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The Long-Awaited Content Workflow Management is Here


Is your content frequently late?

Do you have any issues having it assigned?

Is it common for it to become stuck in limbo?

If you’re nodding, it’s time to revamp your content workflow management. 

Before any content creators’ fingers strike keyboards, you need to outline your content workflow to keep your content team on track.

I’m sure you’re already thinking about and asking yourself, “What is content workflow?” What are the advantages? How can I put together a content workflow system that will help me reach my goals?

Relax! This article was written with you in mind, and I’ll address all of your questions.

First Things, First—What is a Content Workflow?

Content workflow is a structured set of actions that includes everything included in your content strategy and execution, from planning through publication and subsequent marketing.

Tasks like these are common in a content workflow:

  • Outlining
  • Writing
  • Reviewing
  • Editing
  • Approving
  • Publishing
  • Auditing 

A content workflow addresses all of your questions about how you want your content strategy to provide the desired results.

  • What is the purpose of this content?
  •   What kind of content do I want to put out there?
  •   What are my aims and goals for each content type?
  •  Who is in charge of what?
  •   What are the best channels to use?
  •    Which tools should I use?

Imagine how difficult it would be to manage a project with as many details as the one described above without a system in place.

I am not saying that you won’t be able to complete your work, but it would definitely be challenging.

Manage Multiple Projects Easily. Try ProofHub today!

Why is content workflow important?

We spend far too much time looking for the files we need to edit, post, design, and so on. We then go on to the next task.

And then we go through the same exasperating “procedure” all over again a few days later.

And that isn’t all. It occurs in every aspect of content creation, from work assignment to deadline setting to performance evaluation.

But what if we put that effort into improving the content workflow management process instead of focusing on those vexing tasks?

A content workflow management system is a tool or software that simplifies the procedures involved in creating a piece of content, from conception to conclusion.

Here’s what your team can do with a content workflow:

  • Divide the content creation process into achievable jobs
  • Determine the state of development for each piece of content 
  • The steps involved in receiving approval
  • Know who is in charge of each stage and when they are due

When it’s their turn, a defined content workflow informs individuals in all roles where the content is in the process and what they need to do to deliver what’s needed when it’s needed.

Let’s explore further! 

Benefits of Utilizing Content Workflow For Your Business 

Creating outstanding content is like preparing your favorite meal. You’ll need a recipe if you want to consistently achieve great results. Consider your content workflow to be your recipe for success.

In comparison to manual email collaboration, an effective content workflow management system offers the following benefits.

  • Content consistency: A content workflow management system aids in the design of regular processes and routines for all content generating jobs.

 You may establish a pattern for obtaining greatness while retaining your creativity. As a result, creating amazing content becomes a habit for you rather than a one-time affair.

  • Improved teamwork and collaboration: Using a workflow management system, your team may be more productive by communicating and collaborating more effectively.

Everyone on the team has a clear understanding of their function and the responsibilities that come with it.

  • Better content quality: A content workflow management system can help you design and document set processes for accomplishing a task, resulting in higher quality material.

Troubleshooting is considerably easy when a problem emerges. You can instantly pinpoint where the content production pipeline is falling short.

  • Allow for the automation of repeatable processes: You won’t be trapped writing emails, filling up a content calendar by hand, or replying to endless social media answers all day.

A content workflow management system aids in the organization of these activities, as well as the introduction of specific software to manage repeated tasks and procedures.

  • Improves other parts of content strategy: what happens after a flawless execution and your material is published? I hope you don’t believe that’s it?

You must promote your content, track results, and tweak content as needed for improved success.

Nothing is ignored or completed too quickly with a content workflow management system. Everything is given the time and attention it requires. As a result, high performance is guaranteed.

How To Set Up A Solid Content Workflow

Now’s the time to take action.  

Before we jump into action mode, remember that the workflow of content creation varies depending on the content type, the needs of the customer, and the channel of publishing. For instance, designing visuals for an Instagram campaign differs from writing a blog post for a company’s blog.

Despite the tiny changes, the overall pattern and flow are very similar.

Enough is enough. I feel you are now ready to take your workflow management to the next level.

Here are my top recommendations for companies and in-house teams using content management software to manage their workflow.

1. Document Everything

When it comes to content development, one of the first things I do is map out each step required to complete a task efficiently inside a business workflow.

The most critical things to get down first when documenting your workflows are particular specifics such as:           

  • Who is going to finish the project or task?
  • Are there going to be multiple task owners?
  • Are there any bottlenecks or interconnections between the owners to consider?
  • Are there any firm deadlines, and are iterations necessary?

But how can we know what happens to all of this data?

There are tons of benefits to developing content documentation within your content management software. It makes active work visible, displays previous updates, and makes every page easily accessible. You’ll never run out of ways to streamline your workflow once you start using automation and task connections to standardized procedures. This benefits the entire company, not just the content marketing team.

ProofHub creates a central spot for all of our content history and attributes by combining Table view and custom fields. When an article is updated, the task associated with it is updated to reflect that activity.

ProofHub enables you to produce custom reports and obtain comprehensive, exact, and up-to-date information on projects in terms of tasks, milestones, and tracked time.

You can add additional information about the tasks, such as a field for date, currency, numbers, or anything else important to your projects and workflow, and have the ability to manage more data on a single window.

Once you’ve documented all of your workflows, make sure your whole team has regular access to them so they can refer to any important information as they finish their portion of the process.

ProofHub's table view and Custom Fields: content workflow

ProofHub’s table view and Custom Fields make it simple for the whole team to manage and access tasks.

Don’t know where to begin?

Check out our tutorial on how to build custom fields or jump right into our blog to learn more.

2. Understand Dependencies

After you’ve started documenting your workflows with your team, think about the linkages and dependencies that exist between the tasks and the team members that do them.

Workflows can sometimes include a sequence of tasks that can be executed in practically any order, or at least in phases. Others need everything to be done in a specific order, with assets that must be “carried” from one phase to the next.

Creating a chain of different tasks connected together using dependencies enables you to indicate which tasks are happening when, by whom, and in what order. It’s crucial to any project-based and deliverable-oriented team (spoiler alert: if you don’t think your team has projects or deliverables, you’re wrong).

ProofHub’s Gantt charts let you define dependencies between multiple project tasks. You don’t have to go to each task and update the task dates if the first task is postponed in the case of dependent tasks. The first task drags all dependent tasks along with it. Setting task dependencies on a Gantt chart gives you a solid idea of what’s coming up.

monitor task progress: content workflow

Set task dependencies, monitor task progress, see resource workload, and improve planning. Find out how it works.

3. Conduct regular reviews and modifications.

As projects, plans, and team members change, you’ll need to update your workflow. While you don’t need to fine-tune and change your documentation for every minor detail, you don’t want it to become so outdated that your team members can’t use it as a reference.

It’s critical to audit, test, and renew your content on a regular basis in content marketing. It could be due to a drop in performance or because you’re preparing a site-wide sweep. I’m not recommending you abandon such efforts in favor of automation, but this can serve as a catch-all for monitoring your content’s performance.

Naturally, not all content is made equal.

You may not have to audit on a regular basis for constant articles. You can set a rule to prevent the automation from activating by adding a custom field or marking the task as “constant.”

All I’m saying is that a quarterly workflow audit, in which you and your team discuss current workflows and any needed updates, adjustments, or optimizations, is a fantastic goal to aim for.

4. Share your projects with both guests and the general public

Content management software can help you build a safe dotted line with people outside your organization, whether you’re managing clients or outsourcing work. Guest features and shared views can be used in a variety of ways in content marketing campaigns.

Here are two common scenarios for bringing external users and projects together.

  • Communicating your content marketing efforts to your customers

One of the most intangible aspects of a digital marketing plan is content. Even if your customers recognize the value of content, giving them clear visibility into what’s happening is still beneficial.

If you have dedicated Content project managers, you may already have an excellent structure in place to keep your clients informed. But, in my experience, even when you set out time for these updates, busy schedules and competing time zones make it difficult to maintain constant contact.

Project management software can assist you with part of this task. Your clients can check on ongoing efforts and progress at any moment by giving them access to project timelines or single task views.

Create a transparent work environment from the start of the project to the end. This establishes an additional layer of trust right away and allows you to devote more time to achieving your customer’s goals.

  • Organize your Outsourcing

Some of the best campaigns are the result of in-house and outsourced marketing. Without project management and collaboration tools, these teams would struggle to be as effective. Working with external content writers or a link-building firm and being able to connect with them through the same platform saves a lot of time and effort.

You can build a collaborative workplace with limited visibility into projects, similar to working with customers. You’ll still have access to all of the best project management software features while protecting critical company data.

5. Continue the Process

Keep going once you streamline your workflow! You’ll repeat the procedure as you add team members, tasks, projects, dependencies, and more until you have a fluid workflow for organizing your work. Adjusting and executing workflows will become second nature over time, and your team will be able to accomplish more with less resources.

We’ve already discussed the advantages of workflow management, but for companies with multiple projects running at the same time, there’s another method that will ensure you don’t miss a deadline.

Start using reliable content management software!

What Can Content Management Software Do for You?

There’s nothing like ditching your notebook and switching to an agile content workflow management solution to keep your work running smoothly.

Every project your team works on has a workflow, whether you recognize it or not.

A skilled manager will be able to organize and coordinate workflows so that team members stay on track and collaborate effectively.

That is what content management software accomplishes for you.

A content workflow management system can help you improve your performance, maximize your resources, and keep your team happy.

Naturally, with such important software, there are a plethora of solutions available. Here, we’ve broken down a few key components of effective content workflow management software so you can pick the one that’s right for you. Here’s what to look for, in no particular order:

1. Workflow automation

There’s no need to waste time on routine tasks like contacting all team members when a task is completed when those processes can be automated. Content workflow management software will not only provide automations, but will also enable you to fully customize your new processes to meet a variety of requirements.

A marketing content writer, for example, can submit a piece for approval and leverage automation to notify the editor that it’s ready for editing. Once the editor has completed their work, they can use automation to notify the writer as to whether the document needs more revisions or is ready to publish.

2. Real-time collaboration and communication

The program enables your team to cooperate and communicate in real time. This makes a significant difference for a growing team working on numerous projects. A content workflow management platform, rather than relying on endless email chains or regular Zoom sessions, may streamline communication and guarantee that everyone is on the same page.

Additionally, teams can tag peers on the project task itself using workflow management software, which offers greater context and removes the need for extra meetings.

Collaborate, coordinate, and connect with your team easily. Try ProofHub today. 

3. Multiple view options

 You may want to visualize your workflows and procedures in a to-do list from time to time. A Gantt chart is more appropriate at other times. Workflow management software allows users to choose the view that best suits their preferences. Teams can use numerous views at once and alter them on the fly with the most powerful workflow management solutions.

For example, if a marketing team collaborates with the support department to develop more customer-oriented collateral, they could set up a shared workspace to track progress. A Kanban board and a bar chart could be used by the marketing team to track which writers are taking which materials.

The support team may want a Gantt chart to track which customers to focus on, a list of existing materials and customer notes, and whether a support team member reached out to marketing to cooperate on the material. Both teams can access all views on the same board, and they can even use different views at the same time to gain a complete perspective of the project.

 Try ProofHub: Adopt Your Own Style

Content creation should not be a source of stress for you. It should be as effortless and pleasurable as possible.

There is no one-size-fits-all approach to content workflow management. Use configurable content management software to create methods that work best for your team. Above all, continue to optimize your workflow as if it were a content marketing campaign.

ProofHub has been used to handle different content marketing campaigns by thousands of people. Our goal is to increase global productivity at work.

Want to learn more about how this can be accomplished on our platform?

Start with our content management software for a flat charge and take us for a free everlasting test drive. Request a demo or start your free trial


 Nandini Sharma
Nandini Sharma

Nandini Sharma is the Assistant Marketing Manager at ProofHub - a powerful project management software loved by more than 85000+ teams and businesses worldwide. She brings unparalleled expertise in digital marketing through her years of experience in the field; especially when in the area of brand building, targeting a large audience and building strong connections with them. When not busy in creating winning marketing strategies, she can be found involved in art and craft activities.

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