6 smarter ways marketing teams can plan projects faster

Marketing moves fast — but planning? Not always.

Whether you're launching a campaign, running a product sprint, or kicking off a new channel strategy, the biggest delays usually happen before the work starts. Scheduling calls. Aligning on goals. Chasing down feedback.

Here’s the good news: it doesn’t have to be this hard.

These six fixes can help you move from messy planning to smooth execution — faster.

Quick reference: smarter planning at a glance

1. Replace back-and-forth scheduling with Sign-up Sheets

Trying to schedule with more than two people? You’re in chaos territory. Instead of endless “Can you do Wednesday?” messages, offer a Sign-up Sheet with pre-defined time slots and let people self-serve.

Real win: Everyone sees what’s available, picks a slot, and moves on. You stay out of calendar ping-pong.

2. Set a recurring rhythm for planning

Consistency cuts friction. Set up recurring sessions for:

• Monthly campaign planning

• Weekly syncs with design/content

• Quarterly cross-team check-ins

Set them once using Booking Pages, and your team knows what to expect.

Real win: No more scrambling to set up the “same” meeting again and again.

3. Use Booking Pages with hosts for personalized access

Some meetings need direct access to specific people — like a design lead, data analyst, or external freelancer. That’s where Booking Pages with hosts come in.

Each person can set their own availability, and others can book directly with them — no back-and-forth. Great for:

• 1:1s with stakeholders

• Freelance content reviews

• Internal expert check-ins

• Pre-scheduled approvals

Real win: Your team gets the expert time they need — when it actually works for both sides.

4. Start with a clear, shared brief

Too many teams skip straight to “what” without aligning on “why.” Create one central brief with:

• Goal

• Audience

• Timeline

• Owner(s)

• Deliverables

Then share it early. You can even drop it directly into a Sign-up Sheet or meeting invite.

Real win: Aligned expectations mean less backtracking — and fewer surprises.

5. Standardize your planning tools

If your team is rebuilding planning docs from scratch each time, you’re moving slow. Create reusable templates for:

• Campaign briefs

• Asset lists

• Launch checklists

• Review timelines

Attach those templates to your invites or Sign-up Sheets in the description. That way, people come prepared.

Real win: Faster ramp-up. Cleaner handoffs. Fewer blockers.

6. Pre-book reviews before the work begins

Don’t wait to schedule approvals until you need them — that’s how timelines get blown. Instead:

• Pre-schedule stakeholder reviews during kickoff

• Use Sign-up Sheets with limited capacity for feedback sessions

• Add Booking Pages for 1:1 follow-ups with decision-makers

Real win: Feedback happens on time, and projects don’t stall at the finish line.

Sign-up Sheets vs Booking Pages — what’s the difference?

Tips for working with hosts

• Ask hosts to update availability weekly

• Add buffers to avoid back-to-back fatigue

• Control who can book with access settings

• Use custom fields to collect context before meetings

Bonus tip: connect your tools

Doodle integrates with your calendar, so:

• Invites go straight into everyone’s calendar

• Reschedules sync automatically

• Reminders reduce no-shows

Real win: Zero surprise meetings. Fewer flakes. Maximum flow.

Final thoughts: structure makes speed possible

Marketing doesn’t slow down. But your planning process might be.

By adding just a bit of structure — and using tools like Doodle to take the friction out of meetings — your team can move faster, hit deadlines, and spend more time actually marketing.