Content Workflow Template¶

When to use this page¶

Copy and customise this template when you need to document, communicate, or train your team on your content creation process. It covers assignment, drafting, review, revision, and publication stages with roles, timelines, checklists, and escalation paths.

Document Information¶

Organization: [Your Organization Name]
Workflow Name: [e.g., "Page Publication Workflow", "Blog Post Workflow"]
Created Date: [Date]
Version: 1.0
Owner: [Content Manager/Team Lead]
Last Updated: [Date]
Applies To: [Who uses this workflow]

Workflow Overview¶

Purpose¶

This document defines the complete workflow for [content type/process]. It ensures that all content follows a consistent process from initial assignment through final publication, maintaining quality standards and accountability.

Why This Workflow Matters¶

Consistency: Every piece of content follows the same process
Quality Control: Multiple review points catch issues early
Accountability: Clear ownership at each stage
Efficiency: Streamlined process reduces bottlenecks
Documentation: Record of who approved what and when

Workflow Goals¶

[Goal 1 - e.g., "Ensure all content meets brand standards"]
[Goal 2 - e.g., "Reduce time from assignment to publication"]
[Goal 3 - e.g., "Maintain content accuracy and quality"]
[Goal 4 - e.g., "Enable team collaboration"]

Workflow Stages¶

Stage Overview¶

┌──────────────┐    ┌──────────────┐    ┌──────────────┐    ┌──────────────┐    ┌──────────────┐
│   Stage 1    │───→│   Stage 2    │───→│   Stage 3    │───→│   Stage 4    │───→│   Stage 5    │
│  Assignment  │    │    Draft     │    │    Review    │    │    Revise    │    │   Publish    │
└──────────────┘    └──────────────┘    └──────────────┘    └──────────────┘    └──────────────┘

Stage 1: Content Assignment¶

Timeline: Day 0
Owner: [Role - e.g., "Content Manager"]
Duration: 15-30 minutes

What Happens¶

Content Manager identifies content needs and assigns work to content creators.

Detailed Steps¶

Identify Content Need
What content is needed?
What is the purpose? [Service page, blog post, FAQ, etc.]
What's the target audience?
What's the deadline?
Define Content Requirements
Required sections: [List key sections needed]
Target word count: [e.g., 800-1000 words]
Keywords to include: [List 3-5 primary keywords]
Format: [e.g., "Blog post with 3 sections and 2 images"]
Brand guidelines: Reference [style guide link]
Assign to Creator
Who will write this? [Creator name/role]
What resources do they need? [Research links, templates, examples]
Due date for draft: [Specific date]
Any special instructions?
Communicate Assignment
Send assignment email/message with:
- Title and purpose
- Content requirements
- Due date (draft)
- Review deadline
- Publication deadline
- Relevant resources and examples
Confirm creator has received and understands

Checklist¶

[ ] Content need clearly identified
[ ] Requirements defined in detail
[ ] Creator assigned and confirmed
[ ] Resources provided
[ ] All deadlines communicated
[ ] Creator acknowledges assignment

Example Assignment¶

TO: [Creator Name]
SUBJECT: Content Assignment: About Page - [Organization Name]

Content: About page for our website
Purpose: Tell our story, build trust, establish credibility
Target Audience: Potential clients, aged 25-55
Word Count: 600-800 words

Key Sections:
1. Company Overview (100-150 words)
2. Our Story (200-250 words)
3. Our Values (150-200 words)
4. Why Choose Us (100-150 words)

Keywords to incorporate: [list 3-5 keywords]
Format: Page template (About Page Template)
Images: Provide 2-3 team photos (I'll send these)

Draft Due: [Date]
Final Review Due: [Date]
Publication Target: [Date]

Resources:
- Brand Style Guide: [link]
- About Page Examples: [links]
- Image folder: [link]
- Template: [link]

Please confirm you understand the assignment by replying to this email.
Questions? Contact me at [email/phone]

Stage 2: Content Creation (Draft)¶

Timeline: Days 1-3 (typical)
Owner: [Role - e.g., "Content Creator"]
Duration: Variable (depends on content type)

What Happens¶

Content creator researches, writes, and formats content according to requirements.

Detailed Steps¶

Research and Planning
[ ] Review requirements and resources
[ ] Research topic thoroughly
[ ] Outline main points
[ ] Gather supporting materials (images, data, quotes, etc.)
Content Creation
[ ] Write first draft following outline
[ ] Incorporate assigned keywords naturally
[ ] Format using template/guidelines
[ ] Include all required sections
[ ] Add appropriate images and media
Self-Review
[ ] Read through entire piece
[ ] Check spelling and grammar
[ ] Verify all facts and links
[ ] Confirm brand voice consistency
[ ] Ensure meets word count requirement
[ ] Check formatting and layout
Submit for Review
[ ] Save in agreed-upon location
[ ] Notify reviewer (email/message)
[ ] Include note about any questions or concerns

Quality Checklist¶

Before submitting, verify:

[ ] All required sections included
[ ] Word count within range
[ ] Spelling and grammar correct
[ ] Facts verified and accurate
[ ] Links tested and working
[ ] Images appropriately sized and captioned
[ ] Keywords incorporated naturally
[ ] Follows brand style guide
[ ] Proper heading hierarchy (H1, H2, H3)
[ ] At least 2-3 paragraphs between headings

Common Issues to Avoid¶

❌ Missing required sections
❌ Poor formatting or inconsistent styles
❌ Keyword stuffing (too many keywords, sounds unnatural)
❌ Unverified facts or outdated information
❌ Brand voice doesn't match guidelines
❌ Images without alt text
❌ Broken links
❌ Poor heading hierarchy

Tips for Success¶

💡 Follow the outline closely
💡 Write for your target audience
💡 Use short sentences and paragraphs
💡 Break text with headings and bullet points
💡 Ask questions if requirements unclear
💡 Plan extra time for research if needed

Stage 3: Content Review¶

Timeline: Days 3-5
Owner: [Role - e.g., "Content Manager", "Editor"]
Duration: 1-2 hours

What Happens¶

Reviewer checks content for quality, accuracy, brand compliance, and completeness.

Review Checklist¶

Content Quality: - [ ] Writing is clear and engaging - [ ] Tone matches brand voice - [ ] Logical flow and structure - [ ] Ideas well-supported and explained - [ ] Call-to-action (CTA) clear and compelling

Technical Requirements: - [ ] All required sections present - [ ] Word count acceptable - [ ] Proper heading hierarchy - [ ] Formatting consistent - [ ] Images properly sized and captioned - [ ] Alt text included for images - [ ] Links tested and working

Accuracy & Compliance: - [ ] Facts verified and accurate - [ ] No outdated information - [ ] Keywords incorporated appropriately - [ ] Meets brand guidelines - [ ] SEO basics covered (title, meta description) - [ ] Accessibility standards met - [ ] Legal/compliance requirements met

Errors to Flag: - Spelling/grammar mistakes - Inconsistent formatting - Missing or broken links - Images missing alt text - Incorrect terminology - Brand guideline violations

Reviewer Actions¶

If Content is Approved: 1. Mark as "Approved" 2. Comment: "Approved for publication" 3. Move to publication stage

If Content Needs Revisions: 1. Document all issues/feedback 2. Provide constructive comments (be specific) 3. Indicate severity: [Minor / Major / Critical] 4. Send back to creator with revision request 5. Set revision deadline (typically 2-3 days)

Revision Request Template¶

CONTENT REVIEW: [Content Title]
STATUS: Revision Requested

Overall: [Positive comment about content]

Issues Found:

MAJOR ISSUES:
1. [Issue]: [Specific feedback]
   - Suggestion: [How to fix it]

2. [Issue]: [Specific feedback]
   - Suggestion: [How to fix it]

MINOR ISSUES:
1. [Issue]: [Location]
   - Suggestion: [How to fix it]

2. [Issue]: [Location]
   - Suggestion: [How to fix it]

POSITIVE FEEDBACK:
- [What was done well]
- [What was done well]

NEXT STEPS:
1. Make requested revisions
2. Resubmit by [date/time]
3. Include note about changes made

Questions? Contact me at [email/phone]

Reviewer Tips¶

💡 Be constructive and encouraging
💡 Specific feedback is more helpful than general criticism
💡 Acknowledge what was done well
💡 Prioritize issues (major vs. minor)
💡 Provide suggestions, not just criticism
💡 Be clear about revision deadline

Stage 4: Content Revision (if needed)¶

Timeline: Days 5-7
Owner: [Role - e.g., "Content Creator"]
Duration: Variable

What Happens¶

Creator reviews feedback and makes requested revisions to the content.

Revision Steps¶

Review Feedback
Read through all reviewer comments
Understand what needs to be changed
Ask clarifying questions if needed
Make Revisions
Address each issue listed
Start with major issues
Then address minor issues
Keep track of what was changed
Self-Review Revised Content
[ ] All feedback addressed
[ ] Changes make sense in context
[ ] No new errors introduced
[ ] Formatting still consistent
Resubmit
[ ] Save revised version
[ ] Include note about what was changed
[ ] Send to reviewer with message: "Revisions complete, ready for final review"

Revision Note Template¶

REVISION COMPLETE: [Content Title]

Changes Made:
- [Issue 1]: [What was changed]
- [Issue 2]: [What was changed]
- [Issue 3]: [What was changed]

If approved, ready for publication.

Questions about my changes? Let me know.

What If More Revisions Are Needed?¶

Reviewer may request additional changes
Typically 1-2 revision rounds needed
Process repeats until content approved
If many revision rounds needed, may need to discuss with creator

Stage 5: Final Approval & Publication¶

Timeline: Days 7-8
Owner: [Role - e.g., "Editor/Manager"]
Duration: 30 minutes

What Happens¶

Final approval is given and content is published to the website.

Pre-Publication Checklist¶

Final Quality Check: - [ ] All revisions completed - [ ] No errors introduced - [ ] Content complete and ready - [ ] Appropriate publication date/time

Technical Verification: - [ ] Page URL correct - [ ] Metadata complete (title, description) - [ ] Images displaying correctly - [ ] Links all working - [ ] Format looks good

Publishing Steps

Schedule Publication (or publish immediately)
Set publication date/time (if applicable)
Confirm timezone
For scheduled posts: verify timing
Publish Content
Change status from "Draft" to "Published"
Confirm successful publication
Verify page displays correctly on website
Distribute & Notify
Send notification to stakeholders
Post to social media (if applicable)
Include link to new content
Encourage sharing/engagement
Monitor & Follow Up
[ ] Check analytics after publication
[ ] Monitor for comments/feedback
[ ] Fix any issues that arise
[ ] Celebrate successful publication!

Publication Notification Template¶

✅ CONTENT PUBLISHED: [Content Title]

New page now live: [URL link]

Summary: [1 sentence about content]

Share this content:
- Share on social media: [link]
- Internal communication: [message]
- Email subscribers: [message]

Questions or issues? Contact [contact name/email]

Post-Publication Review¶

After 1-2 weeks of publication: - [ ] Check analytics (pageviews, engagement) - [ ] Review any feedback/comments - [ ] Check if any updates needed - [ ] Archive workflow documentation

Workflow Roles & Responsibilities¶

Role 1: Content Manager/Coordinator¶

Responsibilities: - Identify content needs - Assign content to creators - Set deadlines and expectations - Track workflow progress - Communicate with team - Publish approved content

Permissions Needed: [Admin/Editor/Contributor - specify]

Key Activities: - Initial assignment (Stage 1) - Final publication decision (Stage 5) - Overall workflow oversight

Role 2: Content Creator¶

Responsibilities: - Research and understand requirements - Write quality content - Self-review before submission - Incorporate feedback - Make requested revisions - Submit on schedule

Permissions Needed: [Contributor/Editor - specify]

Key Activities: - Content creation (Stage 2) - Revision (Stage 4)

Role 3: Content Reviewer/Editor¶

Responsibilities: - Review content for quality - Check accuracy and brand compliance - Provide constructive feedback - Approve or request revisions - Ensure standards are met

Permissions Needed: [Editor - specify]

Key Activities: - Content review (Stage 3) - Approve for publication

Role 4: Publisher/Administrator¶

Responsibilities: - Final publication approval - Publish content to website - Monitor technical aspects - Troubleshoot issues

Permissions Needed: [Administrator - specify]

Key Activities: - Final publication (Stage 5)

Timeline & Deadlines¶

Typical Timeline (Example)¶

Day 0:   Content Assignment
Day 1-3: Content Creation (Draft)
Day 4:   Submit for Review
Day 5:   Review Completed
Day 5-6: Revisions Made
Day 7:   Final Review & Approval
Day 8:   Published to Website

Customizable Timeline¶

Fast Track (Urgent content, 3 days): - Assignment: Day 0 - Draft: Day 1 - Review: Day 1-2 - Revisions: Day 2 (if needed) - Publication: Day 3

Standard Timeline (Normal content, 7-8 days): - Assignment: Day 0 - Draft: Days 1-3 - Review: Days 4-5 - Revisions: Days 5-6 - Publication: Days 7-8

Extended Timeline (Complex content, 10-14 days): - Assignment: Day 0 - Research & Planning: Days 1-3 - Draft: Days 4-7 - Review: Days 8-9 - Revisions: Days 9-10 - Publication: Days 11-14

Deadline Expectations¶

Creator: Meet draft deadline (non-negotiable unless exception approved)
Reviewer: Complete review within 24-48 hours
Creator: Complete revisions within 24-48 hours
Publisher: Publish within 24 hours of approval

Workflow Status Dashboard¶

Use this format to track all content in the workflow:

Content Title	Creator	Assigned	Draft Due	Status	Reviewer	Review Due	Publication Date
[Title]	[Name]	[Date]	[Date]	Draft	[Name]	[Date]	[Date]
[Title]	[Name]	[Date]	[Date]	In Review	[Name]	[Date]	[Date]
[Title]	[Name]	[Date]	[Date]	Approved	[Name]	[Date]	[Date]

Escalation & Issues¶

Common Issues & Resolution¶

Issue 1: Missed Deadline - Creator hasn't submitted draft by due date - Action: 1. Contact creator same day 2. Determine if extension needed 3. Adjust timeline if necessary 4. Prevent delays to review/publication

Issue 2: Major Revisions Needed - Many issues found during review - Action: 1. Have discussion with creator about content quality 2. Provide detailed feedback and suggestions 3. Allow extra time for revisions if needed 4. May need to discuss with manager if pattern continues

Issue 3: Can't Find Needed Resources - Creator can't locate required materials or information - Action: 1. Help locate or provide resources 2. Provide additional guidance or contacts 3. Adjust deadline if research complexity underestimated

Issue 4: Disagreement About Changes - Creator disagrees with reviewer feedback - Action: 1. Have respectful discussion about specific issues 2. Clarify brand guidelines or requirements 3. Compromise on non-critical issues 4. Escalate to manager if can't resolve

Escalation Path¶

If issues can't be resolved at workflow team level:

Level 1: Content Manager + Content Creator discussion
Level 2: Content Manager + Reviewer discussion
Level 3: Manager/Director involvement
Level 4: Executive decision (if necessary)

Workflow Variations¶

For Different Content Types¶

Blog Post Workflow¶

Similar to standard (7-8 days)
May require fact-checking
Often includes image sourcing
May require SEO optimization review

Product/Service Page¶

More rigorous review required
Multiple stakeholders may review
Legal/compliance review may be needed
Longer timeline (10-14 days typical)

FAQ or Knowledge Base¶

Shorter timeline possible (3-5 days)
Simpler review process
May batch multiple items together
Regular updates common

Event/News Announcement¶

Fast track timeline (1-3 days)
Quick approval process
Often urgent publication
May skip revision stage if time-critical

Customizing for Your Needs¶

To adapt this workflow:

Identify your content types: [List them]
For each type, determine:
Required timeline
Who reviews
Special requirements
Revision expectations
Document variations clearly
Communicate differences to team

Tools & Systems¶

Systems Used in This Workflow¶

Task	System/Tool	User	Purpose
Content creation	[e.g., SkyCMS]	Creators	Write and format content
Document storage	[e.g., Google Drive]	All	Store drafts, resources
Communication	[e.g., Email/Slack]	All	Notifications, feedback
Publishing	[e.g., SkyCMS]	Publisher	Publish to website

Access Requirements¶

Creator: Access to draft creation and storage
Reviewer: Access to view and comment on drafts
Publisher: Access to publish content to website
Manager: Access to view all content and dashboards

Quality Standards¶

Content Standards¶

All published content must meet these standards:

Writing Quality: - ✅ Clear, concise language - ✅ Active voice - ✅ Short paragraphs (3-4 sentences max) - ✅ Proper spelling and grammar - ✅ Professional tone

Organization: - ✅ Clear heading hierarchy - ✅ Logical flow - ✅ Introduction and conclusion - ✅ Call-to-action where appropriate

Accuracy: - ✅ All facts verified - ✅ No outdated information - ✅ Proper citations/references - ✅ Legal compliance

Brand Consistency: - ✅ Follows brand voice guidelines - ✅ Consistent with existing content - ✅ Proper terminology used - ✅ Visual consistency (images, formatting)

SEO & Technical: - ✅ Proper heading hierarchy (H1 for title) - ✅ Meta description included - ✅ Keywords incorporated naturally - ✅ Images have alt text - ✅ Links working and relevant - ✅ Mobile-friendly formatting

Training & Support¶

Team Training¶

All team members need training on: - This workflow and their role in it - Content quality standards - Brand guidelines and voice - System/tools used - Deadline expectations

Getting Help¶

Workflow Questions: Contact [name/email]
Content Questions: Contact [name/email]
Technical Issues: Contact [name/email]
Urgent Issues: Contact [name/phone]

Resources¶

Version History & Changes¶

Version	Date	Changes	Author
1.0	[Date]	Initial workflow document	[Name]

Approval & Sign-Off¶

This workflow has been reviewed and approved by:

Role	Name	Signature	Date
Content Manager	_____	_____	_
Editor/Reviewer	_____	_____	_
Manager	_____	_____	_

How to Use This Template¶

Customize for your organization:
Replace [bracketed sections] with your specific information
Adjust timeline for your needs
Modify roles to match your team structure
Adapt the stages:
Add stages if needed
Remove stages that don't apply
Adjust duration/timeline
Train your team:
Share this workflow with all team members
Conduct training session
Answer questions and address concerns
Get buy-in from team
Implement and track:
Start using workflow on new content
Track metrics (time to publication, revision rounds, etc.)
Gather feedback from team
Make adjustments as needed
Review regularly:
Revisit after 3 months
Update based on experience
Incorporate team feedback
Improve process continuously

Tips for Success: - Keep timeline realistic - Be clear about expectations - Communicate effectively - Provide feedback constructively - Celebrate successful publications - Adjust process based on feedback