Social Media Executive

Introduction

Hi, and welcome to Prontosys IT Services!

As a Social Media Executive, you are responsible for managing client social media accounts, creating content plans, scheduling posts, and ensuring timely execution. Your Project Manager will guide you through client communications, approvals, and feedback collection. You will focus on creating high-quality content and meeting deadlines, while your Project Manager handles client interactions and escalations.

1. Initial Setup

Step 1: Email ID Setup

• Action: HR will provide you with your official company email ID.
• If not received: Contact HR immediately.

Step 2: Time Champ Account

• Action: HR will set up your Time Champ account for tracking work hours.
• If issues arise: Reach out to HR.

Step 3: Laptop/Desktop Setup

• Action: HR will provide your work laptop/desktop.
• If issues arise: Contact HR.

2. Tools and Sheet Access

Step 1: Basecamp

• Purpose: Basecamp is our project management tool used for assigning and tracking tasks.
• Action: Your Project Manager will provide you with access to Basecamp and add you to relevant projects.

Step 2: Canva

• Purpose: Canva is used to create social media posts, GIFs, carousels, and videos.
• Action: Your Project Manager will provide you with access to Canva.

Step 3: Envato

• Purpose: Envato is used to source third-party images and design assets for posts.
• Action: Your Project Manager will provide access when needed for specific projects.

Step 4: Pinterest

• Purpose: Pinterest is for trend research and gathering creative ideas for social media content.
• Action: Your Project Manager will guide you on how to use Pinterest for research.

Step 5: Gemini AI (Non-paid)

• Purpose: Gemini AI generates images based on prompts to aid in creative content creation.
• Action: Your Project Manager will provide access to Gemini AI when needed for generating visuals.

Step 6: ChatGPT & SORA

• Purpose: ChatGPT and SORA are used for content planning, hashtag research, creating captions, and generating taglines.
• Action: Access to ChatGPT will be provided via your Project Manager.

Step 7: Meta Business Suite

• Purpose: Meta Business Suite is for posting, tracking results, and reporting on social media platforms.
• Action: Your Project Manager will provide login credentials for Meta Business Suite.

Step 8: Instagram Account for Proofreading

• Purpose: This account is for proofreading and verifying scheduled posts before they go live.
• Action: Request access from your Project Manager for this Instagram account to check scheduled posts.

Step 9: Social Media Task Sheet

• Purpose: This sheet contains client details, assigned platforms, and posting commitments.
• Action: Your Project Manager will ensure you have access to the Social Media Task Sheet.

Step 10: Password Management

• Purpose: This sheet contains login credentials for all client social media accounts.
• Action: When new projects are onboarded, your Project Manager will ensure the passwords are recorded in the sheet. Do not share passwords with anyone.

3. Project Execution Process

Step 1: Project Onboarding

• Action: When a new project is onboarded, your Project Manager will notify you and provide all necessary details, including client expectations and deliverables.
• Client Interaction: You will not be directly involved in client meetings unless specified. The Project Manager will handle all communications, approvals, and feedback collection.

Step 2: Sample Post Creation

• Action: Within 48 hours of receiving the project details, create 5 sample posts (3 static, 1 reel, 1 GIF) for client approval.
  • Share the sample posts with your Project Manager for them to communicate with the client for approval.
  • Once approved, you can proceed with scheduling the posts.

Step 3: Content Plan and Approval

• Action:
  • Create a content plan using research (Pinterest, Google, client’s website) to decide on the topics, themes, and services/products for the month.
  • Share the content plan with your Project Manager by the 15th-18th of each month.
  • Your Project Manager will seek client approval for the content plan and creatives.

4. Delay Handling Protocol

Step 1: Identifying Delays

• Action: If you are facing delays in receiving client approvals or content from designers, immediately inform your Project Manager.
  • Example: “Hi [Project Manager], I’m still waiting on approval for the content plan and sample posts. The deadline is approaching, and I need confirmation to proceed.”

Step 2: Escalating Delays

• Action: If your Project Manager is unable to get the approval within the given time frame (e.g., 48 hours for sample posts or 2 days for creative approvals), your Project Manager will escalate the issue to the Sales Team to ensure that the delay is resolved.

Step 3: Continuous Monitoring

• Action: While your Project Manager handles the escalation, continue working on other tasks that don’t require approval. Monitor the status of pending approvals and provide necessary follow-up.

5. Daily Tasks Checklist

Step 1: Review Scheduled Posts

• Action: Each day, check whether the previous day’s scheduled posts were successfully published. If any post was missed, inform your Project Manager

Step 2: Update TOD & EOD Sheets

• Action: Log your tasks for the day in the TOD (Tasks of the Day) sheet and update completed tasks at the end of the day in the EOD (End of Day)

Step 3: Client Communication

• Action: Respond to any client inquiries within 1 hour. If you are unable to respond, your Project Manager will handle the query.

Step 4: Proofreading and Quality Check

• Action: Proofread all content to ensure that there are no errors and the content adheres to the client’s branding guidelines before scheduling or sharing with the client.

6. Urgency Handling

Step 1: Consult with Your Project Manager

• Action: If there’s an urgent issue or task that you cannot handle, immediately contact your Project Manager for guidance.

Step 2: Follow-Up on Urgent Issues

• Action: Keep all communication regarding urgent matters in writing (via WhatsApp or email) for clarity.

7. Inventory Scheduling

Step 1: Schedule Posts Daily

• Action: Ensure that 10-15 posts are scheduled per day. For clients with more than 20 deliverables, schedule at least 1 post per day.

Step 2: Content Plan Creation

• Action: Create 4 content plans daily and update them in the Social Media Task Sheet.

Step 3: Mark Posts in Master Sheet

• Action: Once posts are scheduled and successfully published, mark them as green in the All Clients Master Sheet.

8. Communication & Follow-up

Step 1: Follow-Up with Clients

• Action: If there’s no response from the client after sharing the creative inventory, follow up with your Project Manager, who will escalate the issue to the client.

Step 2: Escalate Issues

• Action: If the issue isn’t resolved within 24 hours after involving support, your Project Manager will escalate the issue to the Sales Team.

Step 3: Client Communication Protocol

• Action: Keep all client communications in writing (via WhatsApp or email). Send reminders if necessary.

9. Creativity Tasks

Step 1: Research New Ideas

• Action: Regularly research new creative ideas and share them with your Project Manager for team discussions.