Digital Content Organization Made Simple for Online Business

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:

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.
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.
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.
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.
Use a task management system such as Asana to keep track of digital files are they relate to your projects.

Here are some tips for organizing digital content:

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
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.
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
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!
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.
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.

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.