Every business relies on content to effectively market its products and services. Not having enough content because you're too slow to create it can be your downfall. Streamlining your content workflows enables employees to get more done in a single day. Instead of working on one piece of content, they can work on multiple pieces of content.
Think of your content workflow as an assembly line, with each person responsible for a single task. The content will build and build until you have a finished piece. Here are a few ways to streamline your content workflow to create better content faster:
Define clear roles and responsibilities
Clearly defining roles and responsibilities can help your team members understand what they should be working on and when. You may have an entire team of marketers who are used to wearing many hats. While their expertise is valuable, they don't need to work on several tasks at once. Instead, they should focus on a single task. Writers should write, designers should design, and so forth.
Clearly defining the roles and responsibilities in a team helps employees understand where they fit within the content creation process. Having clear expectations also helps managers understand their team members' roles so they can better manage various projects and tasks.
Implement an editorial calendar
Having an editorial is crucial for developing a better content workflow. If your team doesn't know what comes next, they won't be able to create any content. The editorial calendar tells them which pieces of content should be created and when, giving them a series of tasks to complete by a certain deadline.
One week, the team might be working on a blog post, and the next, a social media ad campaign. Once one person has finished their role in the blog, they can easily move on to the social media campaign to keep the assembly line moving smoothly.
Establish efficient communication channels
Effective and efficient communication is crucial when working with teams. One person must know when another one finishes their portion of a content project. A website developer won't know to add a new page to a website until the design is complete. If the designer doesn't notify them, it will never get published.
In addition, individuals within the content creation team might need information from others. A writer might need to collaborate with the SEO team to optimize content, while a designer might need to ensure their designs are possible in a certain situation.
Having efficient communication channels encourages individuals working on content to collaborate and quickly get the information they need.
Content project management tools can improve communication and collaboration efforts. A website developer won't know to begin working on developing a website until the design is finalized and approved. Whose responsibility is it to tell them they can begin the development process? While designers and developers often work closely together, the designer won't always know when their work is approved, especially if there's no proper communication between team members and leadership.
Project management tools can clear up the line of communication between members of the same team. You can add notifications, comments, and statuses to let other people know when they can begin their tasks.
A website designer won't know management has approved their designs until they see the status in the project management tool.
Automate repetitive tasks
Project management tools do something a regular pen-and-paper to-do list can't — enable you to automate some aspects of the workflow. Automation can help content marketing teams communicate more effectively to make sure everyone's goals are aligned.
You can set up automation to notify individuals when tasks are complete, telling them whether they need to keep working on the same content or move on to the next one in the content calendar.
Version control refers to the process of managing changes made within a piece of content or file. You can track an editor's changes to a piece of written content. When working on a single piece of content, you might have multiple drafts floating around, and managing all of them can be daunting if you're not using the right software and labeling each version correctly.
Collaboration tools can mitigate the risks of having multiple versions of the same piece of content because it automatically tracks changes. This way, everyone will always have access to the same up-to-date content.