Social Media Management Guide
In this guide you’ll learn, step by step, how social media management works at Wild Soul Studio.
Step 01
Proposal & contract
After your enquiry we look at what you need together. You receive my proposal and decide at your own pace which package suits you best.
Once you’ve decided, I prepare a contract covering all the details. With your signature, our collaboration is official.
Step 02
Onboarding, access & shared space
Onboarding sheet in Notion: You receive an info sheet in Notion to fill in – about your audience, your offer, your values, your language and your goals – so I can get to know your brand inside out.
Access: We set up access to Instagram, Canva and ManyChat.
Slack – our communication channel: Slack is a messaging app like WhatsApp, just for work. I invite you to my Slack workspace and we get a channel just for you. Everything comes together there: feedback, approvals, questions, files and ideas – neatly in one place instead of scattered across emails and chats. Simply download the Slack app on your phone or laptop. It’s completely free for you.
Your client dashboard in Notion: the base for our content creation. Everything we both work with lives here: your strategy, the content plan with hooks, dates and status, the scripts, meeting notes and reports.
Shared space in Google Drive: a neatly organised folder structure for all files:
- Your photo & video material (e.g. b-roll)
- Voiceover files for your content
- Testimonials (texts, screenshots, videos)
- Branding: colours, fonts & logos
- Finished, edited reels
Step 03
Content strategy & kick-off call
Based on your info sheet, I develop your content strategy. Everything we create afterwards builds on it:
- Goals: reach, sales, branding or community
- Audience analysis: needs, pain points, desires
- Content pillars, themes and your signature formats
- Competitor and content analysis of your niche
- Storytelling frameworks and visual direction including a moodboard
- Posting frequency and weekly structure in the content plan in Notion
- Growth strategy: trends, viral levers, series formats, reach boosters
In the kick-off call we go through the strategy together and adjust it so it fits your goals and feels right for you.
Step 04
We deliver ideas, formats & scripts – you record
For every format you receive a ready-made script from me – including recording instructions: what you say, where and how you film. So you never have to wonder what to say.
You record the videos and upload the raw footage to our Drive folder. That’s all you need to do.
Step 05
Content production
As soon as your material is in the Drive folder, it goes into content production. The result is 16 finished posts per month – 4 strategic posts per week, alternating reels and carousels:
- Video editing: We cut your footage down to the essentials and add text overlays, subtitles, voiceover, b-roll and fitting music and sounds.
- Graphic design: carousels, reel covers and graphics in your visual language.
- Copywriting: hooks and captions that sound like you – including SEO keywords so you get found.
- Stories: matching stories for the days between posts.
- CTAs: clear calls to action that fit your offer and your customer journey. We automate many of them with ManyChat:
What is it? ManyChat is a tool and official Meta partner that sends Instagram messages automatically. When someone comments a certain keyword under your post – for example “PODCAST” – they instantly receive a personal DM with the right link. Nobody has to look for the link in your bio first: the next step lands straight in their inbox. That turns reach into real interaction, the algorithm registers more comments, and your email list grows along the way. Typical uses:- sending new podcast episodes straight to DMs
- sign-ups for webinars, masterclasses and live events
- freebies and lead magnets, e.g. guides or checklists
- waitlists for a new offer or a launch
- booking discovery calls
A real example · Judith Krüger
For my client Judith we automated her free “Yoniful Morning” – a morning ritual for women – as a lead magnet. Anyone who commented 🪷, “lotus” or “lotusblume” under a reel or post automatically received the ritual by DM.
Step 06
Approval & publishing
You receive every content piece fully finished – including the caption – in our Slack channel. One go from you, and it goes live. Or you send change requests, which I incorporate.
Important: Nothing is posted without your approval. We take care of publishing.
Community management: We reply to comments and messages in your voice.
Step 07
Review, check-in & ongoing optimisation
With me, a strategy is never “finished”. We keep a close eye on what resonates with your audience:
- Analytics dashboard: all Instagram insights, numbers and trends in one place – with concrete suggestions for improvement
- Testing hooks and formats, analysing the numbers (reach, saves, shares, comments)
- Developing the best performers further, dropping what doesn’t work, recycling strong content
Once a month we go through what worked in our check-in call and discuss new ideas, formats and wishes for the next month.
Here’s what that looks like in practice – the example of my client Simone, a love & dating coach, from the start to the result after 12 weeks:
A real example
Growth Journey
From 2,000 to 767,000 views per reel
12 weeks of full-service social media management for Simone, a love, dating & relationship coach for women.
Before
2,000–3,000 views
Trend formats
767,000 views
Step 08
Invoice
At the end of each month you receive your invoice based on the agreed retainer, payable within 14 days.
What you can expect – and what you can’t
So we’re on the same page from day one:
What you can expect
- I immerse myself in your business, your audience and your offers.
- I research topics, develop ideas and suggest formats that fit your brand and your goals.
- I translate your expertise into clear, relevant, high-quality content.
- I take care of scripts, copy, design, video editing and publishing.
- I track the results and keep developing our content based on them.
- You get a strategic and creative partner who thinks ahead and takes a lot off your plate.
- Everything we’ve agreed on within the agreed scope – aligned with you.
“Rich & famous” isn’t a bookable result
Hardly anyone says it out loud – but deep down many hope for exactly that: book a service, contribute little and have more reach, more clients and more revenue after a few posts. Ideally by tomorrow.
I notice it again and again: almost everyone wants the result – but only a few are willing to walk the long road to get there. And marketing is a long road. Between a post and a purchase there are several steps:
- Someone feels addressed by your content.
- They understand what you offer.
- They build trust in you.
- They have a concrete need – right now.
- Your offer and your sales process convince them.
Good content supports every one of these steps and strengthens your visibility and the trust in you. But I can’t guarantee other people’s buying decisions. It takes a clear foundation, consistency and the willingness to learn from the results.
Like a personal trainer: They put together the right plan, show you every exercise and motivate you – but you still have to do the training yourself. And you don’t see the change after a week, but after months of sticking with it. Social media works the same way: I take a large part of the work off your hands, but we have to stay on it together.
Reach isn’t the same as revenue
A reel with hundreds of thousands of views feels amazing – and yet reach doesn’t automatically mean sales. For Simone, individual reels reached more than 767,000 views. That boosted her visibility enormously. But views alone don’t tell you how many people end up buying.
The reason: reach and sales are two different goals – with different strategies, topics and formats.
- Content for reach – is designed to reach as many people as possible: broader, easily accessible topics, catchy hooks, trends and short, entertaining formats. It brings lots of new people to your profile. Because it’s deliberately broad, it also reaches many who aren’t (yet) part of your audience or have no need right now – which is why it rarely leads directly to sales.
- Content for sales – speaks to the people who already know you. It goes deep, shows your expertise and results, answers questions and objections and leads to your offer with clear CTAs. Because it’s more specific, it reaches fewer people – but the right ones. Viral numbers aren’t the goal here at all.
That’s why you can’t expect sales from a reach reel – or virality from a sales post. Both are right, just for different goals.
Which goal fits you right now? That depends on where you stand:
- You already have a community that trusts you? Then it can make sense to focus on monetisation – with content that deepens trust and leads to your offer.
- You don’t have a big community yet? Then reach is the first goal – so that there are enough people you can offer something to later.
What matters is that we decide on one focus together. Trying to get everything at once usually gets you a little of everything – a bit of reach, a bit of revenue, but nothing properly.
What does social media success depend on?
I want to be transparent from the start: good content is only part of the equation. The clients I’ve achieved the strongest results with – the biggest reach, the fastest growth – had one thing in common: crystal-clear positioning. Just as honestly: I’ve also seen that despite a lot of effort, hardly any results came about when the foundation was still missing.
Here’s an overview of what social media success really depends on – and why:
- 01Cognitive ease
A clear topic
While scrolling, the brain decides in a split second whether something is relevant. Nobel laureate Daniel Kahneman describes how we automatically perceive anything we can process effortlessly as more familiar, likeable and credible (“cognitive ease”). A profile that talks about nutrition today, mindset tomorrow and travel the day after takes mental effort – and gets scrolled past. A clear topic, on the other hand, makes you easy to place at a glance: “Ah, she’s the expert for …”. That exact thought is what makes someone tap “follow”. It also means deliberately not speaking to everyone. The sharper your topic, the more strongly the right people feel addressed.
“Everyone is not your customer.”
– Seth Godin, marketing author - 02Relevance & urgency
A clear problem you solve
Psychologists Daniel Kahneman and Amos Tversky showed that losses weigh about twice as heavily as equal gains. People are therefore more motivated to get rid of a pain than to gain something nice – “painkillers” sell more easily than “vitamins”. Nobody books coaching because they like coaching, but because they want a result. When your audience recognises their own problem in your content – in their own words – they feel seen. That “that’s me” moment makes people save, share and eventually reach out. The clearer the problem you solve, the easier every single post becomes. I see this with my own clients too: the most successful ones were always those who truly change people’s lives and solve big problems. People love listening to them – they watch their reels, listen to their podcasts and YouTube videos, sign up to learn more, and in the end happily step into their rooms. With topics that are more “nice to have” and lack real relevance or urgency, people watch to the end less often and buy less often. That’s a positioning issue – and even the best content can’t make up for it.
In short: you get a clear strategy, content that feels like you, full transparency and a direct line to me. You record, approve and focus on your business. We do the rest.
