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.

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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Oh my goodness, you guys! I've got another question to answer for you week. In this episode, we're diving into what I believe are the top five organic content workflows every business owner should have. Think of these as the bread and butter—or maybe the sourdough and butter, because who doesn't love some good sourdough?—of content management. Trust me, these are game-changers. And the best part? I've got quick daily steps that you can take in under 10 minutes to make these workflows work for you.

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.