How do you manage your business?

"i.e how do you know who is posting what for which client? I create a
marketing plan for each client and try to have 1 person who performs all
the tasks. Some of the tasks I can automate with software, so I'll have
that setup once each month. "

I am not really clear on the specifics of the tasks and different projects you are working on but I can suggest that you assign each project a code. If your client was "bills auto service" and it was the second campaign you would label each task "BAS02" and require your people to create daily reports and weekly reports that list what was done starting with that as a header for each task completed. Then when you have multiple projects it helps to quickly identify what is what.

I have been a project manager for years; though not necessarily with that title. I follow the methods and processes of PM and I run the risk of going super tech describing some of the processes. I don't know how the packages you are talking about work exactly as I use a few of the specific PM applications.

I think what you are trying to maintain is scope and many other items. One thing that is very useful in PM is to create a Work Breakdown Structure or WBS. This is based on a list of requirements you stated at the beginning of a project. Those are then estimated for time and cost. If you do not have a list of requirements that create a specific scope, then you are dealing with "creep" and time and cost start to get out of hand, and more tasks start showing up. There are of course tons of factors behind that, but in essence you should not have to wrestle your resources at all when it comes to tracking success and quality.

The point is that the software packages are great and all, but the actual concepts and ideas you set forth in the beginning are much more powerful; software is just a tool. A WBS is much like any outline, but it can be very complex in a good way.

So if your task is at a certain point in the project it's label might look like:

BAS02-A.1.4.3; which would tell you precisely where it was at and what it is suppose to be achieving, when and at what cost. If your resources do not meet the deadline or are forcing you to pay more attention to this item than necessary, you mark them up as having a good, neutral or bad influence on the project;which can be as easy as using (+/0/-).

Dealing with each aspect of a project can be just like a poker hand. It's a gamble, you are the only one making the call, and many times you will lose because you want something to happen that just is not actually going to happen. SO, sometimes you have to fold it and other times hold it; but you have to know that. Having a strict list of requirements on every task helps you to keep that vision and stop making management difficult on yourself.