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Building marketing processes in a medium-sized company – Framework

Table of contents


Building marketing processes in medium-sized company – Why build processes?

Functional vs Process approach


Functional orientation (classic – vertical) builds the marketing department based on job names.

  • For example: a marketing specialist, marketing manager, marketing coordinator and others. The name for this position in most cases was created when defining the job advertisement. It informs all associates about the place of a given team member in the organizational structure.
  • Advantages: Easily understandable to everyone. Most marketing departments work in accordance with these principles. This approach is easier to use because it does not require defining and measuring results.
  • Disadvantages: Not very effective in financial terms.  Because there are no measures showing whether specific actions are effective and to what extent. A  typical example is hiring a copywriter who writes four articles a month. Just a question, why is he/she doing this? What does this mean for the company?
  • There are people who perfectly fit into such a structure where the quality of their work does not translate into marketing results. They do inefficient work and feel good about it –  the employer may not. It is only when you adopt indicators for measuring results of processes – such as for a copywriter: “the amount of organic traffic generated”, which causes a certain number of users to fill out the contact form. Only such an approach (with implementation of the right indicator)  can be useful. Thanks to that, one can realistically assess his/her contribution to the process of customer acquisition. Of course when using this approach, you need to properly look at the time horizon of measurement.


Process orientation (horizontal) is based on the definition and measurement of processes implemented within the organization.

  • Example: For people operating within the marketing department, responsibilities associated with managing individual processes are assigned. If we assume that the main marketing process is acquiring new customers,  then you do not create titles according to the organizational structure, but rather the responsibility for individual sub-processes: the process owner of the outreach process, the process owner of the content marketing process, etc. It is only here that entitlements and responsibilities are granted to individuals in the field of metrics – most often it is in profit. 
  • Advantages: process orientation, if well implemented,  generates much better financial results than a  functional approach. It also allows better decisions to be made regarding the choice of communication channels with the clients (significantly more effective calculation of  ROI from marketing), choice of communication strategy, and in many other cases.
  • Disadvantages: Implementing a process approach requires a significant investment of time and money.


Stages of building marketing processes in the marketing department

Processes may be used throughout all the different stages, respectively: Define, Measure, Analyze, Improve, Control/Navigate



The purpose of this stage is to define marketing processes and sub-processes and to define process owners (responsible people), individuals responsible for effective process management). 


Action # 1. Workshops with key employees

During this stage, a process approach is presented. This framework can be used as information material sent to participants before the meeting.


marketing processes


  • It is vitally important to explain: 
    • What is the purpose of introducing a process approach for marketing (increasing the efficiency of operations – especially in terms of reducing the cost of customer acquisition – CPA – cost per acquisition).
    • Reducing resistance to change. Increasing the transparency of activities and assessment of ongoing processes can build concerns about the position taken. It is good to address these emotions and explain exactly the course and purpose of change. 
  • Sample task during workshops:
    • Based on the materials submitted and the explanation given on what process approach is. Tasks for the participants may be to attempt to define processes and indicators and to assign process owners.

DEFINITION: A process in terms of organization and management, is generally defined as a set of activities, interrelated with each other, the implementation of which is necessary to achieve a specific result (most often consisting of satisfying the needs of an internal or external client). 

Source: – Encyclopedia of management, 20/04/2020.


In addition to processes, marketing projects will appear alongside this task. They are an inseparable element of work in the marketing department, so it is a good idea to identify and write them down.

  • Process – an activity that has no specific beginning and end. It is permanent and can be measured using: KPI –  Key Performance Indicator. Sample KPI – website conversion, profit, customer acquisition cost, sales quantity, and value.
  • Project – an activity that has a defined beginning and end. In most cases, it also has a budget. An example of a  project is: preparation of a brand book, development of a visual information system, etc. At a specified price and within a determined period.


The “Defining” stage can be considered as completed if: 

– All processes and sub-marketing processes are defined.  

– For each of them, measures will be assigned.  

– People responsible for achieving these measures will be designated (process owners). 


A good idea is to prepare a process map which is a graphic presentation of meters, processes and their owners as a summary of the described stage of work.


Additionally: If a process approach has already been  implemented in the organization and the team members are aware of their responsibility to achieve individual results, it may be  valuable to conduct the described workshops if: 

  • We want to improve the functionality of processes because the responsibilities are blurred.
    • Particularly in situations where marketing tasks involve more than one department or company, within the same organization.  Team roles often overlap. 
  • We want to implement a dashboard to manage the organization. “If you can’t measure it, you can’t manage it.” – if we want to quickly respond to the current market needs, conduct rapid market experiments, or simply increase profits. It is very important to monitor the answer to the following questions: Which actions bring the best results? Which activities should you invest more money in, and where should you stop working? The metaphor here can be: the cockpit of a racing car – without this, it is difficult to win in a race or on the market.



Measuring process results makes sense if it guarantees two things:

  • Autonomy – process owners responsible for achieving results need autonomy in carrying out their activities. In short: no one under their position can bother them. Especially in marketing, where the implementation of changes in processes must be fast. Progress reporting must be automatic. None of the team members, in these days of digitization, should invest their time in the preparation of tables and reports.
  • Transparency – all indicators must be visible and updated in real-time for everyone, both for directors, as well as for the board and those responsible and involved in the process. They should be available immediately. Therefore, the elaboration of the cockpit should be done with great precision. In a proper and dedicated way for each organization.

marketing processes


Action # 2 Creating a cockpit – aggregating all data

The most commonly used method is: starting from the ideal model. Based on the requirements collected, we then proceed to develop what the cockpit should look like. Which indicators should be on it and determines their location.
It is also possible to create additional dashboards, more tailored to individual process owners.


Listing of some solutions that can help in the creation of a cockpit:

  • CRM’s (mainly for companies selling services):
    • Salesforce – currently one of the best, if not the best, program to monitor customer behavior. Particularly useful where sales representatives work in the company.
    • LifeSpace – very good CRM software together with a knowledgeable management system. Better price offer than SalesForce.
  • Fundamental: 
    • Google Doc, Google Analytics, Google Tag Manager, Bing Ads, Facebook Ads, 


Analyze, Correct, Control / Navigate

Defined processes, prepared KPIs, and dashboards with data will not work optimally unless regular meetings take place. During which knowledge will be exchanged.


Action # 3 Regular meetings (e.g. every 2 weeks)

Usually, process owners are invited to such meetings, in which they present “their indicators”, discuss them in quantitative and qualitative measures. They share conclusions related to them and present their recommendations – they share knowledge and try to inspire others to take action.


The flow of knowledge takes place in the following areas:

  • Content calibration – participants share information, on which methods in their opinion work best in promoting marketing content, which messages resonate best with the recipients. In other words, what to write about the company in order to stimulate interest among recipients. An example here is sending a completely new message to potential customers and trying to answer the question “which message catches the markets’ attention  best ”.
  • Digital calibration – seeking answers and best practices to increase sales by improving the landing page.
  • Calibration of the business model – Thinking particularly about the exchange of experience in the field of a unique sales proposal that is communicates to a particular and defined customer segment.
  • Calibration of LTV – if we undertake the assessment of the profitability of individual marketing processes, it is very important to list the investment in advertising and the results achieved in each client’s life cycle – LTV (Lifetime Value). LTV answers the question: how much on a particular customer or customer segment the company has earned. Not only on the first purchase but throughout the customer’s life cycle.
An example of the organizational processes in the marketing department – a medium-sized company

The marketing department has defined the main processes as Acquiring new customers, meaning that

  1. Approaching as many potential (well-paid) customers by sending inquiries /trial software.
  2. Achieving high returns on investments in a particular customer acquisition channel (ROAS) and campaigns.




marketing processes



Relatively the easiest way to determine the return on investment in advertising. With the proper configuration of Google Tag Manager, you can determine the return on investment by placing the advertisement in the recipient’s environment until the moment of purchase.



  • ROAS (return on ad spend) – profit from a particular customer or customer segment divided by the value of costs.
  • CPA (cost per acquisition) – cost incurred, necessary to acquire a paying customer.
  • CTR (click through rate) – the percentage of people who clicked on your ad. It shows how effective individual communication from advertising is.



All the people who purchase our offer through content that interests them.



The tool necessary to implement this process is SEMRush – Especially in the area of ​​organic reports prepared and SEO Writing Assistant. Thanks to it, it is possible to write articles and position them (SEO) in accordance with the assumed keywords.




Content pyramid

Because copywriters are usually not able to prepare such good content as the experts in the company. Its preparation should begin with the cooperation of an expert, by performing interviews the main product is created: e-books, white-papers, reports, and solutions for expert problems (for instance, a webinar, framework, or consultation), anything that will attract prospects. Then, based on this valuable information, copywriters can create 10 – 20 additional articles and posts. 

Source of inspiration and exact explanation available here:


Job To Be Done 

An attempt to create content based on the methodology: Job To Be Done. Where we try to answer the questions: What difficulties the client might face? What questions is he/she asking? What is the job he/she does before he/she purchases the service from us? Here are some examples developing in my agency, a certain series of doubts/questions and  answers to him/her:

  • I don’t know what I need from this particular marketing agency, and why should I choose 0101marketing?
    • Average entry threshold – average investment: Our answer: marketing audit. We will tell you exactly what you need to help you acquire customers. We will take responsibility for the results.
  • What should I buy?
    • Big entry threshold – big investment: by giving us responsibility for all marketing for half a year.

This approach can be implemented by writing several articles from the series mentioned, or by preparing a landing page that responds to the objections indicated.


Lead Magnet 

Adoption of an appropriate sequence of activities based on content promotion:

  • Ads – PPC advertisement on Social Media
  • Lead Magnet – A landing page whose purpose is to collect email addresses of potentially interested persons. 
  • Godfathers Offer – Godfather’s offer – “one that cannot be refused”.
  • Remarketing – showing your ad to people who visited the site and encouraging them to buy again.
  • Source of inspiration and exact explanation available here:


Other ways to improve organic searches

Improving content according to Google Search Console keyword analysis.

  • This method is based on analyzing the keywords that people input which leads them to a given content page, as well as adding the same keywords to the articles.
  • Source of inspiration and exact explanation available here:


  • ROAS from individual content campaigns – where paid traffic is added.
  • Measurement of conversions under a particular article.



Using lead generation tools to gain interest in the offer.

  • A list of the main actions that can be taken in this way is presented here:
    • Cold Messaging on Social Media – sending messages through Social Media channels.
    • Cold Calling – calling the contact database.
    • Cold Mailing – sending e-mails to the contact database.
  • Additional tools listed here: The


The number of tools is very large in this area and not all of them work in accordance with ethics and law. 

In addition, different solutions will work in different companies. 

Therefore, if you are interested in acquiring knowledge on how to choose the best one, please contact us:

  • ROI (Return On Investment) – calculated as the quotient of profits made in LTV (customer life cycle) and costs incurred in handling outreach activities.






This is a marketing activity based on recommendations. It is mainly used here:

  • Building back-links – links to our site from other domains/websites.
    • An attempt to place links to our site (articles) on other frequently viewed pages. For example, by monitoring the internet (, writing messages to content authors, contributing to online forums etc.

Although this can be a very difficult and tedious process, in most cases it gives predictable results. Attempts to automate this process, sold by dishonest companies, can end in lowering the authority of the domain.

  • Writing articles “for” a particular post
    • This method is based on searching for articles on a given topic and adding comments to them in the style: Thank you for this article, great content. You move a lot of interesting areas in it, such as: … I was inspired by this content and I would like to discuss additional areas, such as, … I am sending a link to the article here … Additionally, you can write to the author, asking if he would like to add to the article, information for readers on areas from the indicated range in your article.


LTV – the use of up- and cross-selling

This method is based on attempting to sell additional products to customers who have already bought from us.

  • Up-selling – selling the same products.
  • Cross-selling – selling other products.

If these activities are carried out correctly, it may be one of the best ways to increase profits. Selling to a customer who has already bought something from us is much easier and financially effective.


Partners – affiliate marketing

This activity is based on the conclusion of partnership agreements, consisting of providing commissions in exchange for effective recommendations.
Depending on the offer, these activities may be more or less embedded in digital marketing.
Most often, the intermediation of companies already cooperating with our customer segment is used here.


  • ROI – particularly in the case of operations of affiliate marketing. In other cases, it is very difficult. 


Wojciech Idzikowski

17+ years of business experience – that’s how long it has taken me to define best practices in marketing. 150+ IT solutions – have been successfully introduced to the market with my help. 5+ years – I have worked as a Chief Marketing Officer for different IT companies, and executed marketing activities in 64 countries for 5 million users, 14+ years of work at the University, currently I hold the position of Adjunct Professor, I’m also a lecturer in the MBA program. 33 scientific publications and a doctoral dissertation in the field of marketing. I consider myself to be the person who is the best at data handling. Therefore, digital marketing is the place where I feel best. I can identify from the results which activities work best and which are the most profitable.