Keeping everything organised can feel overwhelming with so many marketing tools, channels, and campaigns. 

That’s where a marketing systems map comes in - the blueprint keeps your marketing operations running smoothly, ensuring all the moving parts work together efficiently.

Without a structured system, even the best marketing strategy can fall apart due to poor organisation, inefficiencies, and disconnected tools. 

A marketing systems map helps you avoid these pitfalls by outlining how your tools, platforms, and processes fit together, making execution and optimisation much easier.

The is the next step after mapping your ideal customer journey.

Why You Need a Marketing Systems Map

A well-structured marketing system allows you to:

• Align your tools and platforms so they work together seamlessly.
• Reduce inefficiencies by eliminating manual work and duplicate efforts.
• Improve campaign tracking by ensuring all data flows to the right places.
• Scale your marketing efforts without chaos as your business grows.

Creating Your Marketing Systems Map: A 5-Step Process

Step 1: Audit Your Current Marketing Tools

Start by listing all the marketing tools and platforms you currently use. 

For example:

• CRM systems (e.g., HubSpot, Salesforce) for managing customer relationships.
• Email marketing platforms (e.g., Mailchimp, ActiveCampaign) for automated outreach.
• Social media management tools (e.g., Buffer, Hootsuite) for scheduling content.
• Content management systems (CMS) (e.g., WordPress, Contentful) for publishing blogs.
• Analytics platforms (e.g., Google Analytics, Mixpanel) for tracking performance.
• Advertising platforms (e.g., Google Ads, Facebook Ads Manager) for paid marketing.
• Project management tools (e.g., Asana, Trello) for keeping campaigns on track.

For each tool, note:

• What it does
• Who uses it
• What data does it collect
• Whether it integrates with your other platforms

Step 2: Map Information Flows

Once you know what tools you’re using, map out how data moves between them. 

Think about:

• Which systems need to share information?
• Where does customer data originate, and where should it go?
• What actions should trigger updates between platforms?

For example, if a potential client downloads a lead magnet, should that trigger an automatic email sequence? If a sales rep updates a contact in the CRM, should that sync with your email marketing tool?

Step 3: Identify Integration Gaps

Now, look for disconnects in your system. 

Common issues include:

• Manual data transfers slowing down workflows.
• Duplicate data entry causing errors and inefficiencies.
• Underutilised automation opportunities that could save time.

Example: A consultant spends hours each week manually moving lead data from their website form to their CRM. By integrating the two, they eliminate that step, freeing up time for higher-value activities.

Step 4: Design Your Ideal System

Now, sketch out how your ideal marketing system should work. 

Consider:

• Central data repositories (e.g., CRM) as the hub of all customer information.
• Automated workflows that move data between platforms.
• Reporting structures that make insights easy to access.

Imagine a cohesive ecosystem where every tool plays a defined role, all data is connected, and no information is lost between platforms.

Step 5: Prioritise & Implement Improvements

You don’t need to fix everything at once. Start with quick wins, then move to more complex changes. 

A phased approach might look like this:

• Quick wins: Connect CRM and email platform for automated lead nurturing.
• Critical improvements: Ensure analytics tools track key conversions accurately.
• Long-term enhancements: Set up advanced automation and data synchronisation.

Example: A Marketing Consultant's Systems Map

A marketing consultant runs a business where they generate leads through LinkedIn, offer free consultations, and follow up via email. Their marketing systems map could look like this:

• Lead Generation: LinkedIn posts drive traffic to a free consultation booking page.
• Data Capture: Form submissions automatically sync with their CRM.
• Follow-Up Emails: An email sequence is triggered to nurture leads.
• Sales Tracking: The CRM logs consultation outcomes and updates client status.
• Performance Insights: Analytics tools track which posts and emails convert best.

By structuring their system this way, they ensure that every action feeds seamlessly into the next step, eliminating wasted time and lost opportunities.

Example Marketing Systems Map

Tools & Resources for Marketing Systems Mapping

• Marketing Systems Map Example
• Recommended Automation Tools – Zapier, Make (formerly Integromat), HubSpot Workflows
• Best Tools for Visual Mapping – Miro, Lucidchart, Whimsical, Canva

Your Next Steps

A marketing systems map isn’t just a “nice-to-have" - it’s the backbone of a well-run business. When your tools, processes, and data work together, you can focus on strategy and execution rather than constantly troubleshooting your setup.

Start mapping your current tools and connections - you’ll likely spot some quick fixes immediately.

Get expert help with a FREE Business Growth Audit to start optimising your marketing operations.

Kase Dean is a Business Growth Consultant and Strategic Marketing Expert with over 14 years of experience helping service-based business owners, consultants, and agencies scale their businesses sustainably. 

As the founder of ASN Startup™, he provides structured growth systems that help entrepreneurs move beyond unpredictable revenue, step into leadership, and build scalable, profitable businesses.

Kase specialises in marketing strategy, pricing and revenue models, sales systems, and leadership development, empowering business owners to create predictable growth without burnout. 

His expertise has helped countless professionals streamline their marketing, automate client acquisition, and position themselves as industry leaders.

When he’s not working with clients, Kase shares insightful strategies on business growth, marketing automation, and leadership through his writing, workshops, and coaching programs.

Want to work with Kase? Book a Free Business Growth Audit to get expert guidance on scaling your business with clarity and confidence.

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Attract Sell Nurture and ASN are trading names of Kase Dean Limited. Kase Dean Limited is registered in England and Wales, company number 11675593. Registered office: 86-90 Paul Street, London, EC2A 4NE.