Content Workflow Template: Why You Should Have and Use One

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Content marketing without a content marketing workflow is like going on a first time road trip without a roadmap.

Everybody has an idea of where you came from and where you’re going, but what nobody knows is how to get there.

You may not realize it, but you write a lot of things down, and you’re more organized than you think.

Look at your shopping lists, diaries, those sticky notes on your fridge and those “note to self” scattered on surfaces around your home or office—that’s all the proof you need.

What if you brought the same organization to your content marketing strategy?

Why You Should Get On The Content Workflow Train

Organizing content ideators to come up with an idea, content writers to write it, and proofreaders to refine it seems like something you can do from a beach. 

Just like sneezing with your eyes open, the first time you heard the creation process, you must have thought to yourself “piece of cake.”

A few nearly missed deadlines later, you realized that doing all these for dozens of people, different types of media channels, and a bunch of looming deadlines is an uphill climb. 

That’s enough sneezing for now. Some of these benefits include:

  • More productive teams
  • More cost savings
  • Happier and empowered team members
  • Fewer missed deadlines

More Productive Teams

Did you know that it takes employees 23 minutes to get back on a task after distractions? That’s a lot of time for all distractions in a day.

A productive workflow means your entire team gets to spend less time on organization, fixing errors, repeating work, and clarification. 

This translates to more time on productive aspects of your content strategy such as content creation and content production.

More Cost Savings

Financing an entire marketing team may be the most expensive part of a marketing strategy. A content workflow template together with time management saves time and work hours in the process.

A few work hours here and there eventually adds up to a significant amount that you can invest in more productive technology for your teams.

Happier and Empowered Team Members

The greatest asset in your digital marketing strategy is not your budget or technology, but your marketers.

Happy and more empowered marketers, like those with strategic workflow plans, are more productive and engaged than burnt out teams.

Fewer Missed Deadlines

Last but not least, you get fewer missed deadlines and happier clients. Client-marketer trust comes in handy for receiving recurring tasks and more funding to your content marketing teams.

Where Do You Start?

It’s never too late to streamline your creative workflows. Subsequently, you can begin from anywhere and this blog is a pretty good start for the ultimate content creation process.

Some of these tips are more straightforward while others are more demanding. Either way, each will play a role in transforming your content marketing strategy:

Setting Realistic Goals and Deadlines

One of the best productivity tools is coming up with more flexible deadlines. Unrealistic teams only lead to demotivated teams, substandard quality, and workplace stress and depression.

Your goals should be:

  • Specific: upbeat tone, educational content, dull color palette 
  • Measurable: 9 blogs, clearscope score of A, 1500 words
  • Achievable: It should be something your team has done before
  • Realistic: Don’t write a script for the next “Mission Impossible” franchise
  • Timely: 9 o’clock Monday instead of ASAP

Moving To Task Based Progress Tracking

Moving to task-based progress tracking just means moving to a more defined procedure for tracking your team’s progress.

Many teams use progress checkers, which outline the tasks and enable the stakeholders to click on the checker once they finish the task and it is shared in real-time.

Instead of using checkers like “pending,” “done,” “in progress,” and “urgently needed” for your team’s content marketing, you get to use more definitive task-based tracking.

These include checkers such as:

  • Outline the content ideas
  • Write the content marketing blog
  • Review the social media blog
  • Edit the new content
  • Approve the social media content
  • Publish the podcast

Optimize Your Team’s Work Times

Your team’s productivity is not consistent throughout the week or day. Just by the way people move, anybody can tell the difference between Monday mornings and Friday evenings.

For your workflow template,  content creation and intensive content research should probably be in the mornings when your teams are in a productive state of mind.

You can have the afternoons for editing and the evenings for proofreading and brainstorming content strategies. Fridays can be for social media posts and other less demanding tasks.

Adopting Agile methodologies

According to 67% of employees, spending too much time on meetings distracts them. This stat is one more reason for your marketing strategy to adopt agile methodologies.

An agile strategy will allow you to cut the amount of time for almost all your marketing processes while obtaining the same results. Consider:

  • Adopting agile tools like Kanban boards and Gannt charts
  • Embracing continuous evaluation instead of final evaluation
  • Holding brief daily standup meetings instead of weekly 3-hour meetings
  • Having small integrated teams handling each type of content

Steps For Your Next Content Marketing Workflow Template

Your project management strategy will vary from one business process to another. However, having an actionable workflow template will go a long way to achieving your content marketing goals.

1. Laying The Content Marketing Groundwork

Surprises may be good for birthdays and engagements, but they’re the last thing you want in your content marketing.

That’s why before you start this process, all team members must be on the same page and approve the project. At this stage, you can hold meeting to discuss:

  • The scope of the content marketing project
  • The feasibility of the project
  • The due dates, deadlines, and requirements
  • Any issues or bottlenecks that may pop up in the future

Once everybody has a rough idea of the project, you can then resume building the framework.

2. Define The Actual Content Processes

The content processes for coming up with a blog differ from those of coming up with a social media post or a podcast.

To avoid future surprises and hiccups, your team must come up with a list of all tasks that they will require to bring the content marketing idea to life. These tasks will include:

  • Content ideation and creation
  • SEO and keyword research for blogs 
  • Iterative content approval and review
  • Automation of certain tasks
  • Brainstorming for the content ideas
  • Graphic design and infographics

3. Role Assignment For The Content Marketing Processes

After coming up with the necessary tasks for the successful completion of the project, it’s now time to distribute the pieces of pie.

Every member’s role assignment should depend on that person’s strengths. True to this, numbers show that employees are six times more likely to engage in a job when they utilize their strengths.

4. Assembling The Content Creation Tools

Who knows what all the necessary content marketing tools are for each piece of content? To make this easier, democratize the process. 

Have all the team members come up with the resources that they need to bring their projects to completion. Oh, and also add the metrics for measuring progress:

  • The content writer’s stack will have tools like Grammarly and Copyscape
  • The content ideation marketer’s stack will have trend tracking tools like BuzzSumo and Hashtagify
  • The content editor or the supervisor will require an editorial calendar template and a content calendar
  • The social media manager will require tools like Twitter analytics, Feedly, and access to all social media platforms

5. Scheduling The Marketing Campaign Steps

After the content creation tools, you need to come up with a timeline for the complete marketing process.

Now that you’ve divided the entire process into small tasks, your workflow management template should assign small deadlines for each task.

Basically, your deadlines should:

  • Consider your team’s productive capacity
  • Incorporate unexpected things like edits in the timeline 
  • Ensure that each piece of content has its separate deadline

6. Coming Up With Necessary KPIs

For many marketing teams, marketing feels like chasing a mirage. There’s no sense of achievement, no progress notification, and nothing that tells them they’re moving in the right direction.

That explains the whooping 70% of employees feel disengaged from their work across industries.

Metrics can help you change this precedent, and they should be part of your content marketing workflow template.

Among other things, metrics will enable you and your team to measure progress and create a sense of achievement and pride at the same time.

7. Laying Out The Iterative Approval Process

For most content marketing strategies, review and approval is a distant process marketer’s should worry about towards the tail end.

Not in your strategy.

Approval processes should be iterative and happen repeatedly throughout your creative process. 

The horrors of having to repeat a project because of an error made in its early stages need no introduction.

Your creative process should have an approval workflow strategy after every single task from the beginning to the end. It saves time and money.

8. Coming Up With A Progress Notification Strategy

All your metrics, project management, and approval process should culminate in an effective notification strategy.

For those with software like Welcome, project notification comes inbuilt. For those who aren’t lucky enough, a notification strategy will go a long way to save time and money.

Where To Go From Here

There are many paths to effective content workflow templates, Welcome is probably the best of them.

Our software management will automate your template creation, notification, tool searching and bring your content planning process under one dashboard. Ready to give it a try? Get started with a free Welcome account today

Done reading and ready to try Welcome?

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