Handbook: Update webinar and socials sections

src/handbook/marketing/social-media.md

@@ -12,7 +12,7 @@ Each content type has channels which are appropriate, this table sets out which
 |Release Post         |*        |*        |         |*       |       |*             |*                 |
 |Product updates      |*        |*        |         |        |*      |*             |*                 |
 |Curated content      |*        |*        |         |        |       |              |                  |
-|Events               |*        |*        |         |*       |*      |*             |*                 |
+|Events               |*        |*        |*        |*       |*      |*             |*                 |
 |Short videos         |*        |*        |*        |        |       |              |                  |
 |Long format videos   |         |*        |*        |        |       |              |                  |
 |Downloadable content |*        |*        |         |*       |       |*             |                  |
@@ -70,12 +70,9 @@ Each content type has channels which are appropriate, this table sets out which
 #### Planning and posting
 
 - We'll plan **two weeks ahead**, to give us time to prepare content and the associated materials.
-- We'll keep the planning on our [HubSpot social calendar](https://app-eu1.hubspot.com/social/26586079/manage/calendar).
-    - There are placeholder posts in the form of drafts.
-    - Clone them to be able to create a new post adressed to all social channels at once.
-    - The draft includes the type of content to be shared on the given date and time, and structure recomendations for the description.
-    - When posting content on Facebook, always share to the relevant groups too.
-    - We'll add a placeholder for Youtube, but this needs to be shared from the Youtube platform and not HubSpot.
+- We'll keep the planning on our [Social Content Calendar project in Asana](https://app.asana.com/1/1213818720452348/project/1214069528696432/calendar/1214069573785519) and handle scheduling through the [HubSpot social calendar](https://app-eu1.hubspot.com/social/26586079/manage/calendar).
+    - Each assignee will get reminders to post in the `#social-post-reminders` Slack channel starting two days before the scheduled date and continuing until one day after if it hasn’t been scheduled.
+    - Make sure to mark the Asana task as done once the post is scheduled. Otherwise, you’ll keep getting reminders, or it will show up as a missed deadline.
 - **Posting hours:** Aligned with USA Eastern Time before work hours and during lunch, aiming to coincide with Germany's lunch and after work hours.
     - USA before work (6:00 am EDT - 12 pm CEST).
     - USA lunch hours (11:30 am EDT -  5:30 pm CEST).
@@ -95,7 +92,9 @@ Each content type has channels which are appropriate, this table sets out which
 - Hashtags, ideally three.
 - Link to article / website.
     - In HubSpot, delete the link from the "Add media" section to keep full-size image.
-- If you're attaching a video to the post, click the “Edit Thumbnail” button and choose a frame from the video or select/upload an image that better reflects what the content is about. Otherwise, the first frame of the video will be used by default.
+- If you're attaching a video to the post:
+    - Click the “Edit Thumbnail” button and choose a frame from the video or select/upload an image that better reflects what the content is about. Otherwise, the first frame of the video will be used by default.
+    - If the attachment is a clip and the content links to the full version, prioritize website URLs over other channels like YouTube. Only use those when the full video isn’t available on the website.
 - Select the corresponding campaign if applicable.
 
 ##### New Hire

src/handbook/marketing/webinars.md

@@ -23,8 +23,11 @@ The following are the steps to produce a montly webinar.
         * A draft title and abstract using [this template](https://docs.google.com/document/d/1Ovh-X87OW5uFFFQXlCob3KMoLybLhL1h3qKLLyIe9FY/edit?usp=sharing) (please duplicate the document and save it in the corresponding folder before sharing it with the speaker), focusing on the use of FlowFuse. The host then reviews it to ensure it aligns with our messaging.
             - Set the deadline for all the above to the week before the previous webinar to ensure we have a defined title by the day of the previous session, so it can be promoted during it and in follow-up emails.
             - If the speaker is unable to commit to this timeline, or does not meet the deadline, the session should be rescheduled for the following month. In that case, an internal webinar should be planned instead.
+        * A recording of a [promo video](#promo-video), linking to the referred handbook section for details on format and script.
+            - Set the deadline to two weeks before the session.
         * Slides for the presentation using [our template](/handbook/design/branding/#presentations). Create a copy and and save it in the corresponding folder before sharing it with the speaker.
             - Set the deadline to the week before the session so it can be reviewed during the dry run.
+        * A list of channels where they could support the event promotion, this would lead to a conversation about joint promotion.
    1. When there's a demo involved, provide the speaker with a non-trial FlowFuse account so they can work on it with an official account
    1. [Create a webinar page](#creating-a-webinar-page) for the website
    1. Create a Zoom webinar page
@@ -51,7 +54,7 @@ The following are the steps to produce a montly webinar.
         * Under **Service > Feedback Surveys**, you'll find the latest one called *‘Webinar Survey - [<month> <year>]’*.  
         * Clone it, update the survey name to match the month and year of the upcoming webinar, and update the header to match the webinar's name.  
         * Publish the survey and copy the shareable link.  
-        * Under **Automations > Workflows**, you'll need to update two workflows: *‘Contact Us Request’* and *‘New Contact Us Form Completion - MQLs’*. In both workflows, you need to update the trigger enrollment for contacts.  
+        * Under **Automations > Workflows**, look for *‘New Contact Us Form Completion - MQLs’*. You'll need to update the trigger enrollment for contacts in that workflow
         * Look for the group with the criteria: *‘Contact is associated to: Any Feedback submission’* and update the survey name to the one you just created.  
         * Save the change and when it asks *'Do you want to enroll existing contacts?'* click on the button that says **'Save and don't enroll existing contacts'**. You should pay close attention to this step, because if you choose the other option, all of the contacts that have ever requested to be contacted will re-enroll and sales will get notifications and tasks to contact all of them again.  
         * Go to **Zoom**, and in the **Webinars** section, under **Survey**, choose *'Use a 3rd party survey'* and paste the shareable link you obtained when the survey was published.