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The Secret Weapon to Successful Content Marketing: Content Systems & Operations

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When it comes to content marketing, we often hear people talk about the big three: content strategy, content planning, and content creation. But what we don’t hear talked enough nearly enough is the engine that keeps these things running: content systems and content operations. While all pieces of the puzzle that is content marketing are important, these behind-the-scenes powerhouses are the key to ensuring your content creation process not only runs like a well-oiled machine but also delivers top-tier results. ✨

So, if you’re ready to elevate your content marketing game, keep reading for the rundown on what content systems and content operations are, why they matter, and how to establish a content flow that serves you and your team.

Content Systems: The Glue that Holds it All Together

Content systems play a fundamental role in any successful content marketing strategy. They serve as the infrastructure that enables you to break free from the endless cycle of content creation and make your presence on social media platforms more sustainable. In essence, content systems are the essential bridge that connects your strategic vision with the actual content creation process.

These systems encompass a wide range of tools, processes, and methods that are employed to streamline and effectively manage your content creation efforts.


Here’s a more detailed breakdown of what content systems entail:


Strategic Alignment: Content systems begin with a clear understanding of your content marketing strategy. They ensure that your content creation efforts are aligned with your overall business goals and objectives. This alignment is crucial for making your content more purposeful and results-oriented.


Content Planning: Within a content system, you’ll find tools and processes for content planning. This involves defining topics, keywords, and themes for your content, as well as setting publication schedules. Planning ensures that your content is well-organized and follows a consistent editorial calendar.


Content Creation: Content systems provide the framework for creating content that resonates with your target audience. They include guidelines, templates, and best practices for content creation. This step ensures that the content produced is high-quality and relevant.


Content Distribution: Once you’ve created content, it needs to be effectively distributed to reach your audience. Content systems encompass methods for sharing content across various digital channels, including social media, email marketing, and your website. They help you amplify your message and increase visibility.


Content Analysis: A crucial aspect of content systems is the ability to measure the performance of your content. This involves using analytics tools to track key performance indicators (KPIs) such as engagement, traffic, and conversion rates. By analyzing these metrics, you can make data-driven decisions to refine your content strategy.


Feedback and Optimization: Content systems facilitate a feedback loop where you can gather insights from your audience and adjust your content strategy accordingly. This iterative process ensures that your content remains relevant and effective over time.

Content Operations: The Engine That Drives Success

Brainstorming, planning, and creating dozens of social media posts each month can feel daunting when you’re starting from scratch every. single. time. Our best hack for streamlining how we plan content while maintaining consistency is establishing a theme or content style for each day of the week. This way, you already know what you’re posting about, and just need to plug and play the details based on what’s timely and relevant. Maybe Mondays you share relatable memes, or maybe each day of the week can be dedicated to a content pillar. Or up the anty by creating content series with a set format you can rinse and repeat weekly. There’s a million ways to approach this, but the goal is the same: create a theme for each day to simplify how you content plan (trust us, this trick is a game changer!).

Think of content operations as the entire process of content creation, from its inception to its grand finale of distribution. This aspect of content marketing focuses on the efficiency and effectiveness of your content production pipeline. It involves various tools to ensure that your content is created and distributed seamlessly.


Here’s our recipe for organized and streamlined content operations:


Have an easy-to-repeat process: One of the key elements of efficient content operations is establishing a well-defined and repeatable content creation process. This involves creating templates and Standard Operating Procedures (SOPs) that outline each step of your content workflow. Templates can be used for various content types, such as blog posts, videos, or social media posts, and help ensure consistency in branding, formatting, and style. SOPs, on the other hand, provide a clear, step-by-step guide for team members to follow during content creation. By having a structured process, you can save time, reduce errors, and maintain a consistent quality of your content.


Have a place to plan and store ideas: To keep your content creation efforts organized and efficient, it’s essential to have a centralized location for brainstorming and planning content ideas. Tools like Airtable or Notion can serve as digital platforms where your team can collaborate, document, and categorize content concepts. You can create databases or boards to track content ideas, schedule publication dates, and assign tasks to team members. This not only streamlines the ideation process but also ensures that you have a structured content calendar to follow. 


Doing this from scratch takes a lot of time, trial, and error, but lucky for you. we have a tried & true template that you can use instead. Check it out here!


Have a place to actually store your content: Once your content is created, it’s crucial to have a reliable and accessible repository for storing your assets. Tools like Google Drive and Dropbox provide cloud-based storage solutions that make it easy to organize, store, and share content files securely. These platforms offer features like file versioning, folder organization, and collaboration options, which are essential for content teams working together on projects. Having a central content storage location ensures that everyone involved can access the latest versions of assets and maintain a well-organized content library.


Find a way to put some things on autopilot: Automation is a powerful tool in content operations to save time and ensure consistency. You can automate various aspects of content distribution and promotion. For example, you can use social media management tools to schedule posts in advance, ensuring a steady online presence even during non-working hours. Email marketing platforms allow you to set up automated email campaigns, sending targeted content to your subscribers based on their behavior or preferences. Additionally, you can automate repetitive tasks.

Automation not only enhances efficiency but also enables your content to reach your audience at the right times, maximizing its impact. ✨

Creating a Content Workflow that Makes Sense for You

Now that we’ve explored the importance of content systems and operations, it’s time to create a content workflow that aligns with your content goals. Your workflow should consist of a series of tasks that you set up into systems to help you streamline important tasks.


Now, let’s break down ways to get into your content flow:

  • Determine your goals for the month. If you know what you want your content to help you achieve, it’s easier to know what type of content you should be creating. Determine your goals for your business FIRST, then use that to help you focus on what kind of content you need to create to help you achieve them.


  • Create weekly or monthly themes. This is a GAME CHANGER. Pick a theme based on one of the key topic points of your brand. This can be one of your content pillars, something your audience has been asking you about a lot, or it can be based on things happening in the world right now.


  • Lean into low-investment content. Figure out what content formats require the least output from you but tend to get the best engagement from your community. And lean into that more! For me, creating tweets with video backgrounds and posting them as reels with trending audio works like a charm.


We all know that content systems often get labeled the “unsexy” part of content creation, but it creates repeatable processes and makes it super simple when growing your team. While content creation sets the stage, it’s the systems and operations that ensure your content workflow is not only efficient but effective. Systems are the real MVP for making showing up on social media simple and sustainable. So, are you currently using content systems and operations for your socials? Then you need the Digital Content Organizer, a centralized Notion and Airtable hub for effectively mapping out and storing your content ideas as they come. [Grab it here!]✨

All Images Sourced from Giphy


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