What We Built
Two connected Asana projects. One intake pipeline. One production board. Fully automated handoffs.
Intake Project
- Signal Received → Triage
- Auto-routes by Ministry Entity
- Pod A / Pod B assignment
- MSD Routing + Strategy Brief
- Capacity Check → Build
- 36 automation rules
Kanban Board
- 13 sections (S3 → S12)
- 3 filtered views
- Campaign Container Template
- Quality gates at S6.5, S9.5, S10.5
- 30 automation rules
- Performance measurement built in
Key Changes from the Old System
Multi-Homing
Tasks live in both the Campaign Container and the Kanban Board simultaneously. No duplication. One task, two views.
3 Board Views
The Kanban Board uses three filtered views — Production Pipeline, Review & Approval, Distribution & Measurement — instead of one cluttered board.
Automated Routing
25 ministry entities are pre-mapped to pods. When a request comes in, the system routes it — no manual assignment needed.
Quality Gates
Three checkpoints (6.5, 9.5, 10.5) enforce quality before work moves forward. No more skipping steps or shipping unfinished work.
S.D.O.C. Pillar Tagging
Every campaign maps to Salvation, Development, Outreach, or Community. We track what we build against the mission of the House.
Tiered Measurement
48hr Paid Check → 7-Day Read → 30-Day Full Report. Three measurement windows, not one.
One Rule
Every campaign enters through Intake and flows through the 12-stage workflow. Rapid Support uses a separate execution lane. No side doors. The system works when we all use it.
How Work Enters the System
Marketing work originates from strategy, not requests. Three intake lanes, one signal gate, five governance rules.
Three Strategic Lanes
New campaigns, initiatives, events — anything that needs a strategy built from scratch. Starts with a Discovery Workshop.
Owner: Marketing Strategy Director
Lead time: 90+ days
Once strategy is approved, Ops converts it into a Campaign Container with objectives, audience, channel stack, deliverables, and deadlines.
Owner: Marketing Operations Lead
Trigger: Approved strategy from Lane 1
Execution-only tasks that do not enter the campaign lifecycle: asset resizing, slide edits, minor web updates, simple email deployments.
Owner: Ops Coordinator
SLA: 1–3 days, capacity-dependent
The Signal Gate
Before any lane is activated, the signal passes through the Strategy Director who determines the right lane.
Five Intake Governance Rules
Ministry Portfolio Assignments
Every active TPH entity is assigned a Strategy Director and Project Manager.
| Entity | Min | Dept | Com | Vol | MSD | PM |
|---|
Pod Structure (Phased Implementation)
Zones define what type of work you do. Pods define which entities you serve. Currently in Phase 1.
Marketing Strategy Directors, Project Managers. Eventually: Creative, Copywriter, Copy Editor per pod.
Social Media Manager, Community Manager, Marketing Ops Specialist, Paid Media Specialist, House Photographer, Videographer, Cinematographer.
Budget Ownership
Budget projections, forecasting, and availability remain with the Executive Director of Marketing. Project-level spend is managed by the Marketing Strategy Director with Ops Lead tracking actuals.
Content Producer ↔ Social Media Manager Protocol
For social video content: the Social Media Manager (Caleb) defines what is needed and is R/A for the output. The Content Producer (Britny) and video team (Ronnie, Eryon) execute as R. Creative direction comes from the Interim Creative Director.
12 Stages, Start to Finish
Every campaign follows the same path. No shortcuts, no confusion. The system moves you forward when you're ready.
The Advance Field
This is how tasks move between stages. No dragging cards around. No ambiguity about “is this ready?”
How It Works
When your work in a stage is done, set the Advance field to “Ready.” The system checks the condition, then auto-moves the task to the next section. The Advance field resets automatically. You never drag a task — the system does the moving.
Complete Team Roster
All roles across functional zones. Open positions shown with dashed borders.
Pod Assignments
Every ministry entity maps to a pod. Your pod determines your MSD, your PM, and your workflow lane.
Pod A
Pod B
Rapid Support (Intake Lane — Not a Campaign Tier)
Requests tagged as Rapid Support bypass MSD routing entirely and go straight to the Ops Coordinator for immediate triage and assignment. These are execution-only tasks that do not enter the campaign lifecycle. SLA: 1–3 days.
Role Definitions
Every stage has a clear owner. If it’s not your stage, stay in your lane — and trust the system to route it.
Ops Coordinator
Triages incoming signals. Verifies fields. Routes to MSD. Monitors capacity.
MSD
Owns the strategy. Writes the brief. Approves at Gate 9. Ensures alignment start to finish.
Creative Director
Locks visual direction at Stage 4. Reviews all creative output at Stage 8. Final visual authority.
PM
Manages the Campaign Container. Tracks subtask progress. Enforces timelines. Flags blockers.
Production Team
Executes Stages 5–7. Photo, video, graphic, copy. Delivers raw assets before Gate 6.5.
Exec Director
Signs off on Tier 1 campaigns. Escalation point for red-light capacity conflicts. Final authority.
RACI Matrix
12 workflow stages plus 3 quality gates. Click any stage to see activities with full RACI assignments.
Decision Rights by Role
Select a stage above
Production Workflow
12-step workflow with 3 quality gates. Click any step to expand details.
Asset Type Accountability
| Asset Type | Accountable (A) | Responsible (R) / Governance |
|---|
SLA Targets by Tier
Every campaign has a tier. Your tier determines your timeline.
| Campaign Tier | Duration | Example |
|---|---|---|
| Full | 120+ days | Multi-channel campaign, major event launch |
| Moderate | 60–90 days | Ministry series, seasonal campaign |
| Compressed | 30–60 days | Single-channel push, time-sensitive content |
| Under 30 | Under 30 days | Quick-turn assets, social content batches |
Rapid Support
Rapid Support is a separate intake lane, not a campaign tier. Requests tagged Rapid Support bypass MSD routing and go directly to the Ops Coordinator for immediate triage and assignment. SLA: 1–3 days. These are execution-only tasks — they do not follow the campaign lifecycle.
Ownership Zones
Nine functional zones with clear boundaries and decision authority.
Channel Ecosystem
Channels across categories with full interaction model.
Channel Interaction Model
Full Channel RACI Matrix
Click any category to expand, then click a channel to see Create → Adapt → Publish → Measure assignments.
Content Types
Content types across production categories.
Communication Framework
Ministry touchpoints, tiered support model, and campaign timeline.
Ministry Touchpoints
| Touchpoint | Frequency | Duration | Stage | Purpose |
|---|
Tiered Support Model
120-Day Campaign Timeline
Pre-Launch Requirements
✓ Creative review passed
✓ Copy proofed by Sr. Copyeditor
✓ Channel assets QA'd
✓ Tracking/UTMs configured
✓ Campaign container linked in Asana
✓ Budget approval documented
✓ Cross-ministry coordination confirmed
✓ Contingency plan in place
Operating Principles
8 foundational rules that govern the entire operations playbook.