Your step-by-step operating playbook.
Proposed client-review template, not approved internal policy: maintain consistent content, prepare campaigns, schedule approved posts, and report findings. Agree permissions, approvals, and cadence first.
The complete SOP is visible below—no download or extra click required. Tailor the selected duties, training, tools and approval limits with your team before work starts.
Complete task & responsibility scope.
Execute approved marketing activity and maintain a clear, current reporting cadence.
Support approved campaigns, content production and social presence in the client's brand voice, with agreed deliverables, review cadence and publishing permissions.
Select the duties relevant to your business at kickoff. Extended duties require suitable training, supervisor approval and scoped access; this list does not automatically authorize clinical, legal, licensed or financial decisions.
- Maintain the content calendar
- Draft and schedule approved social posts
- Prepare email campaigns
- Track campaign performance and report findings
- Manage social media accounts and content calendars.
- Create and schedule social posts after required approval.
- Monitor and respond to engagement within agreed response guidance.
- Assist with content creation, including blogs and newsletters.
- Prepare and manage approved email marketing campaigns.
- Update approved website content and SEO elements.
- Track marketing metrics and prepare reports.
- Conduct market research and competitor analysis.
- Coordinate with designers and content creators.
- Assist with event marketing and webinar coordination.
01 / Deliverables, ownership & kickoff
What you receive
- Current content calendar with owners, channels, dates, and approval status
- Versioned social drafts and scheduled-post verification records
- Email campaign package with copy, audience notes, and preview checks
- Campaign performance report with definitions, comparisons, and limitations
- Approval, exception, and follow-up log
Who owns what
Assistant
- Maintain calendar entries and draft brand-consistent social and email content.
- Schedule only approved social versions within documented publishing permissions.
- Record campaign results, explain limitations, and flag unresolved approvals.
Client owner
- Supply campaign priorities, substantiated messaging, assets, and brand direction.
- Approve content, audiences, timing, contact permissions, and email sending decisions.
- Retain budgets, purchases, payments, and legal or professional decisions.
VSI coordinator or agreed Team Lead
- Confirm scope, handoffs, review coverage, and agreed reporting cadence.
- Review checklist adherence and coordinate correction of recurring workflow gaps.
- Route blockers to the client without substituting for client authorization.
Confirm before work starts
- Confirm channels, campaign priorities, timezone, and calendar planning horizon.
- Collect brand voice, approved examples, asset permissions, and prohibited messaging.
- Name content approvers, review dates, and an unavailable-approver route.
- Document social scheduling authority separately from email preparation and sending.
- Confirm approved audience sources, contact permissions, opt-outs, and suppression handling.
- Arrange individual accounts with minimum permissions and approved secure access.
- Agree metric definitions, reporting periods, baseline availability, and quality targets.
Role-specific readiness checklist
- Confirm audience, channels, brand voice and campaign objectives.
- Agree deliverables, approval owner and publishing calendar.
- Check content rights, contact permissions, opt-outs and approved claims.
- Proofread copy, links, visuals and tracking before approval.
- Report published deliverables, engagement and blockers on the agreed cadence.
02 / Skills, systems & approved access
Skills and qualifications
- Copywriting and brand consistency
- Social platform fluency
- Basic analytics and design
- Digital marketing principles and best practices
- Social media management and content creation
- Familiarity with email marketing platforms
- Basic graphic design for social content
- Knowledge of SEO principles
- Analytical skills for marketing metrics
- Written communication and copywriting
- Creativity and attention to visual detail
Verify the capability—not just the résumé
- Copywriting
- Draft a social caption and email subject from one approved brief; check clarity and factual consistency.
- Brand consistency
- Revise an off-brand sample using the client's voice guide; explain each correction.
- Social platform fluency
- Demonstrate draft preview, account selection, timezone checks, and scheduling review without publishing.
- Basic analytics
- Interpret a sample campaign export; distinguish counts, rates, denominators, and unsupported conclusions.
- Basic design
- Adapt an approved Canva template; verify dimensions, legibility, asset permission, and brand styling.
Tools and systems
Use client-approved tools and individual role-based accounts. Examples are options, not claims that an integration or subscription is included. Never share credentials in chat.
- Meta Business Suite
- Canva
- Mailchimp, ActiveCampaign or ConvertKit
- Social management platforms: Hootsuite or Buffer
- Email software: Mailchimp or Constant Contact
- Content management systems
- Design tools: Canva or Adobe Creative Suite
- Analytics: Google Analytics and social insights
- SEO tools
- Marketing project management software
How access supports the procedure
Meta Business Suite
Use: Client-approved social drafting, scheduling, and available performance views.
Access: Assigned accounts only; scheduling requires documented client permission.
Canva
Use: Client-approved basic graphics using approved templates and assets.
Access: Assigned workspace and folders; no purchases or unapproved asset use.
Mailchimp, ActiveCampaign or ConvertKit
Use: Client-selected email preparation, previews, and available reporting.
Access: Draft and reporting permissions; client controls audience approval and sending.
03 / Content calendar and approved social scheduling
Start when: A planning cycle begins or the client approves a content request.
What you need
- Campaign brief and current calendar
- Brand guide and approved assets
- Channel, timezone, and named approver
How to complete the work
- Check brief, asset permissions, destination account, and calendar conflicts; request missing information.
- Create dated calendar entries with objective, channel, draft owner, review date, and status.
- Draft captions and basic graphics; check links, spelling, visual fit, and supplied messaging.
- Submit the exact version; record client approval and changes against its calendar entry.
- Schedule only approved versions when authorized; verify account, timezone, date, media, and preview against approval.
- Record scheduling evidence and observed publication status; flag failures or changes instead of substituting content.
Calendar and status log identify approved versions, scheduling evidence, and unresolved items.
If something is missing or outside scope: Hold disputed claims, missing approvals, or incorrect account access; client resolves content, coordinator arranges handoff.
04 / Email campaign preparation and client handoff
Start when: The client requests an email campaign package.
What you need
- Approved objective, offer details, and copy brief
- Client-approved audience and suppression instructions
- Template, sender details, and intended timing
How to complete the work
- Check offer details, links, audience source, contact permissions, and opt-out instructions; never assume permission.
- Draft subject, preview text, body, approved graphics, and call to action.
- Apply client-specified audience and suppression instructions to drafts; flag conflicting or uncertain selections.
- Check desktop/mobile previews, links, sender details, personalization fallbacks, and opt-out presentation without launching.
- Submit versioned package and checklist for client approval; identify unresolved issues.
- Record approval or revisions; hand off to authorized client sender and log client-provided send status.
A checked campaign package is ready for authorized client sending, with approval and audience notes recorded.
If something is missing or outside scope: Hold preparation when audience permission, suppression, or offer details conflict; client decides corrections before handoff.
05 / Campaign performance tracking and findings
Start when: The agreed reporting period closes or a campaign reaches its review date.
What you need
- Campaign identifiers and publication or send status
- Authorized platform reports
- Agreed definitions, periods, and comparison baseline
How to complete the work
- Confirm campaign identifiers, dates, timezone, and available data; label unpublished or unsent drafts separately.
- Record available social and email measures with source, extraction date, and metric definitions.
- Check totals and rate denominators against sources; mark unavailable or incomparable measures rather than estimating.
- Compare approved periods and objectives; describe observed patterns without attributing unsupported causes or guaranteed outcomes.
- Prepare findings and proposed content adjustments for review; never change campaigns or spending independently.
- Log reviewed findings, client decisions, next reporting date, and approved calendar adjustments; route missing data to the coordinator.
A traceable report separates observed results, limitations, and client-approved next actions.
If something is missing or outside scope: Flag conflicting totals, access failures, or incomparable periods; client accepts limitations or authorizes a corrected report.
06 / Daily rhythm, quality & reporting
Daily routine for this role
- Review calendar commitments and outstanding approvals.
- Check approved scheduled posts for version or timing mismatches.
- Progress assigned drafts and record review status.
- Update blockers, evidence, and next actions.
Weekly review
- Reconcile calendar status with observed publication records.
- Review campaign findings and limitations with the client.
- Confirm upcoming briefs and review coverage with the coordinator.
Quality checks and measures
Agree review standards with the client. Example measures are not guaranteed service levels.
Approval traceability
Review standard: Proposed target: every scheduled post matches recorded approval; agree at kickoff.
Evidence: Version approval and scheduling record.
Email preparation completeness
Review standard: Proposed target: every handoff includes all agreed preview checks.
Evidence: Completed checklist and package version.
Report traceability
Review standard: Proposed target: every reported metric identifies source and period.
Evidence: Source references and metric notes.
Calendar currency
Review standard: Agree a status-update interval; report overdue updates, not guaranteed timing.
Evidence: Status timestamps and exception log.
Reporting and handoff
Cadence: Agree a weekly summary and campaign review dates at kickoff.
- Reporting period
- Calendar progress
- Approved and scheduled versions
- Email packages awaiting client action
- Performance measures and sources
- Limitations and blockers
- Client decisions and next actions
07 / Approval limits & escalation
Decisions that need approval
- This template authorizes no actual account activity or integrations.
- Use client-approved tools and individual access; never share credentials in messages.
- Content changes require renewed approval before scheduling the changed version.
- Email sending, budgets, purchases, payments, and legal decisions remain with authorized clients.
- Respect client-approved contact permissions, opt-outs, and scripts; do not repurpose audiences independently.
Role-specific control requirements
- No publication, ad spend, audience upload or campaign launch without the required client approval.
- Agree tool subscriptions and campaign budgets separately; no lead, ranking or revenue guarantee is implied.
- Review brand consistency, delivery timeliness and agreed channel metrics weekly.
What to do when work cannot proceed
Approval missing or contradictory
Action: Hold affected scheduling; request a recorded decision.
Owner: Client owner
Audience permission or opt-out uncertainty
Action: Stop affected preparation and flag the audience selection.
Owner: Client owner
Scheduling error or platform access failure
Action: Record affected items; coordinate authorized correction without workaround access.
Owner: VSI coordinator or agreed Team Lead
Unsupported claim or conflicting performance data
Action: Mark the item unresolved and request client clarification before release.
Owner: Client owner
Name the owner and backup, agree response windows and permissions, and record client sign-off at kickoff. Revisit the SOP whenever scope or access changes.