Using The Ultimate SMM Planner
Using The Ultimate SMM Planner
Because managing clients, content, captions and chaos deserves a system that actually works.
Hey, I’m Shannon — and this is the planner I couldn’t find anywhere.
When I first started working as a freelance social media manager, I was juggling up to a dozen monthly clients — all with different posting styles and schedules. Some were easy to plan ahead for, while others (like the local fruit shop with weekly specials) needed new content posted on the day.
I didn’t want another online tool or spreadsheet buried in Google Drive. I wanted something I could see — something I could flick open on my desk and instantly know where I was up to with creating, scheduling, and posting.
So I made one.
The Ultimate SMM Planner is the exact system I’ve used for years to run my business, stay on top of every client, and keep my brain calm. It helps you manage your content, clients, goals, and income all in one spot — no apps, no chaos, just pen, paper, and clarity.
Print It. Bind It. Make It Yours.
This planner is designed to be printed — it’s meant to live on your desk, travel in your bag, and get scribbled all over.
Here’s how I like to do it:
- Take it to your local copy shop and have them print it double-sided in A4 size (this is how I designed it).
- It doesn’t need to be printed in colour — greyscale works perfectly (and your pretty coloured pens and highlighters will stand out more).
- Ask the copy shop if you can have it spiral bound with a clear plastic cover on the front and sturdy cardboard on the back.
- Trust me, it’s worth it — this planner becomes your business brain and there’s enough sections for 15 months.
I keep mine open on my desk every day, so at a glance I know what’s been created, scheduled, or posted — no logging in, no clicking through tabs. Just simple, at-a-glance organisation that actually works for how we manage social media.
Plus, the planner is undated which means you can start using it straight away! No waiting for a new month, or until (gasp*) JANUARY.
Watch the Video Walkthrough
In this short video, I’ll show you how I use the planner in real life — setting goals, tracking income, doing my monthly tech checks, and staying on top of client content without losing my mind.
You’ll see how easy it is to adapt it to your workflow, whether you manage two clients or twelve.
What’s Inside the Planner
Annual Income Tracker
A big-picture look at your income over the year. Use it to record client invoices, extra income, or financial goals to see how your revenue is tracking at the end of each month. The columns are flexible — use them however you like.
I use one column to set my monthly income goal, and the others to track client invoices, rent received, and any extra income that comes my way (yep — even child support). Then I add them all together to get my end-of-month total income.
Goals for the Year
This section helps you map out what you actually want for the next 12–15 months — not just in business, but in life. It’s your space to think about income, creativity, balance, and fun.
My yearly goals usually mix money and lifestyle — planning family holidays, saving and paying off debt, not working nights or weekends, and aiming for that big, ambitious income goal.
15 Monthly Sections
Every month includes the same five key sections that help you stay consistent without overthinking it:
Goals for the Month
Set a few achievable goals — business, lifestyle, and personal. Think clients, money, downtime, or that weekend away you’ve been putting off.
My monthly goals often include booking flights or accommodation for our next family holiday (or going on that holiday), gaining a new client, student, or retreat attendee, setting an income goal, and locking in a few “days off” for that month.
Monthly Tech Check
Your quick systems tidy-up. Check links, automations, and tools are still working smoothly. There’s a full list of ideas inside if you need inspiration.
I usually pick around six things from the list and see if I can check them off during the month. If I can, great! If not, I just move them to next month.
Notes to Self
A place for ideas, reminders, or those “oh, that’s a good post idea” moments.
I like this space to note down potential clients or leads to follow up on, plus any very important deadlines!
Client Invoices
Record what you’ve invoiced, who’s paid, and what’s pending. Don’t forget to update your income tracker at the end of each month — it’s seriously satisfying.
This isn’t about bookkeeping or accounting. It’s simply to make sure you’ve sent all your invoices for the month, checked who’s paid, and tallied up your monthly total so you know your cash flow’s looking healthy.
Monthly Post Tracker
This is the heart of the planner — where you can track every client’s content at a glance. Write your clients’ names across the top and tick off each day as you post or schedule their content. It’s a clear, visual way to see who’s covered and who still needs attention.
I love batching content at the start of the month, but it doesn’t always happen for every client. And sometimes, I’ll admit, I procrastinate on scheduling approved posts in advance. I use the Monthly Post Tracker to highlight which days need posts, Reels, or Stories, and tick them off as they’re created and scheduled. It’s also handy for tracking your own content or keeping an eye on the value of any post boosts. See my real-life example for how I use it.
The Final Pages
By the time you hit the last tracker, you’ll have 15 months of your business in one place. That’s huge. There’s a friendly reminder in the last two monthly sections to print a fresh copy — because once you’ve used this system, you won’t want to go back.
Not quite what you were looking for?
This planner was created for social media managers and virtual assistants who manage content for multiple clients — not for planning your own business socials.
If you were actually after something to help you create and plan your own content, then you’ll probably prefer my Yearly Social Media Content Calendar instead. It’s a Google Sheet set out like a yearly calendar, with 365 days of post ideas ready to go.
You can use it online or print it out if you’re more of a pen-and-paper person. It’s packed with simple prompts to help you connect with your audience, spark engagement, and keep your content consistent all year long.
👉 Grab your free 2026 Content Calendar here
About Me
I’m Shannon — a social media manager, coach, and slightly caffeine-fuelled mum of two girls (plus three dogs) from Rockhampton, QLD, Australia.
I’ve been running Shannon’s Social Media since 2020, helping local businesses and online businesses grow through smart, simple social media strategies. Between clients, kids, and coffee runs, I learned that digital tools are great — but nothing beats having your system laid out in front of you.
This planner keeps me grounded, organised, and sane. I hope it does the same for you.
Want More Support?
If you love this planner and want to keep building your business, here’s where to find me:
