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Where to Create a Workflow for Content Creation

Where to Create a Workflow for Content Creation

by | Content Creation, Planning-Organization-Productivity

Creating content for your blog, podcast, or YouTube channel can be difficult and time-consuming. Knowing where to create a workflow for content creation is key to streamlining the process. Workflows are an essential part of project management, allowing you to stay organized while making sure all tasks get done on time. When creating content, workflows offer many benefits, such as increased efficiency and improved communication between team members.

Let’s explore different types of workflows that can be used for content creation, how to choose the right tool, and some popular tools available today for creating workflows! So let's dive in and learn how we can develop a workflow that is customized to your needs.

What is a Workflow?

A workflow is a set of tasks and processes to complete a project. By knowing what steps to take next, you can improve your efficiency. What does that mean for you? No more wasted time figuring out the next thing to do in your business.

This will be a shocker as an online business owner using a workflow for content creation. A content workflow includes steps such as researching topics, writing drafts, editing drafts, publishing posts on your WordPress website, and promoting the post on social media platforms.

Using this type of workflow can save time by batching work when your research topics, writing drafts, creating social media posts, or batch recording, ensuring consistency across all your content pieces.

Are you a life coach? You may also benefit from creating workflows for your clients' progress-tracking process, which could include setting goals at the start of each session, evaluating progress throughout the coaching sessions, providing feedback after each session, reminders to follow up with clients via email, and finally evaluating overall results at the end of your time together.

You can easily track client progress over time with this type of workflow, saving you time from manually tracking every step. 

Workflows help online businesses to stay organized by allowing them to create templates for different types of projects. This will ensure that everyone involved knows exactly what needs to be done when working on a particular task or project.

For instance, if you were running a digital product store alongside your coaching business, you could create separate workflows for product launches.

Each step would be outlined in the workflow template. Allowing you to duplicate the template and tweaking to the current launch plan. Utizling workflow templates when launching a digital product without having to reinvent the wheel from scratch every time.

A workflow allows you to organize the process that helps streamline the creation of content, making it easier to manage and track progress. With its many benefits, creating a workflow for content creation can help save time and energy while increasing efficiency.

Benefits of Using Workflows for Content Creation

Workflows are an essential tool for any online business owner who creates content to connect with their audience. They provide a structure to the creative process, ensuring that tasks are completed in the correct order and on time. I'm guessing you do not love scrambling at the last minute because you forgot a key step in the process.

One of the primary benefits of using workflows is improved efficiency. By using workflows, you can make complex projects easier to manage by breaking them down into smaller tasks that can be completed faster and more accurately.

It helps meet deadlines without sacrificing quality. It also allows you to plan your next move rather than trying to do everything at once, which can cause mistakes or delays.

Another benefit of using workflows is to refine your process before you hire your first team member. It will help you to identify the areas that you'd like to outsource first and easily onboard them into your business.

In this way, you will be able to assign tasks and responsibilities clearly. This will ensure that your first hire knows what they need to do and when they need to do it. As a result, communication is easier and confusion over who should be doing what is reduced. It also encourages feedback from all parties involved so problems can be addressed quickly before they become bigger issues down the line.

Finally, workflows help improve accuracy by providing clear guidelines for each step of the process. This includes editing guidelines such as spelling checks, brand voice or style guides to keep your brand content consistent.

It ensures consistency between all pieces created by you and your team members.

Using workflows for content creation can save time and money while also improving the quality of your content.

Types of Workflows for Content Creation

The purpose of workflows is to streamline the content creation process and ensure that tasks are completed on time.

When it comes to creating content, there are several types of workflows that can be used.

Content Calendars:

A content calendar is a workflow tool to plan out your content strategy in advance. What products or services you'll be promoting is a key factor in your content calendar.

A clearly defined content calendar will allow you to organize your ideas, set deadlines for each task, and track progress over time.

With a content calendar, you will know exactly what you need to create on your next content creation batch day.

Task Management Systems:

An easy way to create templates that break down all the tasks is possible with task management systems. You'll be able to set reminders, due dates, and priority levels, as well as keep all the links in one place.

Project management systems are all designed to make sure nothing slips through the cracks during the content creation process.

Automated Publishing Tools:

By using automated publishing tools, you can schedule posts ahead of time, so they don't have to upload them manually.

You can set how often posts go out to stay consistent with your posting schedule without having to spend too much time on it every day.

Overall, workflows have many benefits when it comes to creating quality content quickly and efficiently. While still ensuring each step in the process is done – from planning out ideas right through to publication.

In short, workflow systems streamline your content creation process. They reduce potential errors or oversights along the way and ensure that all tasks have been completed before your content goes live.

Choosing the Right Workflow Tool

When it comes to choosing the right workflow tool for content creation, there are a few key factors to consider. It's important to consider the costs of the tool; you want to make sure that you're getting value for your money.

Ease of use is also important; look for tools that do not make you feel overwhelmed. There is a reason we have so many options. Just because a tool is good for your friend does not mean it will be good for you.

The best tool is always the one that you will use.

Scalability should also be taken into account; choose a tool that can grow with your business as needed. Integration with other tools is another consideration, as this can save time and effort when creating content across multiple platforms or applications. Finally, customer support options should be available in case any issues arise while using the tool.

The type of workflow tool you choose will depend on what kind of content you need to create and how complex your workflows are likely to become over time.

For basic tasks such as creating blog posts or scheduling social media updates, simple drag-and-drop editors may be the better option – they allow you to quickly build out your workflows without being overwhelmed. Plus, it will be easier on your creative brain.

Ultimately, the right choice depends on what works best for you. If you'd like help finding the right tools for you, set up a 30-minute mini-session, and we will figure out the best project management tool for you. I'll throw in a template to get you started.

Don't be scared to do a bit of trial and error. Many companies offer free plans to start with, so you can jump in and start playing around with the software.

Choosing the right workflow tool is essential to ensure your content creation process runs smoothly and efficiently.

Online Business Owners | Workflow For Content Creation

Popular Tools for Creating Workflows

There are a variety of tools available for creating workflows that can help you get the job done quickly and easily.

Trello: Trello is a popular workflow tool that allows users to create boards with lists, cards, and tasks. If sticky notes are your friend, this may be the right system for you. It’s easy to use and offers features such as assigning tasks, setting due dates, adding comments, and attaching files. You can also collaborate with other users in real time by sharing boards or inviting them to join your team.

Asana: Asana is another great option for creating workflows. This tool allows you to create projects, assign tasks and track progress all in one place. It also has powerful collaboration features like task dependencies. These features allow you to set up complex relationships between different tasks within a project so they can be completed in the right order automatically.

ClickUp: ClickUp is highly customizable, allowing users to create and configure their own workflows, views, and integrations with other tools. It is for users who like flexibility. I'd like to point out that due to its flexibility, it does have a learning curve. It can be used by teams of any size and across different industries, from software development to marketing and education.

MeisterTask: MeisterTask is a web-based task management and collaboration tool designed for individuals and teams of all sizes. One of the key features of MeisterTask is its Kanban-style project board, which allows users to visualize and track their tasks through different stages or workflows. This makes it easy to see the status of each task and move them along as they progress.

MeisterTask also offers a variety of task management features, such as due dates, checklists, and attachments. In addition, it has the ability to assign tasks to team members and set priorities.

Online Business Owners | Workflow For Content Creation

Wrap Up

Workflows allows you to streamline your processes, save time, and increase efficiency. When choosing the right workflow tool, it is important to consider your specific needs and budget. Popular tools for creating workflows include project management software such as Asana or Trello. No matter which option you choose, having a well-defined workflow in place will help you stay organized and get more done with less effort – making it easier than ever to create consistent content that resonates with your audience.

Digital Content Organization Made Simple for Online Business

Digital Content Organization Made Simple for Online Business

by | Planning-Organization-Productivity

Digital-Content-Organization-Blog-Miss-Task

Do you cringe at the thought of looking for digital files? I think you’ll agree with me when I say searching for digital files is very frustrating and time-consuming. Instead of wasting your valuable time searching for digital files, let’s instead set time aside for easy digital content organization. Come on; it will be fun. 

What is Digital Content

You may be wondering, may not but just in case, let’s cover what digital content is. 

All in all, digital content refers to any content available in a digital format; simple enough, am I right? 

I’m guessing your mind is rattling off all the different types of digital content that you have in our coaching business, all the files of articles, images, audio, video, and anything else you may have saved in the cloud. 

I think you’ll agree with me when I say digital content is very valuable to your coaching business. 

Digital Content Process

It’s funny, how many coaches I’ve seen struggle to find digital content in their coaching business. To the point that it’s one of the biggest challenges, they face when it comes to time consumption.

Often they didn’t anticipate how quickly their business would grow, having a good process put in place for the digital content organization wasn’t even a thought. 

All of a sudden, it because a huge problem trying to find digital content without having to search through many poorly named files. 

That’s why it doesn’t matter if your coaching business is just getting started. Having a digital content organization process is essential.

Strategies for Organizing Digital Content

There are a few different ways to organize digital content, depending on your needs and preferences. Here are a few strategies you might consider:

  1. Create a filing system: One simple way to organize digital content is to create a folder structure on your computer. You can create folders for different categories or projects and store your digital content in the appropriate folders.
  2. Use tagging or labeling: Tagging or labeling your digital content can make it easier to find and access later. For example, you might tag a photo with relevant keywords, such as “podcast episode (number)” or “client reference,” so that you can quickly find it when you search for those terms.
  3. Use cloud storage: Cloud storage services such as Google Drive, Dropbox, and OneDrive allow you to store and organize your digital content in the cloud, which means you can access it from any device with an internet connection.
  4. Use a note-taking app: Note-taking apps such as Evernote, OneNote and Notion (this is the one I use) allow you to create and organize notes, lists, and other digital content in a single place. These apps often include features such as tagging, search, and the ability to attach files and links to your notes.
  5. Use a task management system such as Asana to keep track of digital files are they relate to your projects. 
Digital-Content-Organization-Blog-Miss-Task

Here are some tips for organizing digital content:

  1. Create a folder structure: Create a hierarchy of folders to organize your files. For example, you could create a lead generation folder for all your lead magnets, blog posts, and podcasts and then create subfolders for different documents or media within that main folder. Here is an example of a lead generation folding system. 
    • Lead Generation
    • Lead Magnets
    • Core Content (i.e. blog, podcast)
    • Folders for each post or episode
    • Social Media
    • Content Planning
    • Website
    • Advertising
    • Testimonials
  2. Use descriptive and consistent file names: Make sure your file names accurately represent the content of your files. This will make it easier to find specific files when you need them. Here is an example of a naming system. 
    • Ep 001-Keyword
    • CC-23-01-Keyword ← This is my name for my weekly
    • core content. 
    • CC=Core Content
    • 23=Year Published
    • 01=Week In the Year it was published
    • Keyword=this is the target keyword for the post. 
  3. Use tags or labels: Use tags or labels to label your files with keywords or categories. This will make it easier to search for and find specific files later on. I label like this. 
    • LG=Lead Generation
    • CC=Core Content
    • YT=YouTube Content
    • CP=Content Planning
  4. Regularly review and clean up: Review your digital content and delete any unnecessary or outdated files. This will help you keep your digital space organized and reduce clutter. Schedule this annually. If you like to “Spring Clean,” do it then or at the end of the year to start the new year out fresh! 
  5. Use cloud storage: Consider using cloud storage to store and access your digital content. This will allow you to access your files from any device and make sharing files easier. Cloud storage is like Dropbox, Google Drive, or OneDrive.
  6. Use file synchronization tools: File synchronization tools like Dropbox, Google Drive, or OneDrive can help you keep your files organized across multiple devices. These tools automatically sync your files across all of your devices, so you can access the latest versions of your files no matter where you are.
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Little Side Note

Passwords another headache in your business? Use a password manager like LastPass to secure access to digital content and easily share passwords with your team members. No more searching for lost passwords.

I know that’s a lot to take in, but bear with me. This could be broken down into multiple chunks of time, or you can have it outsourced if you have the means. Digital files are the backbone of any online business. A good digital content process is necessary for the sanity of your team.

Thank you for your time. I appreciate you, and I hope you have a wonderful week. 

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4th Quarter Planning Tips for Entrepreneurs

4th Quarter Planning Tips for Entrepreneurs

by | Goals, Planning-Organization-Productivity

Drum roll, please; hello, quarter-four! Oh my goodness, quarterly planning is one of my favorite things to do. Let’s go ahead and step through these essential 4th Quarter planning tips and, of course, a 3rd quarter review! Why are these days so important for your online business? Because what you focus on improves. Taking a few hours each quarter to review and plan for the upcoming quarter will get you out of the trenches and help you focus on growing your business.

Here is the perfect opportunity to download my quarterly planner if you'd like. It will walk you through this!

Schedule Time For 4th Quarter Planning

It’s funny; after working with multiple creatives, you’d think the shock factor would wear off. At any rate, the shock factor never seems to go away when I realize that not everyone loves to sit down and plan. Who knew?

If this is you waving your hand in the air like you just don’t care, hear me now. Please block time on your calendar. As if that’s not enough, you’ll need to show up and do the work for your business and plan your fourth quarter.

Equally, you must set aside enough time to review the previous quarter and plan your next quarter.

At a minimum, block off two hours on your CEO day to get this done, preferably before the end of the quarter. However, this can be done at any 90 Day increment.

Copy and paste the link for this blog into your calendar event; just saying. (:

Set the tone for fourth-quarter planning.

Now that you’re sitting down to plan grab a cup of coffee, water, or your drink of choice. Also, have a timer handy you’ll want that. If you don’t have a timer, simply Google the word timer, and one will pop up in the browser. Easy peasy.

With fall in full swing, my diffuser has lovely fall scents from Plant Therapy. Not an affiliate link, just a product that I use and love. Running my diffuser while planning is another thing that I do to set a pleasant tone. https://www.planttherapy.com/seasonal

Limit your distractions.

Before beginning, turn off all the distractions because it's time to focus on your online business. Let me elaborate, turn off your notifications, put your phone in do not disturb mode, and close all but your needed applications and extra browser windows.

Close all the open tabs that do not relate to your 4th quarter planning.

Start with Reflection

Now, this is important for your quarterly review and planning. Begin reflecting on where you’ve been in the past quarter. You need to look back to look forward.

I can almost hear you thinking, what the heck do I reflect on? No problem, I’ve got you.

What worked really well?

What are the areas of improvement?

Umm, total feedback – not doing that again!

Woohoo, review your win jar (in case no one has told you lately, YOU’RE AMAZING, just sayin’).

Did you achieve your goals last quarter? If not, why?

Are you on track to hit your yearly goals?

Think back over the previous quarter, the last month, the current year, and the entire length of time as an online entrepreneur.

Let's set the timer for five minutes, maybe ten minutes, whatever works for you. Be sure to grab your journal or notebook and get to writing.

Do a brain dump.

Stay with me now, I want you to do a mind sweep and get all of your thoughts that are distracting you out on that paper.

To begin with, this provides for a clear mind while you’re planning.

With a mind sweep, it lets your brain know that all your thoughts are in a safe place and you don't need to worry about them while we're moving forward in the quarterly review, and your next quarter planning.

Michele Duwe from Miss Task 4th Quarter Planning for Online Entrepreneurs

Revisit Your Yealy Vision

Moving on with our review, what's your vision? Pull that out and read it.

What if you do not have a vision? Now seems like a perfect time to write one out.

Does your vision feel in alignment with you still? Do you feel like, oh, yeah, that's my vision!
That's exactly where I'm going.

Is your vision that you created when you first started your business, is that where you’re still headed as you've matured as a business owner?

Bottom line, does your vision still feel in alignment with you? Great.

Now, I want you to write out your vision, what are your three-year and one-year visions?

If it's the same, beautiful. Write it out exactly the same and step into your future self that already is living the vision of your business.

Pause and set your timer for about five minutes.

What is your vision for the next 90 days? Pause and spend time tapping into your vision of how the next 90 days will go in your business.

What are your goals?

What are the goals that you want to achieve for the next quarter, the next six months, the next year, whatever it is, you can achieve them!

This is where I really want you to focus. What is your goal for the next quarter?

Now, this is important, what do you want to accomplish in the next quarter that will push you towards your one-year goal?

Here’s what I mean, ask yourself if what you want to accomplish in the next quarter will directly impact your one-year goal. Therefore, pushing your business toward your vision.

If it does, in this case, good job!

However, if not ask yourself, why am I trying to accomplish this goal when it is not in alignment with my vision?

As a follow-up question, would achieving this goal make you feel like you’re living your good life?

Get that timer going! You may want a bit more time for this one.

The next thing, what do you want more of in your life and business?

For example, would you be on cloud nine if you were to do this every day in your life and business? What is it? What do you want more of in your life and business? That's going to make you feel like this feels wonderful.

Now, it’s important to know what you want to do less in your life and business. The problem is there are things that you're doing that you don't need to be doing that drain your energy.

What are those? Go ahead and write them out. Here’s why that’s essential those draining tasks will be the items we look at potentially outsourcing to somebody else that would not find it draining.

And the best part is it will preserve your energy for the things that only you can do in your business as an entrepreneur.

Those tasks that are draining your energy and focus need to get off your plate if you have any hopes of growing your business to six figures.

What is that? What can you outsource?

Circling back to your goals, what would make you jump up and down with joy if you were to actually achieve them? What would that be?

Don’t forget what are your top three personal, financial, and business goals that you have for the next quarter.

Here’s how to filter your goals

Now, this is the kicker; this is the goal filtering question I ask my clients.

Read those goals you just wrote down for your life, business, and finance.

Looking at those goals and ask yourself, are you committed? Are you committed to those goals? By committing, are you willing to devote two hours a day to achieving those goals? If not, they are not meaningful to you.

Map out important dates

Time to pull out the calendar. What dates do you need to plan around?

Here’s what I mean, for me, my sister is getting married in November I’ll be out of the office for eight business days right before Black Friday. You guessed it; I’ll need to ensure my Black Friday campaigns are ready to go before I head out of the office.

Consider this when planning out how to reach your goal.

You’ll reverse engineer from the end date. You need to understand you’re runway. Having two weeks out of the office for a vacation will play a huge factor in getting stuff done.

Block all the time you’ll be out of the office. You can use stickers or wasabi tape in your paper planner to make it fun.

  • Vacation Days
  • Important Kid Events
  • Holidays
  • Launch Dates

Breakdown the Goal

Here’s how it works: for the goal to be a success, there must be a commitment to follow through.

This is plain and simple; you can hope to reach your goal all day. Here’s the bottom line, if you’re not committed to creating a plan, following through, and taking action, you will not have success. This is accountability, Friend!

Fortunately, a simple solution is breaking down the goal into a plan by figuring out who, what, and when.

Digging in and figuring out what needs to be done, who will get the work done, and when it needs to be done. You may need to figure out the where, too if it needs a physical location.

Business Pulse

The final thing is, what is your business pulse? What I mean, what are the numbers telling you about your business? Do you have a healthy, thriving business? Or do you have areas that need to be focused on in the next quarter?

Do that now if you’re not tracking your numbers weekly or monthly. What gets measured gets improved. Here are a few common stats.

  • Website Traffic
  • Email Subscribers
  • Engagement
  • Number of Clients

 

 

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Little Side Note

Because I 💙 planning I have a few articles pretty similar to this one. I'd still invite you to review them. 

Past YouTube: https://youtu.be/rOLIL6Vb8bY

Past Blog: 5 Elements in a Strategic Planning VIP Day

Highlights of how to plan your fourth quarter.

  • Looking back is the best way to move forward.
  • Are you still in alignment with your vision?
  • What are you actually committed to doing?
  • Add all the important out-of-office dates to your calendar
  • Create a plan and commit to your success
  • How do you know you’ve improved without having a business pulse with all your numbers?
  • Go get ’em, tiger! You’ve got this.
  • Schedule time on your calendar for your NEXT quarterly review and planning.
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You confidently step into the leader and CEO of your business. 

It creates a clear plan, vision, and goals for your business. No more second-guessing yourself. 

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