Like any collaborative endeavor, the content review process can be complicated, leading to missed deadlines and increased costs when done incorrectly.
But, when you streamline your review process from the beginning, you can ensure your team creates content quicker, saves on resources, and maintains consistent quality.
A well-structured review process means smooth collaboration among team members, and as your workload grows, this streamlined approach scales with you. Ensuring your team understands their roles and responsibilities minimizes content bottlenecks and fosters a more productive and effective workflow. Before diving in, let's shine a light on a critical aspect of content creation: content management and its associated challenges.
Before we begin
Reviewing content with unexpected stakeholders can sometimes feel like orchestrating a symphony without a conductor. Everyone has their notes to play and their feedback to offer. Harmonizing those perspectives into a cohesive melody can be a real challenge, creating bottlenecks and slowing the production cycle.
Let's talk numbers — the cost of feedback rounds.
It's not just about the time and effort but also the financial investment. Each round of feedback and every iteration consumes both time and resources, and these costs can quickly pile up.
Awareness of costs is crucial, ensuring that the reviewing process remains an efficient and valuable investment rather than an excessive drain on your productivity and budget.
Here's a simple calculation to help uncover the costs:
Best practices
Let's discuss some best practices for content reviewing so you can save yourself time and money.
1. Set clear user roles and responsibilities:
Clearly define roles for each team member involved in the content creation and review process. Assign specific responsibilities to content managers, designers, publishers, and other stakeholders.
Overcommunicate these roles and responsibilities to ensure everyone knows what is expected of them.
2. Maintain a centralized review process:
Nobody wants to rifle through feedback on multiple channels. To avoid collaboration chaos, use a content platform that allows you to centralize feedback. This approach streamlines feedback collection and improves efficiency and organization.
Allowing stakeholders to provide feedback directly on the content ensures nothing gets lost and all collaborators see all comments.
Marta
Customer Success Manager
3. Establish clear review timelines:
Another best practice to embed is to define and communicate clear timelines for each stage of the review process. Set deadlines for providing feedback, revisions, and final approval.
Timely feedback is crucial for maintaining momentum in content production and meeting publishing deadlines.
Lars
Director of Customer Success
4. Document and learn from feedback:
Keep a record of all feedback received during the review process. Categorize feedback based on themes, commonalities, and areas for improvement. This documented feedback can serve as a helpful resource for future content creation, allowing your team to learn and continually enhance the quality of content.
Foleon user types and roles
To better organize your team in Foleon, you can choose from several roles when adding users to your account: Admin, Designer, Publisher, Editor, and Reviewer. Each role has a fixed set of permission settings.
Admin
Purpose
Admins have access to all features within your Foleon account, managing and controlling account-related settings. They also invite users and manage their roles, ensuring a structured user management system.
Best way to assign
Assign this role to team leads or individuals responsible for overseeing the entire account and its content.
Designer
Purpose
Designers possess creative control, creating and customizing content using Foleon's tools. They can also set up branding and manage media assets, which is essential for maintaining a consistent brand image.
Best way to assign
Assign to individuals with design expertise, responsible for crafting visually appealing content and ensuring brand compliance.
Publisher
Purpose
Publishers primarily focus on creating content and applying brand guidelines. They can edit content text and manage publishing, contributing to the final content output.
Best way to assign
Assign to team members tasked with content creation and adherence to branding guidelines.
Editor
Purpose
Editors are content creators who work within templates to edit and refine content. They play a crucial role in ensuring all the content is in line with the brand guidelines while enhancing its quality.
Best way to assign
Assign to individuals responsible for editing and fine-tuning content, maintaining a cohesive narrative and voice.
Reviewer
Never underestimate the power of centralized feedback. Assing the Reviewer role to all your content stakeholders to streamline the process and get contextual feedback on your Docs.
Purpose
Reviewers have a pivotal role in the content review process, with full access to the Review Mode. They can preview Foleon Docs and navigate projects and Docs within a workspace.
Best way to assign
Invite team members responsible for content review and feedback. Inviting multiple stakeholders as reviewers in Foleon promotes real-time, contextual feedback, clear communication, and efficient collaboration, ultimately saving time and streamlining the review cycle.
Consider who often has something to say at the last minute, invite these stakeholders as reviewers, and ensure all your feedback is captured in one place!
Wrapping up
Centralizing your content review process in Foleon allows you to scale your content production and ensure a smooth, bottleneck-free process.
By establishing clear roles and responsibilities from the get-go, you can provide a structured approach fostering effective collaboration, resulting in higher-quality content that aligns closely with your goals and your audience's expectations. Easy.
