Are you looking for a content workflow that will assist you in creating consistent content for your online business? If so, it's time to organize your content workflow to maximize your time. Give these five steps to efficiently organize your content workflow to maximize your profits. 

A workflow helps you create and promote content that draws your ideal leads and clients into your sales funnel. From brainstorming ideas to analyzing results, discover how a well-organized content workflow can lead to greater success and less stress.

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Step One: Brainstorming Content Ideas

It's time for a little brainstorming for your content. First things first, let's chat about your ideal client.

When brainstorming content ideas for your business, it is important to understand your ideal client truly. I know, I know, you’ve more than likely heard this before. Think about the real struggles and challenges they're facing. What are they looking to solve? This is your key to either connecting with them or repealing them and sending them on their way. When you try and talk to everyone, what ends up happening is you talk to no one. 

Do you have a good understanding of the pain points and struggles they are actively looking to solve in their business? Put yourself in her shoes – what's troubling her these days? What are those little problems that keep showing up time and time again in her business? What is stressing her out? What is she hoping to solve in her business? What keeps her up at night? 

Are you stuck? No worries; one way to go about coming up with content ideas is to determine your content pillars or content buckets. Content pillars are the broader subjects that your content falls under. 

If you’re visual, think of the structure of an organizational chart in a business with the departments and people under each department. 

The core content topics sit at the top, and under those are very specific topics. Aim for about 4-6 of these pillars to keep things fresh and focused. 

Once you have your pillars or buckets, begin to brainstorm how, what, and why for each content pillar.

Content Pillar Example

Here’s an example of possible content pillars for a life coach specializing in weight loss for women who are focusing on shedding those last few pounds. 

You can brainstorm ideas more easily when you have well-defined core content pillars. It is important that these pillars address key areas of interest and concern for your ideal audience that are in line with your offer. 

Here are six content pillars for our life coach: 

1. Healthy Eating Habits: Focus on nutrition and balanced eating. Discuss tips for making healthier food choices, understanding portion control, and debunking diet myths. Include simple, nutritious recipes and meal-planning ideas.
2. Exercise and Fitness: Cover effective, manageable exercise routines suitable for busy schedules. Emphasize the importance of regular physical activity, different types of workouts (like HIIT, yoga, strength training), and how to stay motivated.
3. Mindset and Motivation: Address the psychological aspects of weight loss. Topics could include setting realistic goals, overcoming mental barriers to weight loss, maintaining motivation, and cultivating a positive body image.
4. Lifestyle Management: Explore how daily habits and routines impact weight loss. This could include sleep hygiene, stress management techniques, balancing work-life commitments, and creating a supportive environment for healthy living.
5. Weight Loss Plateaus and Challenges: Provide advice and strategies for dealing with common weight loss challenges, including plateaus. Offer insights into why weight loss might slow down and how to overcome these hurdles effectively.
6. Success Stories and Testimonials: Share inspiring stories and testimonials from clients who have successfully lost weight. This provides motivation and builds trust and credibility in your coaching methods.

Each of these pillars can be expanded into a variety of topics. These content buckets address the key areas of interest and concern for women looking to lose those last few pounds, providing a holistic approach to weight loss and healthy living.

Is that helpful? 

Step Three: Creating the Content

Creating content for your online business can be daunting. Knowing how to structure and write effective content is key to success. I speak from the perspective of an overthinker when it comes to creating content.
The following steps are helpful to avoid spending 8 hours writing a single blog post. Yes, that is how long it would take me in the beginning. I anguished over each blog post.

Outline Your Content Structure:

To ensure all of the points you wish to make are included in the piece, it's important to outline what you want to cover before you begin writing.

Start by writing out an exhaustive list of all the points you want to make sure to cover. This can be done either on paper or my new favorite way: to use Mind Meister and move points around in the outline.

All of your main points will become the subheading or talking points within the content.

You need an outline to stay on track while creating content, whether it's for a blog post or a podcast. Otherwise, you’ll find yourself chasing squirrels. Or maybe that’s just me. 🤷‍♀️

In other words, it will help your reader decide if they want to read your blog post or move on with their day. If you've ever scrolled to the bottom or scanned the headlines on a page looking for the one that captured your attention, you know what I mean.

Once you have a clear outline, begin filling each section with all the knowledge you’d like to share.  Now, this is important: Write in an active voice and use natural language processing (NLP) to aid in your SEO and Readability score. Yoast has a real-time content analysis tool; check it out here: https://yoast.com/research/real-time-content-analysis/

You might be wondering what the heck NLP is, but it helps you improve search engine optimization (SEO), which increases organic traffic to your website or blog post.

After writing all of your content pieces, it is time to edit and proofread them before publishing. You can do this easily by using a screen reader to have it read to you. I do this, and my husband does this with everything he writes.

Check for typos or grammar mistakes that may have been overlooked during the initial creation stages. That’s why Grammarly has been one of my favorite tools I use in my business since it was founded in 2016.

Additionally, take some time looking over each sentence, making sure there isn't any unnecessary fluff added anywhere. I’m guessing you’ve noticed that while I try for simple, clear, concise, yet informative sentences, I tend to over-explain. One other point about sentences: the length should be under 20 words to help with your readability score.

Optimizing for search engines can help increase visibility to potential clients, which is essential for maximizing profits. By strategically incorporating keywords, utilizing internal and external links, and optimizing images with alt text and videos for SEO purposes, you will be able to maximize the effectiveness of your content workflow.

Step Four: Publishing and Promoting Your Content

If you want your organic content to be seen, you'll need a workflow in place to enable you to share it consistently.

Do you know the go-to platforms for your ideal client? Do they sit and binge-watch YouTube videos? Or do they always have a podcast playing while they are running the kiddos around from activity to activity?

You’ll want your go-to platform to be the place where your ideal client goes to consume information or content.

To prevent content creation burnout, consider one main platform, such as a podcast or YouTube, that can be repurposed into an SEO-optimized blog post for discoverability. 

Send an email to your list the day your content goes live to encourage them to visit your corresponding blog post, which contains links to either the podcast or YouTube. Experience with different forms of content to your list to see what receives the best open and click-through rates.

Pick one social media platform to promote your content. What will be your social platform of choice?

Again, this must be the one that your ideal client hangs out on. I’m sure you already know, but these are social media sites like Pinterest, Facebook, X, Threads, Instagram, and LinkedIn.

Utilize social media platforms to advertise your content by leveraging their influence and reach. Take advantage of what the social media algorithm is promoting at the moment, which is probably some sort of short-form video.

Each platform has different organic promotion techniques; ensure you’re using the right one.

Post engaging articles with links back directly to new content so readers can easily access it without having to search online too much. Adding a QR Code to your image that users can scan is a simple way to do this.

For all my fellow Pinterest users out there, make sure you use keywords in your headline and pin description to help optimize your visibility and reach more people with your message.

By leveraging your primary platform and repurposing this content to social media, you can effectively organize your content workflow to maximize profits.

Step Five: Analyzing Results and Refining Workflow Processes

An essential aspect of improving workflow processes is analyzing the performance metrics of published content. All too often, this is a piece that is overlooked.

By keeping track of metrics such as views, clicks, and user interaction, we can identify improvement areas. By studying these analytics, small online business owners can adjust their strategies accordingly to optimize their workflow for maximum efficiency.

When tracking performance metrics, it’s important to consider all aspects of a successful content marketing campaign—from creating high-quality content that resonates with ideal clients to managing social media posts and email marketing efficiently.

Tracking your metrics will give you a road map on what content to expand upon when creating your next content calendar.

Efficiently organize your content workflow to maximize profits by scheduling time to look at your results. Once you have this valuable information, invest time into updating your workflow processes for easy content creation—from idea generation to post-production.

Ask yourself: “What can I do to improve the efficiency of my workflow?”

What is working? What is not working? Is anything in the workflow causing a bottleneck?

After you’ve gone through the workflow, look at all the tasks you have to finish. After that, figure out which can be automated to make your workflow more efficient. Automating certain processes can save time and effort in the long run. 

Additionally, break down large projects into small tasks and prioritize them according to importance. This will help you focus on completing the most important tasks first while delegating or outsourcing less essential tasks as needed. 

Finally, take advantage of tools such as project management software to streamline communication between team members and ensure due dates are met efficiently.

What is the key purpose of organizing workflow?

The key purpose of organizing workflow is to ensure that tasks are completed efficiently and effectively. An organized process can lead to better utilization of resources, greater teamwork among remote team members, and smoother communication through the implementation of a system of steps. 

Organizing workflow can help reduce mistakes by making clear the tasks that need to be accomplished and how they should be done. Record yourself as the task is done and save it in our workflow template.

Ultimately, an organized workflow can lead to increased productivity and success for any small business owner.

What is content workflow management?

Content workflow management is the process of planning, organizing, and optimizing content creation. Identifying the necessary content, its creator, and how it should be distributed are all part of content workflow management. 

Content workflow management also includes tracking progress against goals and measuring performance over time to ensure that objectives are being met efficiently. By managing workflows for content creation, businesses can streamline their processes and improve overall productivity.