To find recommended tools and other great resources, check out the Productivity Academy Resource Toolkit: https://productivity.academy/resources
Content creation and management are important to your website, and your website is a vital part of your business. It can be hard to be always on top of it, especially if you don’t have a team working with you.
In this article, I will discuss my favorite tools to keep track of content and make sure that my content team can work timely and smoothly.
When it comes to content management, Trello is on top of my list of tools. It is flexible and offers many power-ups that you can use on the free plan. One of the most powerful ones is the calendar. When you create a list, Trello attaches cards to it, and you can assign a deadline to each card. You can then flip the view look to calendar and see an editorial calendar, so that you can keep track of everything that is being worked on.
Trello is also a great tool for teams. Once you have the idea for a new article, you could assign the card to a writer, with all they information they need. They then complete the work and move the card to the next list – it could be ‘review’, ‘edit’ or ‘design’ – before it goes to publishing. You can get automated notifications to different areas so that everyone is up to date. This means that when the writer moves the card to ‘edit’, your editor will receive a notification.
The whole process is also very visual as far as understanding what is where.
Google Docs is a favorite for many, even for personal use. But it works especially well for distributed teams.
You can simply share a Google Docs link in a Trello card, and the whole team will have access to the document throughout the entire process, from when the writer completes the first draft to the moment the designer finishes it up. You can also share a fixed template document at the top of the Trello card with detailed instructions and resources for everyone.
The power of Google Drive in this system lies in the fact that you can set up folders. This allows you to have a customized hierarchy, and also give permissions as needed. Maybe your editor needs to have access to everything, but if you hired outside writers, they may just need access to one folder. In this way, you can control the situation in terms of who has access to what.
Sheets are also very effective. You probably already use spreadsheets for your business. But using those for tracking content can be especially productive in terms of idea generation, so that you can have one centralized place where you list out ideas or resources.
Lastly, Google Forms is very helpful to collect information from different people in your organization that you later need to pipe into other places.
Through Google Forms, your team can provide article ideas that include a description, potential keywords, images and more. All this information can then be automatically piped into a Google Sheet, from where you can move it to Trello and assign it to a writer. Of course, you can use Google Forms for more complicated things, like setting up webinars with the names and contacts of attendees, special offer and products, training information, etc.
There are plenty of other options out there, but these are great to get started and be fully productive quickly, figuring out what you like and what works best for you.