Cleaning Up Content Production Processes
As content creators, we often find ourselves entangled in processes that seem redundant, time-consuming, and inefficient. But what if I told you that with a few strategic adjustments, we could streamline our workflows, minimize wasted efforts, and ultimately deliver higher-quality content to our clients?
During the recent summer holiday in Denmark, I had the opportunity to reflect on the processes we follow at my content agency, Montanus. And let me tell you, it was an eye-opening experience. I realized that we were drowning in a sea of redundant tasks, version control chaos, and disorganized communication channels. It was time for a change, a cleanup, if you will.
Redundancy: The Silent Productivity Killer
Let’s start with the elephant in the room: redundant tasks. It’s astonishing how much time and effort we waste doing the same thing over and over again, often without realizing it. Take, for example, our social media content production process. We create graphics in Canva, export them, import them into a PowerPoint presentation, and then send it off to the client. But wait, there’s more! We also have to copy the text from the PowerPoint into our content management system, SocialBee.
Do you see the pattern here? We’re essentially doing the same task multiple times, without adding any real value. It’s like running on a hamster wheel, expending energy but going nowhere. This redundancy extends to other areas of our workflow, and it’s a problem we need to address.
The Version Control Vortex
Speaking of inefficiencies, let’s talk about version control. In the past, we had a system where every time we created a new version of a piece of content, we’d save it with a different file name, like V1, V1.1, V2, and so on. While this seemed like a logical approach at the time, it quickly spiraled out of control, leading to a cluttered mess of files, especially when dealing with large video projects.
But here’s the kicker: with the introduction of Microsoft 365, we now have automatic version control and file locking built right into the software. Yet, we still find ourselves manually saving multiple versions, wasting time and storage space in the process. It’s like carrying a flashlight in broad daylight – unnecessary and counterproductive.
The File Management Fiasco
Let’s not forget about file management, a topic that’s inextricably linked to version control. Currently, we have files scattered across multiple platforms – our internal working space, SharePoint, and client-facing servers. Moving these files back and forth, updating version names, and managing storage is a never-ending cycle of frustration.
Imagine having to upload and download a 150GB video file multiple times, just because of feedback or revisions. It’s madness, I tell you! Not only is it a waste of time and bandwidth, but it’s also an unnecessary drain on our resources, both digital and financial.
The Communication Conundrum
Effective communication is the lifeblood of any organization, but redundancy can creep in here too. We used to have multiple communication channels – Slack, email, and even comments within our project management system, ClickUp. Can you imagine the chaos of trying to keep track of conversations across all these platforms?
We experimented with centralizing communication solely within ClickUp, but that only solved part of the problem. While task-specific communication was streamlined, we found ourselves struggling to find a suitable place for general, non-task-related discussions.
Ultimately, we decided to reopen our Slack account but with a more structured approach. Instead of client-based channels, we’ll have channels dedicated to specific topics, like general discussions, quick questions, and even casual banter. The key is to establish clear boundaries and guidelines for where each type of communication belongs, eliminating the need for redundant messages across multiple platforms.
The Power of Consistency
Last but not least, we need to address our content templates. Currently, we have a plethora of templates that vary from project to project, resulting in inconsistent deliverables for our clients. Not only does this create additional work for us, but it also places an unnecessary burden on our clients, who have to readjust their expectations with each new content package.
But the consequences go beyond just our internal processes. Our end-users, the people consuming our content, crave consistency and familiarity. Just like you wouldn’t want Game of Thrones to suddenly introduce Walter White from Breaking Bad (unless it’s a crossover we didn’t know we needed), our audience expects a cohesive experience that aligns with their expectations.
By standardizing our templates and delivering consistent content, we not only streamline our processes but also provide a better user experience for our clients and their target audiences.
The Path Forward: Lean, Efficient, and Quality-Driven
Over the coming months, our focus will be on implementing these changes and optimizing our processes. We’ll eliminate redundant tasks, revamp our version control and file management systems, clarify our communication channels, and solidify our content templates.
The goal is simple: to create a leaner, more efficient, and ultimately more profitable operation that delivers consistent, high-quality content for our clients. Because at the end of the day, that’s what matters most – providing value and exceeding expectations.
So, let’s roll up our sleeves and get to work. It’s time to clean up our content creation processes and embark on a journey towards greater efficiency and quality. Who’s with me?
