Organization can vary by industry, by company, by job, and by person. I have mentioned in previous posts about the importance of organization, but what does that really mean in a fast-paced, full-service marketing agency? Here at Bailey Gardiner, there is no shortage of organization and everyone has their own style. I decided to check out different departments here on the advertising side and showcase some strategies for keeping things in order and running smoothly in the advertising world:
Our role at BG is to work with clients as the agency contact and oversee all the moving parts within the agency for an account. From client meetings to conference calls to internal kickoffs, the day is never dull and requires a lot of organization and time-tracking. Camila is one of the newer members of BG but has already come up with some crafty organizational techniques.
As a self-proclaimed organization-aholic, Camila creates her own daily to-do sheet and also tracks her time with a clever color-coordinated system. All of this lives in one binder with other important documents. Why so much detail? Projects and tasks shift from day to day, things get rescheduled, and it’s always great to go back and check where you spent your time for the week.
While the Account team works with the client to bring the projects into the agency, once they are here – they are managed by Heather – the queen of organization and schedules. Heather manages the schedules of the entire creative team and makes sure projects stay on schedule to be released for deadlines. Everything Heather manages affects multiple departments within the agency, so it is her impeccable organization that sets the tone for the rest of us.
Because she has to manage so many team members, Heather relies heavily on iCal (she also has about 6 different calendars around her desk) and uses our project management system Workamajig to keep everything in check (including our 20-page “Hot List” of every project that gets distributed daily). Her methods have come mainly from trial and error as she adapts to new processes, new technologies, and our growing number of staff.
Susannah is our Senior Graphic Designer and keeps us digitally organized and archived. If someone needs to reference a project from 2001, Sus can pull it off the server quickly and efficiently because she has our files so well arranged. Also, Sus manages all of our production, which means she is the last person to touch projects before they are out the door – all the more reason we are glad Susannah is a well-oiled organization machine!
Coming from a family of engineers, we think she has a genetic inclination for process and details. Susannah uses her own journal with her job list from Heather’s Hot List, and then works on our file server to design and output jobs. Her desk is always full of creative work and job bags, but each one is accounted for and follows the proper steps to make sure the jobs are done.
Our media department works closely together on every media project, so closely that they have a joint to-do list that they both tackle. They use a giant whiteboard on their office wall to keep track of all tasks and cross them out when complete. This board also attracts some doodles and quotes from visitors, but it is the main way Michelle and Meredith stay on schedule and on the same page. A lot of client money is handled in their department on a daily basis and it is their organization and communication on all projects that makes sure money is never lost, wasted, or misused.
Now it’s time for your input – what is your position and how do you best organize yourself? I truly believe that organization is half the battle on the way to success, and I love picking up new tips, tricks, and pieces of advice… Let me know your favorites!