Do you ever feel like you're drowning in a sea of content tasks, unsure of what to tackle next? Trust me, you're not alone. Are you running on caffeine and dry shampoo? Or is that just me and my sister? Because I can totally relate. A chaotic content workflow can be a real headache, but here's the good news – it doesn't have to be that way.

Today, we will explore how to create a streamlined content creation process to simplify your workflow. Are you ready to reclaim your time and sanity? Well, grab your coffee because we're diving in.

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Why Streamlining Is Essential

Before we get into the “how-to” part, let's step back and understand why streamlining is essential. Having a streamlined content workflow is a game-changer for your business. It saves you time and ensures that you consistently produce high-quality content. Plus, it allows you to focus better and boost your overall productivity – and who doesn't want that?

If your days often feel like mine, a whirlwind of chaos, it's time to take control of your content creation process. Here's how you can start by looking at your current strategy or lack of procedure you have in place.

1. Evaluate Your Current Process

First things first, take a good look at your current content creation process. What's causing you to pull your hair out? Identify the areas that need improvement so you have a clear roadmap for streamlining.

Create a simple list – one column for “working” and another for “not working.” I like to fold a piece of paper and focus on one piece at a time. Do an exhaustive brain dump of everything in your current process. This will help you pinpoint areas for improvement.

 3. Embrace Batching Content

Batching content may become your new best friend. Instead of hopping from task to task, group similar activities together. If I attempt to do anything but write content, I will be all over the place. Though I enjoy writing, I enjoy watching YouTube videos on planning or organizing my house more. For me to focus on one thing, I must close all other tabs in my browser.

Designate specific days for different content creation tasks, like keyword research, brainstorming, outlining, writing, finding images, and scheduling social media posts. This keeps you focused and minimizes the need to switch between various software applications.

4. Leverage Tools and Software to Streamline Content Creation

Using tools and software is number four. There are a lot of great tools out there to streamline your content workflow.

Using Asana for task management will keep you organized, and you’ll never forget a step.

What are your thoughts on AI? How about using Chat GPT to brainstorm ideas for your content creation? I love to use Descript for my podcast editing. These are just a few examples.

SEO Research Tools:

Another excellent tool for your software when it comes to SEO is Ubersuggest. I love Ubersuggest. It is a perfect tool for keyword research. If you want people to be able to find your content, you’ll need to get aboard the SEO train.

I’ll be honest; I’ve mentioned how I initially looked for highly searched keywords. Why not? You want to use keywords that are search, am I right?

Well, I was wrong. Using keywords with a ton of traffic would not get me traffic to my website.  I needed to find keywords that had low competition but were still relevant. Ubersuggest was perfect for this. It gave me a list of keywords with low competition and high traffic. Or at least a bit of traffic, which is more than zero.

If your keyword research means looking for the keyword with the most traffic, You may want to use Ubersuggest. It will provide keyword suggestions, allowing you to appear on the first page of Google search results. We both know that’s where it is at.

SEMrush is a tool that I use with one of my content clients. The price tag is a bit much for a new business owner, but they allow you to use their content writing tool for free a few times. It lets you get your feet wet with understanding how to write for SEO and readability.

5. Delegate and Outsource:

While this isn’t a software tool, you must delegate and outsource to streamline content. You don't have to do it all by yourself. I’m sure I’m not the first business owner you’ll hear say this. I waited too long to onboard my first Content VA. While it allowed me to save money, it did not save time. Which, in the end, affects the bottom line of our businesses. You see, not outsourcing keeps me in the weeds of my business.

Do you know what else it did? It kept me safe; it told my brain that if we were doing something, we were growing. I was busy, but I was busy doing the wrong things. The tasks I was doing could be done by someone else. You see, instead of taking my own advice and looking at the dollars I could potentially bring into the business, I was more focused on the dollars going out of my business. Doing it myself only caused me to work longer and harder and earn less.

How can you prepare for onboarding later?

You want to ensure that your first team member is delegated tasks when you are ready to onboard them, right? Act like you have that team member starting in a month.

All my talk about content systems, processes, and workflows: begin implementing these if you’ve not done so already. Use a tool like Tango to create the step-by-step process.

If you create a checklist in project management software, your first team member will know exactly what to do and how to help.

What is something you can do to prepare? Make notes of all the tasks you will take off your plate. Consider what revenue-generating activity you can do in place of that soon-to-be outsourced task. You could create yourself a virtual assistant that will be able to have those tasks. Preparing in advance to onboard a team member makes the process easier for everyone involved.

And here's a bonus tip: once you've streamlined your content workflow, make it a habit to review and adjust it regularly. Remember, simpler is often better – keep your workflow straightforward and efficient.

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First Content Workflow: Long Form Content

What's the first workflow in the five organic content workflows we're diving into? Naturally, it's all about your long-form content, be it your podcast or blog post. I’m curious: have you tried the new Reese's animal crackers? Just kidding! But seriously, what wording do you use for your long-form content? Is it pillar content, core content, or your main content? I'm genuinely curious because everyone seems to have their own lingo.

Why is it important? Your long-form content is your chance to really connect with your ideal client. It's like having that heart-to-heart over coffee. But through your blog post or your podcast.

Quick Daily Action For Your First Content Workflow

Ready for a quick daily action to kickstart your workflow for long-form content? I recommend setting aside just 10 minutes to jot down the key steps involved in publishing your podcast or blog post. 

This simple exercise will help you establish your own workflow. If you're still figuring things out, no worries! Feel free to jot these steps down in your calendar blocks as you go. Remember, the more you focus on something, the better it gets, and you'll soon have a clear understanding of your process.

Second Content Workflow: Content Calendar

Moving on to the second workflow, you should consider content calendars in our five organic content workflows. Why are they so important? I've touched on this before, but it bears repeating. A content calendar acts like your content's personal assistant. It keeps you organized and ensures you're consistently putting your best foot forward. Moreover, it eliminates decision fatigue and the stress of not having content ready to post.

How do you go about creating a content calendar workflow? A good place to start is by looking at your idea bank. What content ideas have you already gathered? Alternatively, your initial step could be to lay out and color-code your posting schedule—deciding what to post, on which platform, and when. As a solo entrepreneur, don't spread yourself too thin by having too many platforms.

Quick Daily Action For Your Second Content Workflow

Ready for a quick five-minute action? Focus on outlining the various steps you take when creating your content calendar. Aim for small, repeatable steps that you can document. Whether you use Asana or another project management system, having these steps laid out will save you time and mental energy in the long run.

Quick Daily Action For Your Third Content Workflow

Here is your 10-minute quick win—to scroll through your social media feed. Add a post to your caption bank if it has done exceptionally well. Remember, old posts can be gold; they can inspire new content. If you haven't started a caption bank yet, maybe that's your action item for the day. Incorporating these five content workflows, including one for short-form content, can make a world of difference in your content strategy.

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Fourth Content Workflow: Email Marketing

The fourth item on our list is email marketing. Email marketing allows you to connect with your ideal clients in a very personal way. Unlike your blog posts, emails allow you to offer exclusive tips and information. If someone has opted into your email list, they're special and deserve that extra touch in your communications. 

Now, let's talk workflow. Having a Google Docs template for your email marketing can be a game-changer. It should include your subject line, pre-text, and a general opening that sets the tone. This way, you're not starting from scratch every time you draft an email. 

Just like you have an idea bank for your blog, consider having one for your email marketing. This is where you store those exclusive tidbits you only share with your subscribers. So, when it's time to create new email content, simply consult your idea bank for inspiration. This could align with the content you've created that week or be something entirely different that resonates with you.

Quick Daily Action For Your Fourth Content Workflow

To make this workflow efficient, spend 10 minutes outlining the steps involved. Do you use images? If so, add “finding images” to your workflow. From selecting a topic and writing the email to scheduling it and even resending to those who didn't open it initially—each step is crucial.

By having a well-defined workflow for your email marketing, you ensure that you're consistently delivering value to your subscribers without missing a beat.

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Fourth Content Workflow: Email Marketing

So, rounding out our list of five organic content workflows is none other than repurposing content. Remember our chat about master posting a week or two ago?

Well, repurposing fits right into your five organic content workflows by taking that core or long-form content and breathing new life into it.

Here's the thing: you can find an older blog post and rewrite it, making it more relevant and compelling. The steps are virtually the same as when you're crafting new long-form content. You'll be rewriting, finding new images, and perhaps even recording a new podcast or YouTube video to accompany it. If your original piece was a podcast, why not transcript  the episode and create a blog post out of it? When you’re juggling everything, the goal of the business is to make things simple to accomplish.

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Quick Daily Action For Your Fifth Content Workflow

What's your daily action for the final piece of your five organic content workflows? It's straightforward. Spend some time outlining the steps you'd follow to refresh and republish older content. Start by creating a process to pick the older posts that need to be refreshed. What are the posts that are no longer relevant to your business? What are the posts that have low SEO or Readability Scores with your SEO plugin? This ensures you're always delivering value to your ideal clients without the need to start from scratch every single time.