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Run a modern agency on Hive
Run a modern agency on Hive

Leverage Hive to enable your Agency workflow from end to end

Dee Miller avatar
Written by Dee Miller
Updated over a week ago

Hive can support every step in your campaign lifecycle from brief to progress reporting. With our step by step guide you can get your campaigns set up ready to go, tracking included.

Let's get started!

Step 1: How do your work requests, campaigns or projects begin? Let’s build a seamless work request and briefing system for you.

When initiating projects or campaigns, work generally begins with a brief or request. Create a Hive Form to capture the request and move away from inconsistent email and duplicate documents. Hive offers you the option of creating an action card in an intake project, ready for triage or creating a project directly from the submission.

Types of request great for Hive forms:

  • New client brief submission

  • Creative resource or support requests

  • Ad hoc client requests

  • Ad Ops Trafficking

Here is an example of a creative resource request and a new campaign brief:

Hive Form to Action card

In the below example, the Hive Form is used to collect resource requests for a creative team. The Hive form is creating an action card with the request details for additional resource and landing this in a specific project ready for the triage and assignment:

Hive Form to Project

In the below example, the Hive Form collects the briefing information and creates a campaign from a template, ready for the media team to start work.

Step 2: Set up your Project Navigator and utilise Project Custom Fields for specific campaign information.

The project structure must reflect how you organize and execute work. Hive provides you with the flexibility to create a project hierarchy that’s right for you and your team.

Determine the structure that’s right for your team by thinking about how the work is structured:

  • Line of business

  • Channel

  • Project-based

  • Campaign-based

Top Tip: Create specific guidelines for your Hive users to explain any require naming conventions for your campaigns or projects when applying a template or creating a project.

Project Custom Fields

For custom campaign data that you’d like to track and see displayed on the Project Navigator, project views and included in the Portfolio view, setting up Project Custom Fields can be incredibly useful.

Campaign data can include:

  • Campaign Budget

  • Channel

  • Campaign Tier

  • Client name

  • Client line of business or product

  • SLA details

  • Exec Sponsor

Here's how to set one up:

  1. Go to the project where you want to add a custom field

  2. Go to the 'More' menu in the upper right

  3. Select 'Create custom field'

  4. Type the name of the field you want to add, select the field kind & type

  5. Hit 'Save'.

Step 3: Create a non-campaign or ad-hoc projects to capture tasks outside of your campaigns; support this with a label for easy reporting.

From time to time, tasks and work will occur that is outside of the campaign template. It can help track these for review, assignment or including in your campaign update or QBR with clients.

We recommend creating an Ad Hoc project where team members can create action cards corresponding to any non-campaign or ad-hoc work requests at a client or channel level.

Doing this will allow you visibility into additional work requests that may be aligned to your organisation’s channels but not specific to any client. At the same time, a client-specific project will give visibility to client-related ad hoc tasks.

Top Tip: Create a Hive label that can be applied to all ad-hoc tasks; this will enable you to leverage a Summary view to report all non-campaign tasks across your portfolio. See the next step on how to create labels.

Step 4: Create your labels to categorize work across your campaigns

With labels, you can categorize your actions across projects. By creating labels for channels, organization groups, regions or any vital information you would like to group actions and tasks across campaigns or projects, you can easily create a report with a summary view.

Label data can support:

  • A Summary View of all work sent to an off-shore hub

  • All actions within a specific channel across all campaigns

  • All Ad-hoc or non-campaign work-in-progress or complete for a particular client.

Just like an action, you can also create labels with relationships. This gives you more organization and flexibility in categorizing your actions. For example, you may wish to create labels for your channels and group them by region.

Here is how to create your labels:

  1. Navigate to your profile menu, and click on Workspace settings

  2. Go to the “Labels” tab and create a new label

  3. Select the parent label for any labels which you wish to nest under a parent label

Step 5: Utilize project templates for quick campaign set-up and action templates for processes to support campaign delivery.

Project Templates

Creating project templates speeds up your work by allowing you to predefine your campaign plan with the settings, structure and specific steps you need to take in a particular type of campaign or project. Project templates give you the benefit of templating phases, labels, actions, subactions, assignees, custom fields and durations.

Remember that a template has the same qualities as a project, so take advantage and add extras to the template to best represent your campaigns (labels, milestones, etc.) so you can save time once you kick off a live campaign. By including milestones to define KPIs in your template, you will be able to leverage Hive’s Portfolio view and Summary Views to deliver detailed campaign reports based on critical milestones throughout the campaign lifecycle.

Project templates are great for:

  • Creative campaign set-up

  • E2E campaign timelines

  • Client onboarding projects

  • Channel Specific campaigns

Top Tip: If you have your campaign plan, SLAs or E2E Lifecycle in CSV, it can be quickly uploaded to Hive and ready to go rapidly.

Top Tip #2: Ensure you have a project-level due date on your template that correlates to one of the template’s action due dates. Choose a new due date when applying the template, and all dates will shift according to that date. If no due date is on the template when applied, dates/durations of actions will not carry over.

How to create a new template

  1. Navigate to the 'Templates' tab on the Project Navigator

  2. Select '+ New Project Template'

  3. Build the template like you would a project (name, dates, labels, description, attachments phases)

  4. Select who you'd like to share the template with & its permission settings

  5. Select the default layout for the template

  6. Select 'Create template'

  7. See the template in the 'Templates' tab

  8. Build out the template as you would a project (you can add actions and subactions and include start and due dates, assignees, labels, etc.)

Action Templates

Creating action templates speeds up your work by allowing you to predefine the specific steps you need to take in a particular type of task. Applying an action template to an action auto-populates a set of subactions. You can build action templates with labels, assignees, dependencies and deadlines.

Action templates are great for:

  • Reports

  • Creative approvals

  • QA rounds

  • Campaign briefing

  • Financial reconciliation

Step 6: Create your Teams in Hive

Managing many users is made easy by creating a team in Hive to represent the teams and working groups across your organization. By adding a team to a project every time the team is updated, project members of all projects where the team is a member will be auto-updated. You can add teams to projects, summary views, templates, group chats, comments and tasks within your workspace. This ensures you have the right Hive project members added to the correct campaigns to get to work faster.

Here’s how to create and manage your Hive teams:

To create a team, go to the "Manage users" tab in your workspace settings. You can find this by going to 'Your Profile Dropdown' > 'Manage Users' > 'Teams'.

Select "Teams" to search existing teams, Edit or Delete existing teams, or create new teams.

Note: Only admins or the creator of the team will be able to Edit/Delete teams.

The "+Create new team" button will open the following options where you can enter a team name and select workspace members to be part of the team.

To edit your team click the edit pen icon, and you will be able to amend the membership and name of your team.

Step 7: Build a Summary View for teamwork assignments & Status.

Summary Views are a great way to combine several projects into one view. It's handy for managers and those who want to take a look at the bigger picture across the team.

Examples of leveraging summary views:

  • When you have a team status meeting and need to pull a report of all work within your client or channel team. A summary view set to table view focused on your client team in Hive or channel label including all projects will return a detailed report of all tasks for your status meeting. This view can also be sorted by the due date to identify the most pressing tasks.

  • When working with your team to assess workload, use a summary view set to team view showing all active campaigns to pull a report across your team to identify who has the capacity to help support when a team member has too much work on deadline.

Step 8: Create a Portfolio view to track live campaigns

Portfolio View is the all-in-one place to see the detail set out in Project Navigator combined with a Table View’s flexibility. You have control to build a Portfolio view your way, including Campaigns, Campaign details & Actions; these three building blocks create your portfolio view.

A portfolio view can support live Campaign reporting. When you want to see a picture of all live campaigns for a specific client, including all milestones and project custom fields containing important campaign details, navigate to Portfolio view via your apps menu and start creating your custom portfolio view.

Top Tip: You can leverage this view in your status meetings and update the campaign status, description, and other available project information from within the portfolio view. The actions presented enable you to click straight through to the action card and update/review any specific tasks without leaving a portfolio view.

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