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Recurring Tasks Checklist

This checklist organizes all recurring marketing activities by frequency to help you maintain consistent marketing operations. Complete tasks according to their schedule to ensure your marketing systems stay active and effective.

Note: Before starting recurring tasks, ensure you've completed initial setup through the Onboarding Checklist and Systems and Automation Checklist.

Daily Tasks​

  • Check Social Media & Respond to Comments - Review all social platforms and respond to every comment. Goal: "No comment left behind." Like posts and engage authentically.

  • Review CRM & Follow Up with Leads - Review CRM daily. Ensure every lead has a next action date. Touch base with prospects weekly or set a specific follow-up date. No lead should be without a next task/due date.

  • Publish Social Micro-Content - Post at least one piece of micro-content daily (Instagram Stories, tweets, etc.). Don't worry about full posts every day if it's too much—focus on consistent micro-content.

  • Work on Weekly/Monthly Tasks - Check and complete any outstanding weekly or monthly operational activities.

  • Continually Improve Systems - Identify and implement ongoing improvements to marketing and operational systems.

Weekly Tasks​

Bi-Weekly Tasks​

  • Send Email Newsletter - Draft and distribute marketing email newsletter to subscribers.

Monthly Tasks​

  • Finalize KPI Spreadsheet - Complete and finalize the marketing KPI spreadsheet for the preceding month.

  • Website Iteration - Identify and launch one new improvement or iteration to the website. Your website is never static—make a project out of improving it monthly.

  • Review Supplier Feedback - Read, internalize, and seek to understand reports sent by marketing agencies/consultants (SEO, PPC, etc.).

  • Update Sign-Up Incentives - Review and refresh sign-up incentives for new leads.

  • Analyze Google Analytics - Review analytics data for overall website volume, visitors to services and location pages, conversion rates, total conversions, sources of traffic, on-site behavior by source (time on page, bounce rate, pages per session), and search engine traffic to key landing pages.

  • Publish on Marketplaces - Publish or refresh listings on Craigslist, Facebook Marketplace, and other local platforms. Try to stay near the top by publishing every two weeks to a month. Monitor results with tracking phone numbers and/or email inquiries.

Quarterly Tasks​

  • Promote Referral Program - Remind existing clients about the referral program. See Referral Program Guide for detailed checklist.

  • Implement Key Projects - Execute at least three major projects identified in the marketing playbook.

  • Post Flyers Locally - Post flyers or posters in local community and common areas (building hallways, lobbies, elevators, gyms, and other common areas inside or around the building).

  • Find Strategic Partners - Identify and develop strategic partners for audience sharing and joint ventures. Partner with local businesses, entrepreneurship groups, meetup groups, chambers of commerce, schools, etc. to create content about one another and/or cross-promote on social media.

  • Review Internal Signage - Inspect internal signage and ensure Google Review prompts are prominent in common areas.

Bi-Annual Tasks​

  • Encourage Google Reviews - Proactively solicit new reviews from customers on Google.

  • Review Analytics Insights - Conduct deep dive into analytics to identify key performance trends and strategic insights.

  • Audit Industry Directories - Review and update all listings in major industry directories for accuracy.

  • Search Keywords & Check Rankings - Search main keywords on Google and identify opportunities for increased visibility. See Keyword Search Guide for detailed process.

  • Winback Campaign - Reach out to past clients and invite them back. See Winback Campaign Guide for process details.

  • Raise the Dead Campaign - Re-engage past leads who were previously marked as dead. See Raise the Dead Campaign Guide for process details.

  • Send Member Survey/NPS - Send out client feedback or NPS surveys to monitor satisfaction levels. See Using Surveys to Improve Your Business & Marketing for guidance.

Annual Tasks​

  • Review Messaging & Positioning - Conduct strategic review of brand messaging and positioning:

    • Are you putting out timely and relevant messages?
    • Are you staying compelling and competitive?
    • Is your messaging specific and unique?
    • Is it working/are people resonating with it?

  • Review & Update Marketing Strategy - Thoroughly review and update the overarching Marketing Strategy Document.

  • Review Annual Performance - Evaluate performance and set strategic goals for the upcoming year.

  • Create Annual Marketing Plan - Create a roadmap for everything you wish to accomplish this year. See Annual Marketing Plan Guide for process details.

Reference Documents​