How to build a marketing task management system using Airtable

Alright, hey there! In this video, I'm going to show you how to create a marketing task management system using Airtable.

As a marketing advisor and strategist, one of the first things I do when working with a marketing team is set up a centralized system for managing tasks. Many teams don’t have a single source of truth for their marketing work, leading to scattered tools, decision fatigue, and inefficiencies.

Before investing in expensive tools or committing to a long-term solution, I prefer to start with an MVP—a minimum viable product—for task management. This allows teams to quickly determine what kind of tasks flow through the system, how to prioritize and delegate them, who needs to be notified, and how to track progress and measure success.

By implementing this simple but effective system, teams can ensure they’re focusing on the right activities and getting things done efficiently.

If we haven’t met before, I’m Sean Pritzkau, a marketing advisor and strategist. I build systems and help teams streamline their marketing processes so they can launch or scale their marketing programs effectively.

This is actually one of the first videos I’m posting on this channel. For a long time, I’ve wanted to take what I do daily and share it online—both to connect with new people and to create resources for my clients.

I primarily work in the social impact space, where organizations often lack the budget for expensive tools or struggle to agree on a system. With Airtable, we can create a custom-built solution tailored to your team's needs without relying on pre-made tools that force you to work their way instead of your way.

I’ve got my coffee ready, so let’s dive in!

I’ll walk you through step by step, showing you how to set up a task database with categories like status, priority, due date, and assignee. I’ll also create a Kanban board for a visual workflow, a calendar view to track deadlines, a submission form for adding tasks easily, and automations to notify team members and keep things moving.

By the end of this video, you’ll have a fully functional marketing task system—one that can be expanded as your team grows.

Airtable looks and feels like a spreadsheet but has the power of a database. It lets you organize tasks in different views, group and filter tasks dynamically, collect new tasks via a form, automate workflows to reduce manual work, and create an interactive dashboard for managing marketing projects. With just a few tweaks, you can fully customize this system to fit your needs, whether you're a team or a solo marketer managing your own projects.

I’ll start with a blank Airtable base and walk you through setting up task categories, creating a visual Kanban board, building a calendar view, creating a task submission form, and automating key workflows like sending notifications when tasks are completed. Once everything is in one central system, you can begin tracking, prioritizing, and optimizing your marketing workflow.

Once this basic system is in place, you can add automations to reduce manual work, expand with integrations like email notifications or Slack updates, and migrate to a different tool as your needs evolve. Airtable is highly flexible, making it a great place to start before investing in more complex tools.

I hope this tutorial helps you build a streamlined task management system for your marketing efforts. In just a short amount of time, we created a fully functional workflow that keeps all your marketing tasks organized, prioritizes work based on urgency and importance, assigns tasks to the right team members, tracks deadlines and progress, and eliminates scattered tools and decision fatigue.

If you found this helpful, let me know in the comments. I’d love to hear how you’re using this system or if you have any questions.

Thanks again, and I’ll see you in the next video.