Build Your Social Media Systems Before Things Get Busy
Over the next little while, life is about to get a whole lot busier, for me AND for you.
My husband and I are preparing to become foster parents to a newborn baby and a two-year-old any day now.
It’s something we’ve had only a few weeks to prepare for. In amongst browsing the Baby Factory website and setting up the bassinet, I’ve been thinking:
“How on earth are we going to juggle everything?”
Running a business. Looking after clients. Conference season. And now two little people who will need us around the clock.
The same can be said for your organisation. When your team is already busy, questions like what to post on social media can quickly become another drain on everyone’s time and energy.
I’m not expecting to make this next season work because I’ll magically become better at multitasking.
I’m expecting to make it work because of the systems we’ve already built.
The same is true for social media.
Good systems make busy seasons survivable
Over the years, I’ve built systems for almost every part of the business.
We have:
Recurring planning meetings
Clear client workflows
Content calendars
Approval processes
Project management tools
Automation where it genuinely helps
Defined responsibilities across our team
None of these things are particularly exciting. But together, they create something incredibly valuable. Headspace.
When the team understands the process, fewer tasks rely on someone remembering what needs to happen next.
Your social media shouldn't rely on just one person
I see the same pattern when I work with organisations.
Social media works brilliantly until someone gets sick. Or goes on leave. Or conference season arrives. Or Christmas ramps up. Or everyone simply becomes busy.
Suddenly, the content stops.
Not because people don’t care, but because the system wasn’t strong enough to survive a busy season.
A resilient social media strategy should make it possible for another team member to understand what is planned, where information is stored and what needs to happen next.
Systems reduce social media decisions
One thing I’ve learned from running a business is that every decision takes energy.
If your team is asking these questions every week, you are making dozens of unnecessary decisions:
What should we post?
Who is writing it?
Does anyone have a photo?
Who approves this?
Has anyone replied to the comments?
Where was that information saved?
Are we allowed to publish this image?
Good systems answer these questions before they need to be asked. That is why they work.
A content calendar can show what is being published. A shared folder can hold approved images. A clear workflow can show who drafts, checks and schedules each post.
The tools do not need to be complicated. They simply need to be clear and consistently used.
The goal isn’t a perfect social media strategy
One thing I’m very aware of heading into this next season of life is that some weeks won’t go to plan. And that’s okay.
Good systems don’t eliminate unpredictability. But they do make it easier to adapt when life happens.
The same is true for your organisation.
You don’t need a social media strategy that is perfect. You need one that is resilient.
One that still works when someone is away. When priorities shift. When an urgent update needs to be shared.
Or when December rolls around and everyone suddenly remembers they have Christmas campaigns to organise.
Start your Christmas social media content plan early
It might feel early to mention Christmas, but hear me out.
The organisations that feel calm in November are usually the ones that started planning in September. They are not scrambling to create graphics the week before Christmas.
They have already decided:
What information needs to be shared
Which campaigns are running
What graphics and photos are required
Who is responsible for each task
When content needs to be approved
Which posts can be scheduled in advance
They are working from systems they have already put in place.
This does not mean every Christmas post needs to be finished months ahead. It simply means the team has a plan.
That's exactly what my team training is designed to do
One of the things I love most about working with teams is watching social media become lighter.
Not because they're posting less.
But because everyone understands:
who does what
how content is collected
how approvals work
what messages matter
how to plan ahead
what tools actually save time
The result isn't just better social media (although that will definitely be a side-effect!).
It's a team that's more confident and less overwhelmed.
Build a social media system that works for your team
My three-month Team Training Programme is designed to help libraries, charities, community organisations and small teams build practical social media systems that fit the way they work.
By the time Christmas rolls around, your team can have:
A clear content planning process
Better workflows and approvals
Stronger messaging
More confidence across the team
A social media system that doesn’t rely on one person remembering everything
Because social media shouldn’t feel like another thing on your never-ending to-do list.
With the right systems, it becomes part of the way your organisation works.
September bookings are now open.
Learn more about the Team Training Programme or book a discovery call.
When life gets busier, systems aren’t a luxury.
They’re what make everything else possible.
Frequently Asked Questions:
Do we need expensive social media planning software?
No. Many teams can create an effective system using tools they already have, such as shared documents, spreadsheets, calendars or project management boards. The important thing is that the system is clear and everyone knows how to use it.
How can we create content when our team is busy?
Use a simple system that fits into the way your team already works. Create one shared place for ideas and spend five minutes discussing potential content during an existing weekly meeting.
Can several team members contribute to social media?
Yes. Involving several people can make your content stronger and more representative of your organisation. The key is to have clear responsibilities, one place to collect content and a straightforward approval process.
