4 signs it’s time to invest in a content marketing system

As your content marketing efforts mature, so too do complications. What was once simple becomes more challenging as you increase volume, balance goals and add new content contributors. But there is good news. Innovative systems designed to increase your productivity and effectiveness are designed to catapult your content marketing into new territory.

But how do you know when you’ve reached the tipping point? Here are four signs it’s time to put “evaluate content marketing system” on your to-do list.

Sign #1: Reaching engagement plateaus

At the beginning of your content marketing program it was fairly easy to show improvements. Unfortunately, as the program expands the bar has been raised and it’s getting harder and harder to achieve rapid growth. Or perhaps your viewership numbers are growing but engagement has stagnated—the same people commenting and sharing your content might feel good but your community might not be keeping pace with your business goals. A good content marketing system can help you focus on the most effective content assets and improve productivity so you can climb over the plateau.

Sign #2: Significant growth in content contributors

It’s one thing to keep organized when just a few people are developing content. But what happens when you double, triple or tenfold the number of content contributors you’re leveraging. You may get more content, but you’re probably also bringing along a lot more headaches.

Sign #3: Pressure to increase the volume of content produced

Increasing the quantity and quality of content produced can have a positive impact on building your community and driving business impact. But it also puts pressure to organize in a new way. Keeping track of a couple white papers, and a handful of blog posts is relatively easy. But if you find yourself making a significant increase in content volume it’s time to consider a structured organizational tool.

Sign #4: New team leader

If you’ve recently hired a content marketing leader you’ve made an important decision to focus on your content strategy. Your Content Strategist is going to add tremendous value to the team. If you want them to scale quickly they will need to operate as a team leveraging the expertise and talents of people across the organization. A content marketing system will allow them to do this with ease so they can spend less time coordinating and more time creating.

Creating an Editorial Calendar for Content Marketing

The most effective content marketers learned long ago that an ad hoc approach to content creation doesn’t cut it anymore. Those who have learned to “think like a publisher” have found that a documented content strategy and regularly discussing content plans are essential to getting valuable results.

Regularly published, high quality, on-brand content that boosts SEO and credibility and grows your audience and customer pipeline takes a lot of planning and a lot of effort. An editorial calendar is essential for content marketing teams focused on maximizing content ROI.

Do You Actually Need an Editorial Calendar?

If you create content for your business, the short answer is yes.

As long as your content is expected to drive measurable results, whether it’s web traffic or revenue, an organized framework is the best way to ensure your time and money are wisely spent. An editorial calendar helps you and your team manage the ongoing flow of content planning and creation and enables transparency around your content marketing efforts.

Operations remain highly tactical even in mature content marketing organizations, with urgent projects materializing and demanding immediate attention. Having a clear view of your calendar allows you to make changes and sacrifices where necessary, and prioritize the most critical items over those that can be deferred.

What Makes a Good Editorial Calendar?

A good content calendar is like a good budget—they key is to be honest with yourself and plan for your actual behavior (or in this case, publishing capacity) than an ideal situation and superior future you. Also like a good budget, an editorial calendar asks you to consider all available resources and each piece of content as part of a bigger picture, and one beat in an ongoing publishing cadence you’ve committed to.

Whether you use complex software or sticky notes on a wall, your editorial calendar should allow you to do most of the following:

  • Organize content according to themes and topics that represent your expertise
  • Address personas and buying stages connected to your business goals
  • Make deadlines, assignments, and responsibilities crystal clear
  • Flag upcoming and missed deadlines
  • Show the relationships among various pieces of content, and between content and campaigns
  • Retain flexibility—changing and rearranging items should be easy
  • Filter and sort content according to whatever factors you consider most important: author, channel, topic, formant, etc.
  • Provide visibility for other stakeholders within your organization
  • Make you look good—because look at all the stuff you’re getting done!

What Kind of Editorial Calendar Is Best for Your Team?

There are almost as many ways to manage your content calendar as there are content marketers. I’ve seen various tools employed: dedicated Moleskine notebooks, legal notepads, spreadsheets in Excel, Google Sheets where sharing is critical, simple apps like Trello and robust project management tools like Basecamp. There also numerous stand-alone editorial calendar apps and plugins that work with a specific content management system or publishing engine. Lastly, there those that are built into content marketing platformsdesigned to serve as a hub for creating content as well as managing the editorial process around it.

The larger and more sophisticated your content marketing team, the greater the likelihood that you’ll need something more robust than a notebook or spreadsheet.

With a team of one or two contributors, analog methods can work, and something like Trello that offers both a card-based board and a calendar view is probably sufficient.

Once you have three or more content creators in the mix, or if you regularly source content from outside your organization, the complexity of your editorial process increases exponentially. The calendar method or software you use needs to be smart enough to reduce friction in the editorial process. Remember, and repeat after me: email is not an editorial process.

Just like developing your first content strategy, crafting a content calendar and finding the right tools to manage your editorial flow takes some up-front effort. The result is a smoother process that yields the kind of output and outcomes you can brag about to all your content marketing peers.

What goes into a digital content editor’s toolkit?

It wasn’t too long ago that I was editing other people’s writing with a pen. I would gleefully underline, circle, and cross out lines of text. Proudly utilizing all the proofreader’s marks I had learned from the Chicago Manual of Style, I would indicate where and how the text should be nipped or tucked. This mostly analog approach still works, but isn’t always efficient when creating content for digital media on tight deadlines.

The editing process has become increasingly collaborative, even with decentralized or remote teams, with changes happening in real time whenever possible. Whether you’re adding tethered comments to selected text, or making edits on the fly, things happen faster and lend themselves more to dialogue than just making corrections. But it’s not just the methods that have changed. Anyone who edits digital content has to consider more than the quality of the writing.

What digital content editors do?

Planning, ideation, and content strategy development, as well as mapping out editorial calendars can take place offline, and apply to both digital and print publishing. They are critical components of an editor’s role, which bears the responsibility for seeing all planned content in the context of a larger business or publishing strategy.

Unlike someone writing for print media, anyone who creates or edits digital content has to oversee additional content features.

  • Business goals. How will your content help the bottom line? Will it be through building brand recognition and sentiment? Will it be a sales enablement tool? Whatever it is, it should have a job to do.
  • Scheduling. Publishing cycles on the web are brief. Digital content editors need to map out content calendars that lead to a frequent, steady cadence.
  • Keywords. Content intended for digital media needs to be optimized for search. In order to drive new traffic to your website, content needs to be edited with SEO best practices in mind.
  • Cross links to other content. Each piece of content should fit into a broader context and provide an easy breadcrumb trail to other related pieces of content that keep readers engaged.
  • Publishing platform. If it doesn’t go to print, where does it go? Digital content editors need to manage a content hub—possibly a blog or entire website—and seek out opportunities to publish original or syndicated content in other places where it can be discovered.
  • Promotion and distribution. Hitting “publish” isn’t enough. For content to reach readers, it has to be promoted. Even if social media and lead generation campaigns don’t fall under the content marketer’s purview,
  • Effectiveness. Now more than ever, business outcomes and influence can be tied back to individual pieces of content. A content marketer or digital content editor doesn’t stop when the editing process ends. Their work spans the lifetime of a piece of content, from initial idea to resulting revenue.

What tools do digital content editors need?

If you can remember 15 years back or so, print content was still king, and QuarkXpress was the dominant player in publication layout—even if not everyone felt it was truly a gold standard. In the digital world, technology solutions crop up every day, providing an a la carte buffet of applications content marketers can use to get their work done.

Whether you prefer a mix of solutions for digital content creation and editing, or would like an integrated content marketing tool or platform to get the job done, it’s best to start with a list of tasks. When you understand what needs to be done and how, you’re better positioned to select the software that will meet your all planning and editorial needs. Include the following considerations in your assessment.

  • Strategy development and goal setting
  • Planning and ideation
  • Editorial calendar management
  • Workflow and process management
  • Assigning, reviewing, and editing content
  • Optimizing content
  • Publishing and distributing content
  • Promoting content
  • Measuring content impact on business

A digital content editor—or content marketer—has a broader and more technologically complex role than her predecessors. The scope of responsibilities and skills is larger, and the complexity can be a challenge, for sure. However, this role also has an unprecedented opportunity to set meaningful business goals and measure the effectiveness of content marketing—showing how essential it is to growing the bottom line.

Last November, we announced that Crescendo was available for free. We invited both sophisticated and novice content marketers from companies large and small to use our content marketing platform. And they weren’t bashful! To date, we’ve had over 500 companies sign up to check out Crescendo.

These early adopters have provided terrific feedback—highlighting content marketing issues they’ve been able to solve with Crescendo, sharing areas in the product that could use tweaks, and ideas for roadmap features. It has been an invaluable experience for a young startup.

For all of you that signed up for Crescendo and have provided feedback—thank you! With feedback from early adopters, our own content marketers, and the hard work of our amazing engineering and product team, Crescendo now makes it easy for marketers to:

  • Organize your content calendar in one place
  • Plan and assign content using workflows and shared calendars
  • Collaborate with other contributors, tracking revisions and comments
  • Publish to your blog and social media channels
  • Measure content effectiveness with our analytics dashboards

When we made the announcement in November, we noted that Crescendo would not remain free for long*. Starting today, we are rolling out a 14-day trial for all new registrants with pricing that has been developed for content marketing teams of varying sizes.

I invite you to sign up today to see how Crescendo can impact your content marketing. Spend less time managing your process and more time generating great content.

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