Organizations that work with Smartly.io may have multiple teams working together to achieve incremental performance gains. Frequently refreshing your creative concepts as well as testing and improving your current offering can be a great way to find improvements in the metrics your team cares about.

If your organization has separate teams of marketers and designers, working on changes in the creative offering might not be without its uncertainties. This article's example setup aims to give some context on how the teams can organize their team and work in Smartly.io to make everything as seamless as possible.

Overview of the setup

The marketer and designer teams can create a setup and way of working that enables separation of responsibilities but also facilitates co-working practices.

You can personalize the platform experience by specifying different access levels for designers and marketers. Read more about Designer and Full access permissions.

Each team should be familiar with what Smartly.io Image and Video Templates are. Designers will likely be working mostly in the Image and Video Template editors, as well as the Asset Library. The marketing team will implement the designs in campaigns and analyze the creative specific results together with designers. Read more about Image Templates, Video Templates and the Asset Library.

Responsibilities

In the RACI matrix below, we will cover typical steps involved in creating an Image or Video Template in Smartly.io and running ads with it.

There are four roles that designers and marketers assume during the process. Some of the tasks might also involve additional actors like data scientists and engineers. The roles are as follows:

• Responsible [R]: Those who do the work to complete the task. Others can be delegated to assist in the work required.
• Accountable [A]: The one ultimately answerable for the correct and thorough completion of the deliverable or task. An accountable must approve work that responsible provides. 
• Consulted [C]: Those whose opinions are sought, typically subject-matter experts.
• Informed [I]: Those who are kept up-to-date on progress.

(Definitions adapted from Wikipedia)

Example chart

The below chart serves as an example of what types of tasks need to be completed during a template adoption process, and who is involved at which point. Often organizations might have additional steps that need to be accounted for. 

"Template" in the chart can refer to either a Video or Image Template.

While this is not a comprehensive and exact list of tasks and roles that fits every organization, it can serve as a starting point to off which to build.

A great additional exercise is building out the sub tasks to get as specific as possible. Who adds image links to the data source? Who writes the ad copy? Who ensures tracking is in place? All of these are questions to ask yourself when formalizing your team's process.

Other roles

While the Responsibilities section covered an example division of tasks between Designers and Marketers, teams can be much more complex. Some organizations will have Copywriters, Analysts, and Directors handling advertising tasks; sometimes even Engineers will be involved in managing data sources.

Overall, it is important that all stakeholders involved understand how Smartly.io's automation uses the data available to create, pause, update and archive ads. Whoever is involved in the process, and whatever task they are responsible for, it should be clear how the action affects the live campaigns.

Example tasks for other roles

The following list gives some examples to what types of tasks each role might have in an organization.

• Copywriter
  • Responsible for writing ad copy into the campaign ad template in Smartly.io or directly into data source
  • Consulted on changes to the ad copy if it seems that the message is not resonating with the audience
  • Informed when an marketer tweaks the ad copy slightly (correcting typos, changing small print)
• Analyst
  • Responsible for analyzing campaign reports to understand which campaigns and ads are driving performance
  • Consulted on campaign, ad set and ad naming, as well as tracking setup
  • Consulted on ad study creation
• Engineer
  • Responsible for delivering internal data to be made available in a data source imported in to Smartly
  • Accountable for steady availability of data so as to not disrupt any automated processes
  • Accountable for the functionality on linked landing pages
• Director (ambiguous)
  • Accountable for the overall creative design fitting the brand image
  • Responsible for approving the outgoing promotion validity
  • Informed about major changes to the task list or automated advertising process