Approval vs. Production in Marketing Creative Assets Process

Streamlining Creative Asset Management with monday.com

Managing creative assets efficiently requires a structured workflow that ensures clarity and collaboration between different teams. This guide explores how monday.com can be used to streamline creative asset management by integrating three interconnected boards: Creative Asset Request & Approval, Creative Asset Creation, and Material Purchasing.

By implementing this system, teams can improve transparency, track progress seamlessly, and enhance collaboration across departments.

Overview of the Three-Board System

The setup consists of three main boards, each serving a specific role in the creative asset management process:

  • Creative Asset Request & Approval – Managed by the Creative Management team, responsible for approving or rejecting requests.
  • Creative Asset Creation – Used by the Creative Team to manage and track the asset creation process.
  • Material Purchasing – Managed by the Purchasing Team, responsible for procuring necessary materials for physical creative assets.

The interconnection between these boards ensures smooth transitions and real-time updates across different departments.

The Creative Asset Request & Approval Board

The process begins with submitting a Creative Asset Request via a form. The requester specifies details such as:

  • The type of asset (e.g., a physical advertisement).
  • The deadline for the project.
  • Whether material purchasing is required.

Once the form is submitted, the request appears on the Creative Asset Request Board, where the Creative Management Team reviews and approves or rejects it. If approved, the request is forwarded to the Creative Asset Creation Board for execution. If material purchasing is required, it is also linked to the Material Purchasing Board.

The Creative Asset Creation Board

This board is used by the Creative Team to manage and track asset production. It ensures that:

  • Tasks are clearly assigned to copywriters, designers, and other team members.
  • Requested social media channels for promotion are recorded.
  • Expected completion dates are visible to all stakeholders.
  • Purchasing status updates (if required) are monitored in real time.

Once the status of asset creation changes, it is automatically reflected on both the Material Purchasing Board and the Creative Asset Request Board.

The Material Purchasing Board

For projects requiring physical materials (e.g., banners, printed ads), the Material Purchasing Team manages procurement through this board. Tasks routed here from the Creative Asset Request Board are tracked in terms of:

  • Approval & budget allocation for material purchasing.
  • Procurement progress (e.g., supplier selection, order status).
  • Real-time updates that automatically sync with the other two boards.

For instance, if the purchasing status changes to “Developer Evaluation,” this update is instantly visible on the Creative Asset Creation Board, allowing the Creative Team to adjust their timelines accordingly.

Seamless Interconnectivity Between Boards

This system mirrors key status updates across all three boards, allowing teams to track progress without redundant manual updates. Examples include:

  • If the Creative Asset Creation Team changes the status to “Working on Text”, this status is reflected in both the Material Purchasing Board and the Creative Asset Request Board.
  • When the Purchasing Team marks an item as “Completed”, the update is instantly visible on both the Creative Asset Creation Board and the Creative Asset Request Board.

This real-time visibility ensures that all stakeholders remain aligned, reducing miscommunication and improving efficiency.

Key Benefits of This Setup

✔ Enhanced Collaboration – Teams across creative, purchasing, and management departments stay synchronized.

✔ Real-Time Updates – Automatic status syncing eliminates the need for manual updates.

✔ Greater Transparency – Everyone involved in the process can monitor project progress at any time.

✔ Improved Efficiency – Faster decision-making and reduced delays in asset creation.

Conclusion

This three-board setup in monday.com provides a powerful framework for streamlining creative asset management. By integrating request approvals, asset creation tracking, and material purchasing, teams can collaborate more effectively, reducing bottlenecks and ensuring timely project completion.

If you’re looking to enhance productivity and team coordination, implementing this system can be a game-changer for your organization.

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