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      🌟 How to Create Weekly Social Media Post Graphics & Captions

      📌 MISSION To ensure consistent, high-quality, brand-aligned social media content is created, captioned, and scheduled weekly to promote engagement and visibility of blogs, testimonials, and video content.

      🎯 DESIRED OUTCOME

      • Graphics are visually aligned with brand standards.

      • Captions are compelling, error-free, and AI-enhanced.

      • Posts are correctly scheduled in HubSpot at the correct times and dates.

      🚫 UNACCEPTABLE ACTIONS

      • Using incorrect file formats (e.g., downloading Testimonial graphics as PNG instead of MP4).

      • Posting off-schedule or missing a posting time.

      • Skipping caption generation or using captions without proofreading.

      • Forgetting to schedule in HubSpot or pasting incorrect graphics/captions.

      🧭 STEP-BY-STEP PROCESS

      ✅ STEP 1: Access the Weekly Social Media Post Content

      1. Go to the shared drive or project board.

      2. Locate the Weekly Social Media Content document for the week (ex. 08.25.25 - 08.29.25)

      3. Review the content strategy and post line-up for that week.

      ✅ STEP 2: Open the Canva Link

      1. Open the Canva link provided for that week’s design batch.

      2. Review each social media post template:

        • New Blog

        • Podcast 

        • Testimonial

        • 3-Minute Video

        • Quotation from the Blog

        • Blog Announcement

      ✅ STEP 3: Download the Graphics

      • For all posts except the Testimonial, download the graphics as PNG.

      • For the Testimonial Tuesday, download the graphic as MP4 to retain animation or movement.

      🔽 Naming Format: 08.25.25 New Blog.png, 08.25.25Testimonial.mp4, etc.

      ✅ STEP 4: Create Captions Using Marketing AI Prompts

      Use the Social Media (Weekly Post) content sheet as a guide. Then enhance with a Marketing AI tool like ChatGPT using prompts such as:

      Example AI Prompt:

      “Write a catchy, brand-appropriate caption for an insurance agency blog announcement titled ‘Business Insurance Renewal Process: How to Retain Commercial Clients.’ Include an emoji and CTA.”

      Create captions for each of the following:

      Day Time Post Type Caption Prompt Guide
      Monday 10 AM Blog Announcement Create a social media post with bullet point and emojis on our latest blog BLOG TITLE.  Here are the blog headers/list from the blog. Include a call to action to Purpose of the blog. Here is a link to the blog: Insert Bitly Link
      Monday 2 PM  Podcast Create a social media post with bullet point and emojis on our latest Ridiculously Amazing Podcast Episode: PODCAST NAME.  Include a call to action to Purpose of the blog. Here is a link to the blog: Insert Bitly Link
      Tuesday 10 AM Testimonial Tuesday Create a social media post with emojis on a recent testimonial we received on TRAINING NAME. Insert TESTIMONIAL. Call to Action want to learn more book a time to connect: https://bit.ly/meetwithAPP
      Tuesday 2 PM 3-Minute Video

      Create a social media post about our latest 3 Minute Video: Video Marketing Name. Please include emojis and bullet points. The audience is independent insurance agents.

      Call to action is watch now BITLY LINK

      Promotion is: Monthly Promo
      Wednesday 10 AM Quote from Blog “Create a social media post about this quote INSERT QUOTE from our recent blog: BLOG NAME. Call to action is to view the blog: INSERT BITLY LINK”
      Friday 10 AM NEW BLOG ANNOUNCEMENT Create a social media post with emojis about our blog launching on DATE about BLOG TITLE. ”
       

      ✅ STEP 5: Schedule Posts in HubSpot

      1. Log in to HubSpot.

      2. Go to Marketing > Social > Social Publishing.

      3. Click Create Post and do the following for each day:

      Day Time Task
      Monday 10 AM Upload PNG, paste caption for Blog Announcement
      Monday 2 PM Upload PNG, paste caption for Podcast Promo
      Tuesday 10 AM Upload MP4, paste caption for Testimonial Tuesday
      Tuesday 2 PM Upload PNG, paste caption for 3-Minute Video
      Wednesday 10 AM Upload PNG, paste caption for Quote from Blog
      Friday 10 AM Upload PNG, paste caption for Blog Reminder
       

      ✅ Double-check: Correct times, file types, correct captions.

      ✅ STEP 6: Final Review

      • Confirm all posts appear in HubSpot calendar for the correct dates and times.

      • Perform a spelling/grammar check.

      • Notify your Manager once everything is completed.