelDownload the Template for Free

1. Download HubSpot’s free editorial calendar templates.

Very first thing’s first: Obtain the calendar templates, above (they’re free.) By doing this, you may have three editorial calendar templates in your laptop to make use of at your leisure: one for Google Calendar, one for Excel, and one for Google Sheets. On this weblog submit, we’ll be going over import the Excel template into Google Calendar.

2. Customise your template and put together for import into Google Calendar.

By default, the publish dates on the templates you obtain might be stamped for the yr 2016. Be at liberty to vary them to the current yr within the spreadsheet itself — you can even drag them to the dates of your selecting after you add the file into Google Calendar.

Google Calendar makes it simple to load a calendar you may need pre-created in one other program into Google. This contains Microsoft Excel. This is import the Excel calendar template you downloaded within the earlier step into Google Calendar:

3. Open Google Calendar.

As soon as you have downloaded (or, for that matter, created) a calendar that opens in Microsoft Excel, it is time to open Google Calendar. Simply be sure you’re already logged into the Gmail account you need this calendar to offer entry to.

4. Use the lefthand dropdown menu to create a brand new calendar.

Now it is time to arrange your Google Calendar to accommodate the data in your Excel spreadsheet. First, go into your Google Calendar and click on the plus signal to the correct of “Different Calendars,” as proven within the screenshot under. Within the dropdown menu that seems, choose “Create new calendar.”

Adding a New Calendar in Google Calendar

5. Fill out the small print of your new calendar.

Fill out the fields that seem on the following display screen. This features a transient description of your calendar, as proven under, to offer individuals correct context if you invite them into this calendar. While you’re completed filling within the particulars, click on “Create calendar.”

Adding Details in Google Calendar to Create New Calendar

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

Utilizing the identical dropdown menu you used to create your editorial calendar, you may now import the Excel file itself into Google Calendar. Click on that plus signal and choose “Import.”

Click on the add field that reads “Choose file out of your laptop,” and find the file entitled “Weblog Editorial Calendar – Excel” that was included within the ZIP file you downloaded in Step 1, above.

7. Choose which calendar so as to add this file to.

Within the second field under your imported file, click on the “Add to calendar” dropdown. Make sure you select the title of the calendar you simply created from the dropdown menu, as proven under. Then, click on “Import.”

Import Excel Calendar in Google Calendar

8. Click on Import.

As soon as you have uploaded your Excel file and chosen the calendar you need to add this file to, click on “Import.” You need to see an Import calendar dialog field telling you that seven occasions have been efficiently imported. Click on “Shut.”

Now, in the event you did not change the dates of the primary seven assignments within the authentic Excel doc, now you can. Navigate to January 3, 2016, which is the beginning of your calendar. Make sure your entire different calendars are briefly hidden by clicking the coloured field to the left of the calendar title. On the week of January 3, 2016, you need to simply see one “Weblog TBD” calendar occasion on every day from 10 a.m. to 11 a.m.

Use the edit window of every project to vary the publish date. For instance, in the event you’re glad with the ten a.m. publish time, you possibly can merely change the date from January X, 2016 to January X, 2021. Every project will then seem as occasion blocks in your 2021 month-to-month calendar view.

9. Decide your publishing schedule.

Now that you’ve your calendar created, it is time to fill it in with assignments for the yr. That is when it’s a must to make some choices about your weblog’s publishing schedule.

Whereas the Excel file you imported accounts for one weblog submit per day, this doesn’t suggest you have to publish seven days per week. Perhaps you need to publish each Monday, Wednesday, and Friday. Or maybe you intend on publishing on simply Thursdays. Keep in mind, the important thing to profitable running a blog is high quality over amount. Do not overcommit to a running a blog schedule if the standard of your content material will take a success. (Learn this weblog submit for some nice benchmark knowledge on how typically corporations ought to weblog.)

If you happen to resolve to lower the variety of days you need to publish, click on on the calendar occasion of that day and choose “Delete.”

Even in the event you needed to publish a number of occasions a day, updating this calendar is as simple as including an occasion. Choose a slot in your calendar so as to add one other “Weblog TBD” occasion and duplicate the default description from one other one of many occasions you imported.

Subsequent, it is time for some minor changes. At present, the “Weblog TBD” occasions are set for 10 a.m. Be at liberty to maneuver these occasions to whichever time your weblog publishes in the course of the day. 

10. Arrange recurring occasions.

Now that you’ve your publish dates and occasions set, you may make these recurring occasions in your calendar. When you have an everyday publishing schedule, like each Monday, Wednesday, and Friday at 10:00 a.m., then put that in as a recurring “slot” in your calendar. It is okay if you do not have a bit of accomplished content material — or perhaps a working title — to place there but. It is only a reminder that you simply need to publish one thing that day.

So as to add your recurring slot, click on in your first “Weblog TBD” occasion and click on the pencil icon to edit your occasion. This can take you to the small print of the submit, the place you possibly can create a customized recurring schedule for every project, as proven within the screenshot under.

Setting Custom Repeat Schedule in Google Calendar for Recurring EventYou’ll be able to set the submit up as a recurring submit so it mechanically seems each Monday, Wednesday, and Friday at 10:00 a.m. (or no matter days and occasions you need).

Setting Custom Recurrence in Google Calendar for Recurring Event

As soon as you have chosen the recurring days, hit “Completed” and “Save,” and you will have an editorial calendar framework to work with.

For now, maintain the title of the occasion as “Weblog TBD,” however be happy to customise the outline with any additional particulars you need to make certain you embrace for every submit. Wait to ask any visitor, as we’ll use this to assign posts to an creator as soon as you start filling in your subjects. With every little thing full, click on “Save.”

If you do not have a recurring schedule like this, you won’t be in want of an editorial calendar simply but — however it’s a good technique to set objectives for your self. If you need to publish a sure variety of posts every week, even in the event you do not hit each single slot, it is a good reminder for your self and your crew that that is one thing you need to all be striving for.

11. Fill your publishing slots.

Now that all the slots you need to fill, you gotta truly … … fill ’em. (If you do not have subject concepts but, check out this free topic idea generator. It will provide you with some good concepts for content material to place within the calendar.)

For instance one of many posts you need to write is “10 Shocking Details About Tapirs,” and one of many posts you have already written and need to publish later is “Suppose You are Reduce Out to Personal a Tapir? Learn This First.” Cool! Simply add ’em each to the calendar by clicking on “Publish – TBD” on the proper date, selecting “Edit Occasion,” after which altering the “Publish – TBD” textual content to the precise title of the submit.

Changing Name of Post in Google Editorial Calendar

Now, for instance you do not truly need to write “10 Shocking Details About Tapirs,” and also you need your colleague to put in writing it as an alternative. To assign the submit an creator, you may invite them to the occasion as a visitor. To do that, click on on the occasion, hit “Edit Occasion,” then invite that colleague to the submit by typing his or her title or e-mail tackle into the “Add company” field, deciding on “Add” when their title pops up, and hitting “Save” on the occasion when you’re completed.

Adding Guests in Google Calendar

Now, anybody can see who’s answerable for writing the submit that is going up in that point slot.

You’ll be able to take it a step additional by including particulars to the “Description” field of the occasion, as proven within the massive field within the screenshot above. You may embrace a fast synopsis, the key phrases you intend to focus on the submit for, the target market you are making an attempt to succeed in, and the provide or CTA you’ll direct the reader to on the finish of the submit. Remember a due date for the draft.

Earlier than Google Calendar will allow you to save the occasion, you may see a dialog field asking if you want to vary simply this occasion or all the occasions within the sequence. Choose “Solely this occasion.”

Edit Recurring Event to Save Only This Event

Repeat these steps to assign every weblog subject in the present day and sooner or later.

12. Share your editorial calendar with others.

Now that you’ve your calendar arrange, you can begin to ask individuals to see it. I might suggest you begin together with your fast crew and common contributors — in addition to anybody who frequently asks you about publishing content material in your firm weblog.

To share this editorial calendar with individuals, merely discover your editorial calendar underneath “My Calendars,” as proven under. Click on the three dots subsequent to the calendar title after which choose “Settings and sharing” when it seems within the dropdown menu. You will be taken to the identical display screen we noticed if you first stuffed out the small print of your editorial calendar in Step 2.

Sharing Settings in Google CalendarThen, you possibly can add within the names of individuals with whom you’d wish to share the calendar and set the correct permission ranges for every invitee.

It is clever to maintain these with the permission settings to handle modifications and sharing to a minimal so there aren’t too many cooks within the kitchen — however I like to recommend you let everybody see all occasion particulars so it is clear precisely what content material goes up in every slot.

Below the “Share with particular individuals” heading, enter the e-mail addresses of these in your content material crew and resolve if they’ve viewing, modifying, or admin privileges. Save your up to date settings.

Why Utilizing Google Calendar as an Editorial Calendar Works

I discussed earlier that we tried a variety of completely different editorial calendar options, and that is the one one which’s caught for greater than a pair months. I believe one cause for that’s as a result of we use Gmail for our company e-mail, which suggests everybody on our crew is already in Gmail (and their calendar, particularly) all day. Because of this, it is not exhausting for individuals to type a behavior of checking the editorial calendar, as a result of it isn’t tough for them to search out it.

Google Calendar additionally makes issues very easy to maneuver round and schedule as a result of … effectively … it is already a calendar. It has all of the performance you have to schedule stuff out and let the individuals who have to learn about it know. After we have been utilizing different options for this, we have been making an attempt to hack a calendaring operate as an alternative of simply counting on one which already existed.

Alongside these traces, including individuals to view your calendar is straightforward, which makes it simple for a number of groups to collaborate, see what’s being printed, and determine once they may be capable of launch content material and campaigns.

Lastly, this units a precedent for different groups to coordinate with you in a extremely easy means. You’ll be able to have a calendar for upcoming campaigns, presents, social media pushes, product launches — you title it. And you may all share these calendars with each other for a single-screen view of every little thing that is occurring so you possibly can coordinate extra simply.

Are there different options of there for sustaining an editorial calendar? In fact. However in the event you’re on the lookout for a minimal viable product, and a free one at that, this ain’t too shabby. It is stored our content material crew sane, agile, and clear for fairly a while — and I believe it might do the identical for you.

editorial calendar

Editor’s be aware: This submit was initially printed in January 2019 and has been up to date for comprehensiveness.

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