See all playbooks

Campaign Planning

Written by 
Max Gayler
Product Management

Before we dive in, let's set the scene: the Monday morning fog is just lifting, your coffee cup is brimming, and you're bracing yourself for the all-important campaign planning meeting. You've got your marketing, product, and strategy teams all present, ready to ideate, launch, and strategize over a plethora of campaigns.

The objective is clear: to define goals, highlight potential blockers, update stakeholders, and delegate ownership. Simple, right? Not quite. The scenario is ripe with challenges: time constraints, communication breakdowns, and information overload, just to name a few. It's a complex, dynamic process that demands a fresh approach. This is where Claap can make a seismic difference.

What is a Campaign Planning Meeting?

Think of a campaign planning meeting as a symphony of minds where the harmonious outcome is a well-orchestrated marketing campaign. It's the critical touchpoint where your team ideates, creates, strategizes, and allocates resources for upcoming campaigns.

Ideally, it's held at the genesis of every new campaign. It's the exciting brainstorming phase, the battlefield where challenges are vanquished, and the launchpad that propels your campaign to stratospheric heights.

Why should I have a Campaign Planning Meeting?

Whether you're a remote powerhouse or an in-office dynamo, campaign planning meetings are your secret weapon. These meetings can unlock the creativity within your team, streamline communication, and enhance productivity.

They're the trailblazers that light the path towards your goals, tearing down the barriers of ambiguity, misunderstanding, and misalignment that often plague campaigns.

Doing it live: How to supercharge your Campaign Planning Meeting

Live Campaign Planning Meetings are the turbo engines that can rev up your team's energy, fostering real-time collaboration and sparking ingenious ideas.

Here's a nugget of wisdom: use Claap during these meetings. By leveraging its live meeting recording, you can pin key moments for people to watch later and share the recording with anyone who couldn't make it.

Not only that, you can then watch these meetings back at double speed or check out the AI-generated summary and next steps. Imagine your designer unveiling a new ad concept or your strategist clarifying a complex data point and your whole company being able to catch up and understand the main takeaways in half the time. It's a game-changer!

However, beware of the pitfall of information overload. It's easy for crucial insights to be lost in the flurry of live discussions. Keep the meeting focused, prioritize clear communication, and remember that a well-structured agenda is your best ally.


1. Click on the extension

Make sure you’ve downloaded our Chrome extension and you’ll have a new record button in your Google Meet. Important: You don’t need to be the organizer to start recording the meeting but make sure to name someone in charge of it that is also going to highlight key moments.

2. Highlight/pin key moments to help people catchup easily

Whenever something important happens and you want to leave a reminder to rewatch a certain section, whoever started the recording can click on the pin icon on the control panel and mark timestamps that’ll appear in your final recording. Discussing sensitive information you’d rather not record? It’s easy to pause and unpause your meeting any time using the icons in the control panel too. (3).gif

3. Share your claap

Once your meetings over, share the link to your recording or invite your teammates from your workspace. We recommend creating a dedicated topic with your team so anyone can easily find the recording without having to invite people every time.

4. Read the transcript and leave comments

If someone said something interesting in the meeting and you want to find that moment, all you have to do is check the transcript. Every claap is transcribed automatically so you can find the important moments faster. Then you and your team can leave comments, create threads, and collaborate directly from the recording.


1. Record the meeting using Zoom

When you start your meeting, click the “Record” button in the control panel. When your meeting finishes, it’ll automatically be saved into your Zoom account, ready to be uploaded into Claap.

2. Connect your Zoom account

Easily import your recordings into dedicated topics and start collaborating on all your Zoom meetings. Just click on the “Upload video” option and then click on the Zoom icon. You’ll then be able to choose from all your Zoom recordings and bring in the videos you need.

3. Read the transcript and leave comments

Just like meeting recordings, all your screen recordings are transcribed automatically. That means your team get to find the moments they need faster. Once you know the areas you want to tackle, you and your team can leave comments, create threads, and collaborate directly from the recording.

When you can’t make it: How to have an asynchronous Campaign Planning Meeting

Life happens. There will be times when key stakeholders can't be present in a live meeting. Fear not, because this is where Claap truly shines with its asynchronous capabilities. With Claap, you can replace these with quick screen recordings filled with clear context, ensuring no valuable insights are ever lost.

Talk your team through your brief for a new campaign, give someone direct and fully explained feedback, update your stakeholders on the status of your new launch, or anything you want to share. Recording an asynchronous video with Claap means all your updates, feedback sessions, and kickoffs are kept in one place so everyone has access and your campaign kicks ass. That means more transparency and less dependencies.


Download either the Chrome extension or desktop app. Then all you have to do is click on the Claap icon to name your video, adjust your settings, and start recording.


We feel you… recording yourself can be a bit daunting even if it’s just your screen. Here’s some of our top tips to come in confident, efficient AND effective.

  1. Start with the goal and briefly explain what you’re going to say in one or two sentences. It helps people follow you easily.
  2. Dive into details. Don’t forget to zoom in if it’s something more visual so it’s easy to watch. You don’t want people squinting at their screen.
  3. Pin key moments when you expect feedback so people can react easily. People often forget to make it clear what they expect.
  4. Share it in Slack, Notion, or in a topic‍

NOTE: If this is a recurring meeting with multiple stakeholders, we recommend using a dedicated topic where you can organize your video content.

  1. Don’t forget to mention people if you expect precise feedback. We like to add “FYI” in front of messages that don’t need any response.
  2. If you need feedback from many stakeholders, use polls. Nobody is going to read comment threads that go on forever. Keep things simple and get everyone involved.
  3. If you need more precise feedback, use file attachments or video replies. It’ll help you save a lot of back and forth.
  4. If you need to reply quickly to feedback you get, we recommend installing the Claap App in Slack so you receive and reply to comments directly from there.

How to have sync and async Campaign Planning Meetings together

Think of synchronous and asynchronous approaches as two sides of the same coin. They're not opposing forces, but rather complementary tools that can supercharge your campaign planning meetings. Use Claap to hold synchronous meetings for real-time collaboration and brainstorming. Then, utilize its asynchronous features to accommodate differing schedules, time zones, and working styles.

The idea is to democratize your meetings and empower all team members, regardless of their location or availability. Remember, successful campaign planning is not about being the loudest voice in the room, but about fostering an environment where all voices are heard and respected. With Claap, you're not just planning a campaign; you're crafting an epic tale of team collaboration, innovation, and success.


  1. Start with a preview to share retro outcomes and identify hot topics:Use Claap's screen recording to post your retro. Send it to your teammates so they can watch it and add comments.Comments help identify where a longer discussion is needed. Use unresolved threads to prepare your next meeting agenda.Tip: Click on 📶 Views to check that all your teammates have watched your update
  2. Followup with a meeting to brainstorm key topics: If anyone missed your meeting or if anybody needs to remind themselves of something that was said, recording your meetings with Claap keeps a trackable log of everything you’ve seen, said, and heard. Discuss unresolved threads in followup meetings and only invite people that are involved to keep the discussion efficient.
  3. Share the meeting recording: This way, action items are easily shared with other stakeholders. And if a decision isn’t clear, they can access the discussion to quickly get context and ask questions.

Campaign Planning Meeting Agenda

1. Kick-off (2 minutes)Start with a quick icebreaker to set a positive tone and energize the team. Recap the objective of the meeting: strategizing and planning for an upcoming campaign.

2. Campaign Briefing (5 minutes)In this section, briefly outline the campaign's overarching goals and expected outcomes. Highlight the target audience, core message, and campaign channels.

Achievement Goal: Establish a clear understanding of the campaign's scope and objective among all team members.

3. Review of Past Campaigns (5 minutes)Reflect on past campaigns and discuss their successes and learning points. Utilize Claap's video annotation feature to highlight specific aspects of previous campaigns.

Achievement Goal: Leverage past experiences to refine the strategy of the upcoming campaign.

4. Idea Brainstorming (10 minutes)This is where creativity flows. Encourage everyone to share their ideas and thoughts about the new campaign. Keep it structured by allowing each person a specific amount of time to speak to avoid running over time.

Achievement Goal: Generate a pool of creative ideas to be further discussed and evaluated.

5. Prioritizing Ideas & Assigning Tasks (5 minutes)Once all the ideas are on the table, it's time to prioritize. Discuss and vote on the best ideas to be implemented. Assign responsibilities and establish clear ownership of tasks.

Achievement Goal: Narrow down to the most viable ideas and assign ownership for each task in the campaign.

6. Next Steps & Closing (3 minutes)In this final stage, summarize the key decisions made during the meeting. Establish next steps and set deadlines. End on a positive note, appreciating everyone's contributions. Record this part using Claap and leverage its transcription feature for a ready reference for the team.

Achievement Goal: Ensure everyone leaves the meeting with a clear understanding of their roles, responsibilities, and deadlines.

This agenda ensures a productive, focused, and efficient Campaign Planning Meeting within the time frame of 30 minutes. And with Claap, you'll add another layer of productivity and flexibility to your meetings.


1. What tools can help streamline a Campaign Planning Meeting?

While there are many tools out there, a comprehensive platform like Claap offers unique capabilities for both live and asynchronous meetings. Its features like video sharing, video annotation, meeting transcription, and AI-powered notes can significantly enhance the productivity and efficiency of your meetings.

2. How often should we conduct a Campaign Planning Meeting?

The frequency of these meetings depends on your campaign cycles and complexity. Ideally, you should hold one at the start of every major campaign. Regular check-in meetings can be useful during the campaign to monitor progress and make adjustments as needed.

3. Who should participate in a Campaign Planning Meeting?

A Campaign Planning Meeting typically involves members from marketing, product, and strategy teams. However, it's also beneficial to involve representatives from sales, customer service, and other relevant departments to get a holistic view of the campaign strategy.

4. How can we ensure all voices are heard during a Campaign Planning Meeting?

Fostering an inclusive meeting culture is key. Establish guidelines that promote active listening and equal participation. Tools like Claap, with their asynchronous capabilities, ensure that even those who can't attend live can contribute their insights and feedback.

5. What's the best way to follow up after a Campaign Planning Meeting?

Post-meeting, circulate a summary of key decisions, assigned tasks, and deadlines. Tools like Claap make this easy by providing automatic transcriptions and AI-powered notes from your meeting. This keeps everyone on the same page and sets clear expectations for what needs to be done next.

Get Started for free

Try Claap now