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6 best practices for content management

Managing ever-growing and complex digital content can be challenging for anyone. Here are some helpful tips.

Content. It is the glue that connects your thoughts, lets you discover knowledge, and bridges communication between people. On the web, content is everywhere—from news sites and blogs to recipes and social media.

As a web editor, having the right digital tools and team is one thing, but the actual day to day management of constantly growing content is quite another. This is a question of method, and to help you along the way we have crafted six best practice tips for content management.

Structured content works best together with a headless CMS:

Checklist: How to choose the right headless CMS

1. Know your purpose

Whether you work alone or in an organisation, you have a purpose. Are you the web editor of a clothing store? Then your organisation's purpose is to sell clothes. Are you maintaining the logistics intranet of a chemical manufacturer? Then your organisation's purpose is to sell chemicals. Or are you the web editor of a non-profit organisation? Then your organisation’s purpose is tied to your specified goals (like securing funding, spreading ideas, or delivering aid).

The medium where your content is—be it a classical website, a database, or an app—is there for a reason. If you know this reason, the purpose behind your content being published and marketed to begin with, you will have a clear advantage.

This means you should plan and do everything in alignment with the overall strategy of your organisation. If your organisation aims to sell clothes, it makes no sense to include content about food or coding.

Knowing what you are trying to achieve and thereby supporting business goals is fundamental to any editor or content manager. But your organisation and team may have too many ideas and too few resources to execute your plan in a meaningful way (this is known as the knowing-doing gap). To avoid this problem, start small—focus e.g. on a given section of your product or a chosen department.

Read more: Content management survival guide »

2. Establish a publishing plan

Managing content is not done with a blindfold or at random. Publishing content without any plan is the equivalent to start baking a complex course without a recipe or getting into your car without having the faintest idea of where a given destination is.

In order to be purposeful, you need to organise your content—you need a plan. What content should go where and when should it be published? Do you have a regular stream of blog posts in the pipeline? Do you know what kind of content is best suited for your purpose?

The plan should include dates, titles, content types, content status, authors, and—if you’re into inbound marketing—funnels, personas, and associated premium content. Remember, a publishing plan does not only pertain to blog posts—it is just as relevant to content types like products and landing pages.

3. Keep a periodical inventory

Closely related to a publishing plan is keeping a periodical inventory of all your content. You can’t just publish pages and posts and be done with it—remember that everyone can access your published material, potentially years after it was published. Potential customers stumbling over outdated content obviously leaves no good first impression.

Just like your publishing plan details all your content being published, a periodical inventory plan details all your content altogether, when the individual pieces were published, and a regular interval for when you will maintain the content. Different types of content need different intervals—a financial reporting standards page needs to be updated e.g. monthly, while a recipe for cinnamon buns need yearly supervision, or maybe even less frequently.

A periodical inventory will also ensure continuous improvement of your digital experiences. It will keep the content fresh and relevant, strengthen your SEO, and keep your digital presence uncluttered. Use an analytics tool to see what content performs well, and what content underperforms—and make necessary changes due to audience behaviour.

Periodical inventory and analytics enable you to keep control of your content management, and will guard you against chaos and decay.

See also: 5 ways a CMS can improve the efficiency of your daily tasks »

4. Acquire the right tools

While content management methods are the primary focus of this article, you can’t escape the facts that you also need great digital tools. If you want to execute your purpose well and keep control of your content for publishing and inventory purposes, your chosen CMS should consequently provide a logical and tidy overview.

A flexible and neat CMS should not be the only tool up your sleeve. E.g., a governance tool like Siteimprove lets you monitor your content—analysing SEO and checking for broken links. The bottom line is: assess your needs for content management and acquire the right tools for the job.

Also, make sure to keep your tools up to date. Just like working with a dull knife will not make kitchen miracles for a chef, an outdated, sluggish CMS and related tools will make your content and project management less efficient.

5. Facilitate a quality-minded culture

A great purpose, plan, and tools will not count for much if you are the only one in your organisation that adheres to the principles of content management best practices. If you can facilitate this mindset to the rest of your organisation, or at least your digital team, your job will become much easier.

Also, get your content editors and stakeholders to understand that the web doesn’t need more content, it needs better content.

Building and maintaining a quality-minded culture in your organisation may be a task as daunting as creating and managing great content. But there are ways. You should try to influence or decide the hiring of team members with the right skills, introduce content management best practice principles, build a solid workflow and collaboration culture, and ensure that your CMS has features like user rights management and commentaries/issues management.

Keeping a healthy and quality-minded culture is a great way to ensure both brand message continuity and a positive workplace environment.

Don’t miss: Top 10 trends in digital experiences »


6. Pay attention to trends

Finally, paying attention to trends is the last best practice tip. New isn’t always nor automatically better, but when new ideas or technologies actually are great, you better pay attention and not miss out.

For content management purposes you should follow topics like SEO, content, technology, consumer trends, and design. While not every piece of news might be worthwhile, you can always learn something new.

Subscribe to newsletters from thought leaders and brands you trust, follow interesting influencers on Twitter, and use tools like Feedly to get content through RSS feeds from specialised blogs. You should do what is right for you, but make sure you at least have some connection to the ever-evolving world of digital and content management.

Checklist: How to choose the right headless CMS

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