Operations specialist Oliver Ramirez identifies 10 time trip-wires all marketing leaders need to avoid…
Marketing teams constantly battle against a lack of time. Campaign deadlines loom, content calendars
overflow, and inefficiencies quietly drain productivity. The best teams are not just creative;
they operate with precision. Here are ten of the biggest time wasters in marketing and the
process improvements that will help your team regain control.
1. Last-Minute Requests
Why it’s a problem: Constantly shifting priorities disrupt workflows and drain focus.
Fix: Introduce a structured request intake system with clear timelines and prioritisation rules.
Evaluate new requests using a simple impact versus effort framework.
Ask yourself: Is there a process in place to manage unexpected tasks without disrupting
planned work?
2. Inefficient Email Communication
Why it’s a problem: Critical details get lost in long email threads, slowing decisions and
causing confusion.
Fix: Consolidate communication depending on the platform. Establish clear guidelines on
when to email versus when to use instant messaging or comments on shared documents.
Ask yourself: How much time is wasted searching for lost information?
3. Unclear Roles and Responsibilities
Why it’s a problem: When tasks lack clear ownership, they get delayed or duplicated.
Fix: Assign a single accountable person for every key process. Define decision-making
structures so team members know who approves what, reducing unnecessary back-and-forth.
Ask yourself: Does every workflow have a designated owner (per step)?
4. Unproductive Meetings
Why it’s a problem: Meetings consume valuable time without always leading to decisions or
actions.
Fix: Require a clear agenda for every meeting. Shift updates to written formats using project
management tools. Keep discussions structured, time-boxed, and outcome-focused.
Ask yourself: Are you fully leveraging your project management tools?
5. Manual, Repetitive Work
Why it’s a problem: Too much time is spent on tasks that could be automated.
Fix: Identify repetitive processes such as reporting, email sequences, and asset approvals.
Leverage automation tools to streamline workflows and free up time for strategic work.
Ask yourself: What percentage of daily tasks could be automated?
6. A Complex and Disjointed Tech Stack
Why it’s a problem: Using too many disconnected tools creates inefficiencies and
unnecessary manual work.
Fix: Conduct a technology audit. Remove redundant platforms and ensure seamless
integrations across systems to improve efficiency.
Ask yourself: Does your tech stack simplify work or add complexity?
7. Unfocused Metrics and KPIs
Why it’s a problem: Measuring too many things leads to distraction and a lack of actionable
insights.
Fix: Define a focused set of marketing KPIs aligned with business objectives. Use real-time
dashboards to track performance and identify trends quickly.
Ask yourself: Are the right metrics being tracked, and do they directly impact business
goals?
8. Bottlenecks in Content Creation
Why it’s a problem: Slow approvals and disorganised workflows delay marketing
campaigns.
Fix: Establish a structured content workflow with clear deadlines and assigned owners.
Standardise creative briefs to minimise unnecessary revisions.
Ask yourself: Are approvals and content production timelines predictable and efficient?
9. Poor Asset Organisation
Why it’s a problem: Searching for the latest brand assets or campaign materials wastes
valuable time.
Fix: Use a centralised digital asset management system with standardised naming
conventions. Archive outdated files to prevent confusion.
Ask yourself: How quickly can team members locate the assets they need?
10. Lack of Decision-Making Autonomy
Why it’s a problem: If every decision requires managerial approval, agility suffers.
Fix: Establish clear guidelines that empower team members to make decisions within defined
parameters. Reserve escalations for only the most critical situations.
Ask yourself: Do team members feel confident making decisions without constant oversight?
Final Thought
Marketing success is not just about creative ideas but about operational excellence. Teams
that streamline workflows move faster, collaborate better, and outperform their competitors.
Eliminating these time wasters will help your team operate at its highest potential.
Need help optimising your marketing processes? Drop me an email at oliver@shoot4themoon.co.uk and we’ll arrange a no-committal 30 minute Zoom call to see how we can best help your team.
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A brand and marketing operations specialist, Oliver has extensive marketing experience across FMCG and Tech. At Henkel, Oliver launched award winning products, conducted £MM nationwide campaigns, and strategised expansion plans for Schwarzkopf.
At Amazon, Oliver led marketing operation projects that drove Prime Video’s EU expansion in EMEA, and introduced work streams that saved hundreds of hours to the organisation. A Marketing Week mMBA alumni with 2 MSc degrees from top European business schools in Marketing and in International Management, Oliver is also a Kaizen certified instructor (leading philosophy in business operations) and currently mentors MBA students at LSE.
