How Marketing Teams Can Take Back Control of Their Projects

Managing marketing projects can often feel like a juggling act — campaigns, content, product launches, events, reporting… and always one more request coming in. Whether you’re part of a fast-growing SME or a seasoned marketing consultant, the challenge remains the same: how do you stay on top of everything without burning out your team or missing deadlines?

We recently explored this question during a masterclass with a local Marketing community “Les Gones du Marketing” in Lyon, where we had the chance to connect with marketers from a variety of industries. The topic clearly resonated — here’s a quick recap of what we shared and what we learned.

✅ The Problem with Marketing Project Management: Too Many Tools, Not Enough Flow

Let’s be honest — marketing tech stacks are overflowing. Most teams today are juggling multiple platforms: one for planning, another for approvals, a third for reporting, a fourth for asset sharing… and somehow, we’re still missing deadlines.

We identified several common struggles marketers face:

1. Too many disconnected tools
2. Work is poorly distributed across teams
3. Priorities are unclear or constantly shifting
4. It’s hard to follow project progress or status
5. No centralized overview of everything in motion
6. It’s unclear who does what, and by when
7. Approval processes are slow and inefficient
8. Information is scattered across chats, emails, and docs

These aren’t just small annoyances — they create real friction, kill momentum, and leave teams overwhelmed.

🧭 We’ve Been There Too

At iDO, we deeply understand these marketing project management challenges — because we’ve lived them ourselves. Before becoming Asana experts, we were in our clients’ shoes: building campaigns, chasing approvals, digging through emails for assets.

That experience is what led us to build a better way. And today, we help marketing teams not just use a work management tool like Asana, but adopt it in a way that drives clarity, collaboration, and speed. When done right, this kind of setup can literally save your team hours each day.

📊 What Effective Marketing Project Management Actually Looks Like

For marketing teams, good project management isn’t just about task lists. It’s about building a system that supports collaboration, visibility, and accountability.

Here are a few best practices we discussed:

1. Map out repeatable workflows

Identify recurring processes (campaigns, content calendars, events) and turn them into templates. This ensures consistency and saves your team time every single time.

2. Create clarity around ownership and deadlines

Make it easy to see who’s doing what by when. Assign every task, set realistic deadlines, and break down big initiatives into manageable phases.

3. Use project tools as a source of truth — not an afterthought

Your work management tool should be the place where your team collaborates in real time, not just where tasks go to die. Keep briefs, links, creative assets, and status updates centralized.

4. Keep your stakeholders in the loop

Whether it’s leadership, sales, or external partners, align your communication with simple but regular status updates and easy-to-follow timelines.

🤝 Collaboration Starts with Adoption

One of the most valuable takeaways from our session? Adoption is everything.

Even the best tools won’t improve collaboration if the team isn’t onboard — or if the tool feels like an extra step instead of a helpful one.

That’s why investing time in training, support, and continuous improvement is key. Help your team make the tool their own, and you’ll see the results in focus, efficiency, and team confidence.

👋 Let’s Keep the Conversation Going

We’re excited to continue diving deeper into this topic with marketing communities. Whether you’re struggling with chaotic project timelines or simply want to level up your team’s collaboration, we’re always happy to chat and share what we’ve seen work with Asana.

Big thanks to the Lyon’s Marketing community for the warm welcome and great discussions — and yes, we did finish the night swinging golf clubs, not just ideas 😉

📩 Need a hand untangling your marketing projects?

We’ve helped hundreds of teams just like yours build systems that actually work.

👉 Get in touch with us — we’d love to hear about your challenges and explore how we can help.