Introduction
Creating a digital course already involves many moving parts—but when you’re co-producing with one or more partners, the complexity multiplies. From outlining the course to recording content, setting up tech, and launching with a marketing plan, the success of your project depends on solid project management.
In this article, we’ll walk through best practices for managing co-produced digital course projects. Whether you’re a natural organizer or new to project planning, these tips will help keep your team aligned, deadlines met, and quality high from start to finish.
1. Set Clear Project Objectives
Before diving into tasks, define the purpose and outcomes of your course:
- What transformation will the student achieve?
- What is the timeline for production and launch?
- What are the revenue or audience growth goals?
Agreeing on clear objectives ensures everyone is working toward the same outcome and helps prevent scope creep.
2. Break the Course Into Phases
A digital course co-production can be divided into key phases:
- Planning – course structure, roles, tech tools
- Content creation – scriptwriting, recording, slide design
- Production – editing, uploading, testing
- Marketing – launch strategy, promo content, ads
- Delivery – launch, student support, feedback loop
Breaking it down into phases allows you to set realistic milestones and allocate work efficiently.
3. Assign Specific Roles and Responsibilities
Avoid confusion or duplicated effort by clearly assigning ownership of every key area.
Examples:
- Partner A: Curriculum planning, on-camera lessons
- Partner B: Slide design, editing, platform uploads
- Shared: Marketing strategy, community engagement
Use a document or project management tool to make this visible to everyone involved.
4. Choose the Right Project Management Tools
Good tools help centralize communication and task tracking. Popular choices include:
- Trello or Asana for task boards
- Notion for all-in-one planning docs
- ClickUp for advanced project tracking
- Google Drive or Dropbox for file sharing
Keep everything—scripts, graphics, feedback, timelines—in shared folders that everyone can access.
5. Set Milestones and Deadlines
Instead of one vague deadline, break the project into smaller milestones:
- Week 1: Course outline complete
- Week 2–3: Scripts finalized
- Week 4–5: Videos recorded
- Week 6: Course uploaded and tested
- Week 7: Marketing materials ready
- Week 8: Course launch
Assign deadlines to each and track progress with your team weekly.
6. Hold Regular Check-Ins
Schedule weekly or bi-weekly check-ins to:
- Review completed tasks
- Tackle roadblocks
- Adjust timelines if needed
- Celebrate progress
These meetings can be short (15–30 minutes) but consistent communication keeps the team focused and motivated.
7. Document Everything
Good documentation prevents mistakes and keeps team members aligned.
What to document:
- Final course outline
- Script drafts
- Visual templates and brand guidelines
- Marketing assets
- Platform login credentials (securely shared)
- Feedback and revisions
Store all documents in a clearly labeled shared drive or workspace.
8. Track Time and Budget (If Applicable)
If you’re investing money (e.g., on editors, tools, ads), track your budget from the start. Likewise, keep time logs for key contributors if the workload will influence revenue sharing.
Tools to use:
- Clockify or Toggl for time tracking
- Google Sheets or Airtable for budget tracking
- Wave or QuickBooks for financial overviews
Transparency helps avoid tension later.
9. Prepare a Risk Management Plan
All projects encounter hiccups. Prepare for the most likely risks:
- What if one partner gets sick or drops out?
- What if video files are lost or corrupted?
- What if your course platform crashes before launch?
Have backup plans:
- Keep duplicate copies of files
- Define how responsibilities will be covered
- Set up shared access to all tools and platforms
Planning for risk increases confidence and professionalism.
10. Reflect and Optimize After Launch
After your course launches:
- Analyze what worked (and what didn’t)
- Gather student feedback
- Debrief as a team
Ask:
- Were deadlines realistic?
- Was the workload fair?
- What tools helped most?
- Would you work together again?
This reflection sets the stage for smoother future projects or updates.
Conclusion
Co-producing a digital course can be one of the most rewarding projects you take on—but only with proper project management. Clear planning, defined roles, useful tools, and consistent communication turn chaos into clarity.
By treating your co-produced course like a professional project, you increase your chances of delivering a high-quality product, staying on schedule, and enjoying the creative process with your partner.