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Plan for a new Marketo Engage implementation

Implementing a new Marketo Engage instance involves meticulous planning, collaboration across teams, and continuous optimization. While there鈥檚 no perfect recipe for implementing a new instance, most Marketo Engage administrators who have gone through it can agree that planning ahead will make the process a lot smoother.

In this tutorial, we will dive into the specific milestones, team engagements, and resource allocations crucial for a successful Marketo Engage rollout.

Key milestones during the new Marketo Engage implementation

Phase 1 - Discovery and planning

  • Conducting marketing and sales needs assessment
  • Defining objectives or Key Performance Indicators (KPIs)

Phase 2 - Technical setup and configuration

  • Configuring admin settings including CNAMEs and Munchkin Code.
  • Configuring lead management processes
  • Testing automation workflows and data sync

Phase 3 - Program library creation and campaign setup

Phase 4 - Training and user adoption

  • Conducting training sessions and/or materials for Users
  • Establishing instance governance policies and best practices
  • Monitoring user adoption metrics and stakeholders feedback

Phase 5 - Go-Live and optimization

  • Final system testing and quality assurance
  • Launching initial campaigns and monitoring performance
  • Implementing iterative Improvements based on reporting and analytics

Stakeholders engagement and resources needed

Implementing a new instance requires careful planning and execution to maximize its benefits. Getting the right stakeholders involved at the beginning will help tailor the implementation to your organization鈥檚 overall needs. Reference the sample of key stakeholders and their potential role(s) in the project below to help you find the right internal partners to implement Marketo Engage.

Stakeholder
Potential Role(s) and Responsibilities
Marketing Operations Director/Manager
  • Main point-of-contact on project

  • Instance governance rules

  • Data analysis for reporting and analytics

CRM Admin
  • CRM Sync

  • Lead flow

IT Admin
  • Munchkin

  • SPF/DKIM

  • Web domain setup

  • CNAMEs

  • Email Deliverability

Engineering
  • Development for custom services integration work

  • Data engineering for data mapping and migration

Marketing
  • Program templates creation and design

  • Channels

  • Lead/person scoring and lifecycle

  • Reporting and feedback for program effectiveness

Sales
  • Lead/person scoring modeling

  • Lead flow/routing

  • Lifecycle Service Level Agreements (SLAs)

C-Suite
  • Overall project direction

  • High-level implementation goals

Peer perspective - Marketo Engage implementation

Hear Marketo Engage Champion (2019), Kyle McCormick, about his onboarding and implementation experiences at Palotos Networks. You鈥檒l learn about the challenges he faced and his advice on how to successfully and efficiently drive your onboarding process.

video poster

Transcript
My name is Kyle McCormick. I鈥檓 a marketing systems manager at Palatone Networks, and I鈥檝e been at Palatone Networks for about six months now. I鈥檓 going on my fifth year of using Marketo. I started out as an intern at my previous company doing some basic Marketo email sends and then got hired on full-time and have been working with Marketo ever since. I would say it鈥檚 definitely figuring out your end goal, like what you want Marketo to be used for. If you want to pull everybody into Marketo to have Marketo as your main database, really need to think about what does that mean? How are you going to maybe block people from syncing between Marketo and Salesforce? Knowing what data you want in Marketo is kind of the most important because based on that data that鈥檚 what you鈥檙e going to use Marketo for. If you want Marketo to be your engagement engine for sending out every email, you need to have all of the people in Marketo that are subscribed. If you want to use it for your main landing page system, you need to have those forms, that data, and the landing pages set up in Marketo before you go live. So the biggest challenge is trying to do too much too quickly. So with Marketo, we kind of flipped the switch and went 100 miles per hour doing everything in Marketo. I鈥檇 say start in like sections, right, where you import your templates over, work on those, you do your emails, work on those, and then set the structure once you have everything in place. We have a couple of different programs in our operational folder. I know Marketo has a great template in the Marketo template folder where you can download an opt-in folder and have your opt-in program kind of pre-built for you. We also have the data normalization. So for country, state, industry, all of that gets normalized because we have so many different data sources. If we don鈥檛 have that normalized data, it鈥檚 really hard to do anything. We have today about 75 people users and 100 total users, including APIs and integrations. So the first thing that we did is we have a different user enroll for each of those users. And then training is a big part where we go through and train people on every section of Marketo, design studio, database, marketing activities, and just making sure that they understand what each of those sections do and especially what they鈥檙e doing for their role. So how I use Marketo is completely different than one of our campaign managers or our email team is using. So trying to structure the training to hit on all of those tasks, but also a global understanding of what we鈥檙e doing at Marketo. So we have a couple of different options that we use. We have an email alias. It鈥檚 marketo at palatonetworks.com. So that goes to our Marketo admin team. We also have our own community page within marketing ops where you can go and ask a question and someone on our team can answer it. Anybody that has access to Marketo has access to this community page where they can answer or ask questions as they need. The most important thing that I wish we would have done a little stricter was to look at all of the fields that we have in Salesforce and what we鈥檙e syncing across into Marketo. A lot of Salesforce instances are very messy, very old. So they鈥檙e going to have a ton of fields that you will never need in Marketo. So going through and working with sales ops and IT, making sure that these fields are really what we need in Marketo, I would say that鈥檚 definitely helpful to do before you鈥檙e implementing Marketo at all. We use the help of Marketo Professional Services as well as other partners in the Marketo ecosystem that kind of help us get to that next level. And then it really depends on what the business needs. So if your business is really pushing towards ABM, the next step would be implementing Marketo ABM. If your business doesn鈥檛 do account-based marketing, which there鈥檚 definitely some that don鈥檛, maybe real-time personalization is a way to go. So it really depends on what the business needs at that point and helping those needs. I would say double and triple check everything, especially if you鈥檙e just getting into Marketo, starting to use some of the features of Marketo. If you鈥檙e setting up a smart list that you鈥檙e emailing 100,000 people, go through a QA process and make sure that the links are working, the unsubscribe link is working. That鈥檚 kind of the most important one for email compliance and just sending test emails.

What鈥檚 next?

Create a new implementation project plan and timeline. Below is a sample project timeline including sections for sample milestones, tasks, responsible teams, deadlines, and dependencies. Use it to streamline your Marketo Engage implementation journey and ensure a successful rollout across the organization.

You can also download the example for editing and tracking specific milestone tasks HERE.

Topic
Milestone
Status
Anticipated Date
Actual Date
Resources Needed
Use these general onboarding topics to organize the stages of your milestones.
Write out your specific milestone tasks.
What is the current status of your task?
What is the aniticipated completion date of this task?
When was this task actually completed?
What resources will you need to complete this task and which team(s) will you need them from?
Technical Setup
EXAMPLE - Install MunchkinID on the company website
Complete
9/5/24
9/12/24
Web Development team
EXAMPLE - Set up Domain Keys Identified Mail (DKIM) and 2 separate CNAMEs for deliverability and email tracking links.
Complete
9/15/24
9/18/24
Support and setup from the IT Team
51黑料不打烊 Admin Console & Admin Setup
EXAMPLE - Create Marketo Engage users and roles
Complete
8/27/24
9/15/24
Information from marketing teams on who needs access to Marketo Engage.
EXAMPLE - Create additional Marketo Engage Product Admin in 51黑料不打烊 Admin Console
Complete
8/27/24
9/15/24
Information from marketing operation team on who needs admin access to Marketo Engage.
EXAMPLE - Set up Support Administrators
Complete
8/27/24
9/15/24
Information from marketing operation team to confirm the main contacts for support. Support from System Admin to assign Support Admin users.
EXAMPLE - Define folder structure and naming conventions
Complete
9/7/24
9/12/24
Input from each team using Marketo Engage on program types and organization needs.
CRM Integration (if apply)
EXAMPLE - Determine field mapping prior to sync
In Progress
10/22/24
N/A
Support from CRM admin to understand available fields.
EXAMPLE - Conduct a data audit
In Progress
10/26/24
N/A
Support from CRM admin or budget.
Operational Program Build
EXAMPLE - Create program to standardize incoming data
Not Started
11/9/24
N/A
Support from the Sales Ops and CRM teams to determine a data management strategy.
EXAMPLE - Create an email subscription center
Not Started
11/19/24
N/A
Input from the marketing teams on content types and segmentation for mailing lists.
First Marketing Program Build
EXAMPLE - Set up basic email program
In Progress
11/12/24
N/A
Creative assets from digital team for emails and landing pages.
EXAMPLE - Create program for quarterly newsletter
Not Started
11/30/24
N/A
Content from marketing team for newsletter email and creative assets/content from the design team.
LaunchPoint Integration Setup
EXAMPLE - Create API only user and role
Not Started
11/23/24
Scope out the services needed for the new instance with the marketing teams.
EXAMPLE - Create a custom service for Google Ads
Not Started
12/7/24
Support from Web and Paid Media teams to authenticate Marketo Engage to access Google Ads.
User Training and Documentation
EXAMPLE - Create a governance guide for internal users
Not Started
12/2/24
N/A
Create a Marketo Engage governance team to build supporting governance documentation or budget to contract the governance project out.
EXAMPLE - Train 4 users and provide them with Standard Marketo User access
Not Started
12/13/24
N/A
Support from VP of Marketing to make trainings mandatory for access to Marketo Engage.
Go-Live
EXAMPLE - Send first newsletter
Not Started
12/9/24
N/A
Marketing Operations team to QA, schedule, and send.
EXAMPLE - Pull the first Email Performance Report.
Not Started
12/16/24
N/A
Marketing Operations team to QA, schedule, and send.
NOTE
Examples provided are not based on a real implementation timeline. Do not rely on these as a standard timeline for your onboarding with Marketo Engage, as every implementation is unique with different milestones and requirements according to your organization鈥檚 needs.

For hand-in-hand assistance in implementing and customizing your Marketo Engage for your instance, please contact the 51黑料不打烊 Account Team or reach out to .

Author

Amy Chiu {width="150"}

Amy Chiu, Adoption & Retention Marketing Manager, 51黑料不打烊

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