Learn 3 Top Tips for Content Management (Why it’s important to organize your content and how to get it done.)
Reading time: 10 min
Tip 1 — Learn How To Collaborate
In a team of two or more, working together is a large part of any project’s success.
What are we collaborating?
Text, images, links to videos, etc. Whether this project is a brochure, a website, or an email newsletter, communicating with a team on what text to use, what images to include, and what links to where is vitally important before it is added to the project.
Why not just email the files?
This can get unmanageable quickly especially when back and forth emails contain the same file names with updates. After a few emails like this, it’s very difficult to track what you’ve sent or omitted. Often we forget what was sent… so we’ll send it again. How many times have we all received an email with images, only to get the same email a week later “not sure if I sent these?” with the same images. Well, we are not sure if they are the same so we have to save them. But later we find they are duplicates.
What are our options for Document Collaboration?
The best way to keep the content organized, accessible, and up-to-date it to use Google Drive, Drop Box, or Apple’s Pages. These shared-environments and tools offer cloud-based document editing, allowing for multiple team editors to work on the same document at the same time while seeing each other’s edits. And all images are available for all group members to see. No need to email files back and forth, just look in the folder.
Why is this important? Can’t we just update and track changes in Word?
Imagine that more than one team leader is working on the same document/page. Each editor makes their own edits to a single Word file, and some overlap the others’ edits. All of these editors send back their individual edited document to you. How do we know which document to use, which edit to favor, etc? This can be avoided using a collaborative approach. With one “live” document in the cloud, edits are instant, live, and always updated; this simplifies and clarifies which document to use. There is only one.
Tip 2 — Organize Your Content
Keep It Simple, Sarah… Name your files and organize them in folders.
How do I know where to put everything?
For any project, like a website, it’s extremely important to stay on top of all of that content. If your images and files are not organized, it’ll be very confusing to know that IMG20198632Anu7.JPG is for the “Sarah’s Bio” section of the About Team page. In order to know which image belongs to which page, create a single folder for each page. For this example, we will name this folder “About” and place all image we want for this page in this folder. Since we also want good SEO (read more on that here), we want to name the image “sarah-smith-cio-company-name.jpg” which will be very clear what this is.
Why can’t we just add that image inside the text document so you know where we want it?
It’s natural to want to drag your images into the text document so that we know where you want them. However, there are 2 reasons why not to do this. ONE – We can’t refer to that image. Websites require images to loaded from a source. This means we have to load that image with code (img src=”where you put this image”). TWO – That image is probably too small in your document for us to use. Remember, we need to make the site scalable for multiple, screen sizes.
What about the text that goes on this page?
Usually, we have only 1 text document for each page for obvious reasons. So, just name that page “about” so we know it’s for that page.
Why can’t we just name the document “text”?
Since it’s in the “about” folder already, we know this text document is for that page, right? But just imagine how difficult it will be if we are doing a search for “about” looking for the about the text when all the documents are called “text”.
Tip 3 —Review & Revise
Now that everything is in place, review the contents and update to stay current.
Why do we need to do this now?
With all of your content now in front of you, you can easily see what will be included. If it’s not in the folders, it’s not going to be added to the site. Updating the text is a straight-forward and familiar process. Simply make the text edits to the pages, include all of the images, PDFs, and video you want for your site pages. Your website guru will do the rest!