Campaign Handover: From Brief to Execution

A campaign brief handover is a crucial process to ensure that all pertinent information is transferred to the project coordinator for successful campaign execution. It's important to follow a set of steps and have a checklist to ensure nothing is overlooked.

Here are the necessary steps and checklists to follow:

Phase 1: Project Preparation

Preparation:

Finalize the campaign brief, ensuring that it includes

Goals

Objectives

Target audience

Media channels

Budget/campaign size

Timeline

Organize supporting documents, such as

Reports

Data

Insights related to the target audience or market research

💡

Brief templates to be found here:

📝

Brief Templates

Schedule a handover meeting (or send a Loom) with Mathilda:

Walk the campaign coordinator (Mathilda) through the campaign brief, explaining your choices and reasoning

Agree upon deadlines and milestones

Phase 2: Project Setup

Tools we use:

ClickUp

Project management & timing

Drafting tweets

Notion - Storing docs & links to docs

Word

Content, esp blog posts, emails

Campaign doc w/ schedule

Discord - Notifications & coordination

Coordinator Checklist

Create the campaign page in Notion in the brand’s Marketing Hub (like
[Old] Gitcoin Passport (Marketing Hub)
)

Add dates to ClickUp

Embed timeline within Notion Hub

Word docs with blog / email content linked out from initial campaign brief in the schedule

Get designer assigned (if necessary)

Send all details to everyone in thread under appropriate channel

Campaign Requester/Driver Checklist

Make sure schedule is outlined in campaign brief

If anything changes within the brief doc (added content or messaging changes), please ping Mathilda (coordinator)

Phase 3: Reviews & Approvals

Review process

Create a block on initiative’s Notion page that links out to documents needing review.

Create a DACI at the top of each piece needing review

Once the person is done reviewing, an X goes next to your name

Paste the link(s) into ClickUp and assign those who need to review including a due date

Ping in the dedicated campaign channel linking to Notion Hub

Review the below for an overall structure on who will be informed/pinged depending on the step within the review process:

D - Driver (You’re responsible for it)

A - Approver (Can’t happen without this person’s approval)

C - Consulted (Opinion is considered)

I - Informed (Told that this is what’s happening)

Ideation: Coming up with ideas and concepting

Strategy: Refining concepts and ideas from the ideation phase.

Content: Creation of the actual content 

Execution: Executing 

Passport

Process	D	A	C	I
Ideation	Gary	Laura	Gary	Passport team
Strategy	Gary	Laura	Gary	Passport team
Content	Gary	ㅤ	Laura	Passport team
Execution	Gary	ㅤ	ㅤ	Passport team

Alexa is transitioning to the above gradually over the next few months.

Grants Stack

Process	D	A	C	I
Ideation	Ericka	Laura	Meg	N/A
Strategy	Ericka	Laura	Meg	N/A
Content	Mathilda	Ericka	Laura	GS Team
Execution	Mathilda	Ericka	ㅤ	GS Team

Allo

Process	D	A	C	I
Ideation	Alexa	Zakk/Nate?	Laura	ㅤ
Strategy	Alexa	Zakk/Nate	Laura	ㅤ
Content	Mathilda	Alexa	Laura	Zakk/Nate
Execution	Mathilda	Alexa	ㅤ	Zakk/Nate

Gitcoin Grants Program

Process	D	A	C	I
Ideation	Ericka	Laura	PGF	ㅤ
Strategy	Ericka	Laura	PGF	DAO
Content	Mathilda	Mathilda	PGF/Laura	DAO
Execution	Mathilda	Mathilda	ㅤ	ㅤ

Gitcoin Brand

Process	D	A	C	I
Ideation	Alexa / Laura	Laura	Alexa	DAO
Strategy	Alexa / Laura	Laura	Alexa	DAO
Content	Mathilda	Laura	Alexa	DAO
Execution	Mathilda	Laura	Alexa	DAO

PGN

Process	D	A	C	I
Ideation	ㅤ	ㅤ	ㅤ	ㅤ
Strategy	ㅤ	ㅤ	ㅤ	ㅤ
Content	ㅤ	ㅤ	ㅤ	ㅤ
Execution	ㅤ	ㅤ	ㅤ	ㅤ

Schelling Point

Process	D	A	C	I
Ideation	Alexa	ㅤ	Laura	ㅤ
Strategy	Alexa	ㅤ	Laura	ㅤ
Content	CoachJ	Alexa	ㅤ	ㅤ
Execution	CoachJ	Alexa	ㅤ	ㅤ