Plan content

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Die besten Techniken und Tools für einen Redaktionsplan

Content marketing thrives on good and coordinated content. In order to be effective, your content must be published at the right moment and complement other content optimally. With these techniques and tools you develop content, control your team or yourself and bring everything together in an editorial plan.

Here we show you an approach that we also follow when planning the 1&1 IONOS Communitytopics. This approach helps us to coordinate multilingual content from different subject areas and teams.

Define status for articles and assign responsible persons

Status are milestones or states of your articles and content. They help you to keep track of the progress of the articles. If you combine status with roles (= team members), you can easily identify and react to bottlenecks in your process and team.

We assign the different statuses to the respective columns. Tasks/themes/articles are moved between these columns.

Overview of the status of topic planning

We use the following statuses:

1. discarded

Articles that once existed as an idea but are currently not pursued further.

2. on-hold (in the queue)

Good ideas that we want to implement at a later point in time are parked in the On-Hold column and, if necessary, provided with a Due Date on which we move them to the Planning column.

3. ideas (ideas)

Ideas are contributed by all team members and experts.

  • We complement and evaluate ideas based on our content strategy and our content goals. Further ideas arise from market observation, based on community feedback or, in our case, driven by product development.

  • Ideas are discussed in editorial meetings and then assigned to the Planning, On- Hold or Discarded column.

4. planning (planned)

All articles that we want to implement end up in the Planning column. Here we plan the content in advance and assign it to an author.

  • Articles are prioritized by editors-in-chief and assigned to categories and subject areas
  • Article receives a Due Date - The publication of articles is focused on other articles or specific events.

  • In a brief description we define the purpose of the article, its approximate scope and outline its contents.

  • Related content in our system is assigned in order to network it later and avoid redundant content.

  • Related contents are updated if necessary -> A new entry is created in the planning column (is moved from Released / Online).

  • If additional content is required, this information flows into the topic planning in the form of an idea.

  • Authors from different teams select articles from their subject area - the article is moved to the In Production column.

5. in production (in the production)

Article is written by the author.

6th Review (review)

Article is edited by second author. Style and facts (factual correctness) are checked. For more complex topics, our authors are supported by experts from the development department.

  • Examination passed -> The article is moved to the Translation column.
  • Examination failed -> The article is moved to the In Production column again.
7. translation (translation)
  • In many cases we carry out translations through an agency.
  • Translations are proofread externally.
  • For more complex topics, an internal fact check and language check are added.
  • The article will be moved to the Final Check column.
8. final check - release approval - (final control - release)

The actual approval is given by the editor-in-chief or by the editor responsible for the subject area.

  • Source text and translation are checked.
  • Dependencies with other content are checked.
  • The article is moved to the Released / Online column.
9th Released / Online (Released / Online)

If the article needs regular reviews, for example to link it with other content, we will make the appropriate comments and due dates.

Optionally you can add another 10 columns:

10th Fastlane / Fasttrack (Fast)

From a process point of view, of course, you don't like to see them. For all those who want or need to be honest with themselves, it is almost a must. How boring it would be, too, if everything in an editorial office would always be done comfortably according to "Scheme F".

Therefore there is a column Fastlane / Fasttrack for articles with high priority and high time pressure. Articles in this column skip individual steps in the process. Always rely on experienced authors for these topics. The principle of dual control remains the minimum requirement before publication.

Tools for your web editorial staff

There are many tools to help you plan editorial tasks and your content marketing strategy. Basically, you have to decide whether the topic planning is connected to your CMS, e.g. WordPress, or whether you want to use an external tool or service.

Our recommendation: Trello

Favourite of our editorial staff at the moment is Trello. Although Trello is not explicitly designed for editorial offices, it is much more a very flexible productivity tool that is perfectly suited for the Kanban method. Kanban allows you to quickly move tasks between different processing states.

Trello is free of charge and offers optional paid features (power-ups).

Trellos most important features:

  • Assign status for article / tasks (columns, status are customizable)
  • Comment on articles / tasks
  • Articles / Tasks to follow and notifications of updates
  • Attach files to articles / tasks
  • Assign authors (Member)
  • Adapt, assign metadata (labels)
  • Scheduling / Set due date
  • user groups
  • Task Checklist (this can be used to map simple subtasks or milestones)
  • Powerful search and filter function: Search and filter content by member, due date, label, etc. - Perfect for keeping track of hundreds of tasks and large teams!
  • Connection to WordPress via plugins possible
Alternative to Trello: CoSchedule

CoSchedule is a chargeable service with which you can implement your topic planning directly in WordPress. The most important features at a glance:

  • Display as calendar
  • Comment on articles / tasks
  • Assign authors
  • Scheduling / Set due date
  • Publish to social networks (also automated)

The possibilities of CoSchedule are well suited for editorial offices and small blog teams. Compared to Trello, CoSchedule is less flexible.

You can test CoSchedule for 14 days, after that the service costs 10 dollars per blog and month.

Another alternative: Edit Flow

Edit Flow is open source, free and lets you plan topics in a simple calendar directly in WordPress. The most important features:

  • Assign status for articles / tasks (statuses are customizable)
  • Comment on articles / tasks
  • Articles / Tasks to follow and notifications of updates
  • Customize and assign metadata (categories and tags)
  • Assign authors
  • user groups
  • Synchronize your calendar with iCal, Google Calendar.

All in all, we like Edit Flow very much. Especially strong are the customizable statuses (article status) and the notification system.

This article was published on 24 Oct 2018 by sebastian.zientek as part of the topic Content Marketing ###ARTICLEINFO_SENTENCE_END###.