Marketing without an in-house team: how to organise the collaboration

Name one person who can make decisions

If nobody in the business has time for posts, the website and campaigns, an external agency can take over planning and execution. One person in the company should be able to give binding information and approve drafts. They need knowledge of the offer and access to the relevant specialists.

Also name a deputy. Otherwise a finished post sits waiting because a price is missing or the only responsible person is away. Clarify in advance which statements the agency may take from approved documents and for which commitments it must ask.

Record handovers in a short list

This split is our editorial template. Adapt it to your business and the scope commissioned. What matters is that every task has a responsible person and a clear next step.

Plan the month around a specific topic

A shared focus simplifies collaboration: for example a seasonal offer or a frequently asked customer question. From it, the agency can develop suitable posts and prepare any necessary changes to the website. You confirm the facts and review the drafts together.

Agree a date for consolidated feedback and an alternative route for urgent changes. Silence should only count as approval if you have explicitly agreed this. At Pribbly, content is published after client approval or within an agreed automated approval process.

Sources: Pribbly: scope of services and terms of the monthly packages

Keep track of accounts and documents

Keep a list of your domain, website, social profiles, ad accounts and the person responsible for each. With a Google Business Profile, you can invite people as managers without sharing your password. Among other things, they can manage posts and reply to reviews; the owner role has additional rights.

For Google Ads, the link to an agency’s manager account can be removed again. Your own campaign history is retained. Shared audience lists, tracking and billing may be affected and need a separate check when switching. Also record which working files and usage rights belong to the job.

Sources: Manage owners and managers of a Business Profile · Effects of unlinking from a manager account

At the end of the month, check what was actually done

A short review is enough as a basis for the next round of planning. Assess content and contacts against your offer; the number of views alone doesn’t show whether the right people were reached.

• Which agreed content was published and which approvals are still missing?
• Are current services, prices and contact options correct on the website?
• Which enquiries came in, who took them on and which follow-up questions keep recurring?
• Which task should be changed or dropped next month?

What Pribbly handles for your business

Pribbly is developing a creative, media and marketing offer for SMEs. The monthly packages combine content production with website support and agreed parts of customer communication. The scope differs per package. Essential logs enquiries and forwards them; Professional and Executive add approved answers, qualification and appointment organisation.

For a specific enquiry, you can fill in the handover list above and add any existing documents. This makes it possible to check which work the package covers and which decisions remain with you.

Sources: Pribbly: scope of services and terms of the monthly packages