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How to speed up your team’s content creation process

Collecting and organizing content with your client can sometimes be a daunting task, especially with multiple stakeholders involved. However, as the project manager, it’s crucial to ensure a smooth content collection process that doesn’t become a bottleneck.

Provide Guidance

Educate the client about the importance of content and its impact on the website’s success. Offer clear guidelines, templates, and examples to help them understand the desired format, length, and tone of the content. Providing guidance ensures that the client’s content aligns with their brand and effectively communicates their message.

Identify the Key Stakeholders

To facilitate a smooth content collection process, identify the key stakeholders involved in the content writing and approval process. Determine the project manager on the client’s side, who will be responsible for creating content (whether it’s the client, you, or a copywriter), and agree upon the decision-maker and final content approval deadline. This clarity in roles and responsibilities helps streamline communication and decision-making.

Establish a Centralized Hub for Collaboration

Organizational efficiency is crucial for gathering content. To prevent versions and updates from getting lost, utilize an online platform that allows real-time collaboration and visibility of changes. Set up a centralized hub where all content, assets, and conversations can be stored. This ensures that everyone involved has access to the latest updates and maintains a clear understanding of the project’s progress.

Content Inventory

Request an inventory of existing content from the client, including text, images, videos, documents, and other relevant assets. Assess the quality and relevance of the existing content to determine what can be repurposed, updated, or discarded. Clearly communicate the requirements for content submission, providing specific instructions on formatting, labeling, and organization. Specify preferred file formats, image resolutions, and any technical considerations.

Content Mapping

Collaborate with the client to map out the content for each page or section of the website. Identify the key messages, calls-to-action, and target audience for each piece of content. This mapping exercise helps establish a clear structure and hierarchy for the website’s information architecture, ensuring a cohesive user experience.

Set deadlines and assignees

Tasks often go unfinished when there is ambiguity around responsibilities. Assign specific deadlines and responsibilities to individuals involved in the content collection process. Clearly communicate these deadlines and tasks to ensure progress and accountability. By doing so, each team member can focus on their assigned tasks without worrying about the overall project’s timeline and coordination.

Check-in Regularly

Maintain regular communication with the client throughout the content collection process. Schedule check-in meetings or calls to address any questions, provide feedback, and ensure progress is being made. Regular check-ins help maintain transparency and keep everyone aligned with project goals. Remember, gathering and organizing content with your client can be challenging, but with effective communication and the use of a content management system, you can simplify the process for everyone involved.


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