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The following are the steps and actions to take for urgent requests where the marketing operations traffic coordinator (TC) is not able to schedule due to resource constraints and the project owner is not able to move any other projects.
Step |
Action |
Role |
| 1 | Submit a Marketing Project Request in Workfront. | PM |
| 2 | Make an Update to Traffic on the project request (Issue) that the request is urgent. | PM |
| 3 | Initiate approval workflow. | TC |
| 4 | Approve request. | VP |
| 5 | Convert the issue to a project if content brief is provided. If no content brief, send back to PM for inclusion before proceeding to next step. | TC |
| 6 | QC and activate project. | OM |
| 7 | Analyze existing PM projects that fall within same time frame and move low or moderate priority projects to a later timeline.* | TC |
| 8 | Provide a list of projects that are occurring at the same time to the urgent project owner and owners of the ‘conflicting’ projects and issue to PM + conflicting PMs. | TC |
| 9 | Determine which project(s) can move to accommodate the urgent request and notify Traffic. | PMs |
| 10 | Move project(s) and complete urgent request project conversion process. | TC |
| IF PROJECT(S) CANNOT MOVE | ||
| 11 | De-prioritize urgent project and request OM follow up with PM. | TC |
| 12 | Analyze request with PM and gather proposed solutions for review and approval from VP. | OM |
| 13 | Determine whether request warrants urgent external resource and decide budget responsibility (i.e., who can pay for it). | VP |
| 14 | Alert necessary team members of proposed solution. | OM |
| 15 | Hire external resource(s). | RC |
| 16 | Determine project timeline and assign external resource(s). | TC, RC |
| 17 | Update priority level to high and turn over project to PM. | TC |
*When Traffic does move low/moderate projects for any reason, the priority is automatically updated [from low to moderate, or moderate to high] in the project details and a new update with notification to PM. Once it has been moved from low to moderate and then to high it should not be moved again without coordinating with PM.
PM= Marketing Project Manager
RM= Resource Coordinator, Marketing
TC= Traffic Coordinator, Marketing
OM= Operations Manager, Marketing
VP= Vice President, Marketing