5 Steps to Building a Content Calendar That Works for Small Marketing Teams

Why Small Teams Need a Structured Content Calendar

When you’re managing social posts, blogs, videos, and emails with a small team, a structured content calendar becomes your best friend. It reduces decision fatigue, keeps your strategy aligned, and prevents last-minute scrambles.

But full disclosure, I can't tell you what to do for your team. There is no exact formula for this kinda thing. You just have to try and try and try things until something works. But, I can tell you what I've done and what works with my team. So, here we go. 

Step-by-Step Guide to Building Your Content Calendar

Step 1: Define Your Content Pillars
Identify 3-5 core themes that align with your goals and audience needs to simplify planning.

Step 2: Choose Your Tools
Use tools like Trello, ClickUp, or a Google Sheets for a visual, shareable calendar that your whole team can access. You may also opt for a scheduler like Sprout Social or HeyOrca. Having one of those will be a huge gamechanger and absolutely improve your team's output. 

Step 3: Plan Content in Batches
Plan 2-4 weeks at a time, mapping your core content (blogs, videos, podcasts) first, then adding supporting social posts and emails.

Step 4: Assign Roles and Deadlines
Use your calendar to clearly assign who creates, edits, and schedules each piece to keep your workflow smooth.

Step 5: Review and Adjust Weekly
Use your weekly team huddle or 1-1s to review what’s working and adjust your calendar in real time.

Ready to Simplify Your Planning?

If you’re ready to build a content calendar that actually works for your small team, let’s map it together. Reach out to schedule a 1-1 strategy session where we will design a workflow that aligns your team, reduces overwhelm, and scales your content sustainably.

Click here to schedule your 1-1 strategy call!