How Structured Content Production Transforms Your Workflow

Structured Content Production Can Boost Efficiency

Let’s talk about something that plays a significant role in our content production process, where we structure and plan our workflow.

At Montanus, we’ve been through a bit of an evolution when it comes to streamlining our approach. I’m excited to share some insights that could help you optimize your content creation process.

The Traditional Approach

Before we dive into the new and improved method, let me give you a quick rundown of how our production flow used to look.

We’d start by brainstorming topics for a client, typically planning ahead for the next six to twelve months, depending on the desired content frequency. Then, we’d schedule interviews and spread them out throughout the year. After each interview, we’d produce and deliver the content in batches, with each batch containing all the deliverables related to that particular interview.

Sounds straightforward, right? Well, not quite. You see, we had different people working on different tasks – one person handling video editing, another doing sound editing, someone else writing blog posts or social media posts, and so on.

We even had a network of freelancers pitching in to help our in-house team.

The Downside of Fragmentation

As you can probably imagine, this fragmented approach was super inefficient.

There was a constant back-and-forth of communication, feedback loops, and waiting for revisions to be implemented. Our calendars were flooded with tiny tasks, leaving us with mere pockets of time to jump from one project to another.

It was a recipe for chaos. I created a lot of wasted time, constant task-switching, and general confusion. Clearly, something needed to change.

Streamlining the Process

The solution? We decided to limit the number of people working on each client’s content. Instead of having one person write the blog post and another handle social media posts, we assigned the same individual to tackle both tasks.

This simple adjustment made a world of difference in terms of coordination and efficiency. But we didn’t stop there.

Embracing Overarching Tasks

Rather than breaking down every little task into separate items in our project management system, we started consolidating them into more overarching tasks. For instance, instead of creating individual tasks for “Write Social Media Post 1,” “Write Social Media Post 2,” and so on, we’d have a single task: “Write Social Media Posts.”

The person responsible would then determine how many posts could be derived from the interview, factoring in the client’s contract and requirements. This approach not only decluttered our project management system but also fostered more autonomy and ownership over the entire process.

In some cases, we even took it a step further by combining all text-based deliverables into one comprehensive task, such as “Handle All Text Deliverables for Client X.” A quick checklist ensured nothing slipped through the cracks.

The Power of Production Windows

But the real game-changer was the concept of “production windows.” Instead of juggling multiple tasks across various projects simultaneously, we started dedicating specific time blocks – a week, a few days, or even just a single day – to concentrate solely on one client’s deliverables.

This approach allowed us to avoid the pitfalls of double-booking and task-switching. By reserving a dedicated time frame for each project, we could push through as many deliverables as possible without distractions or context-switching.

It may sound logical, but many content producers out there are still grappling with the challenge of juggling too many tasks at once. As a leader, it’s crucial to push back against unrealistic deadlines or last-minute requests that disrupt your carefully planned production windows.

Rearranging future windows to accommodate shifting priorities is sometimes necessary, but having a structured approach ensures a consistent output of high-quality content without compromising quality due to excessive multitasking.

The Benefits of Focus

When you’re not constantly switching between tasks, you can maintain a higher level of focus and concentration. This, in turn, leads to a significant increase in productivity and quality.

By embracing production windows and overarching tasks, we’ve streamlined our content creation process, decluttered our project management system, and empowered our team to work more efficiently.

Of course, this approach may not be a one-size-fits-all solution, but it’s worth exploring how you can adapt it to your specific needs. The key is to find a structure that minimizes distractions, fosters focus, and allows you to deliver consistent, high-quality content without burning out your team.