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Last updated on April 8th, 2022 at 08:49 pm
As a creative, you’re producing a ton of content. This means you need some sort of system to keep track of everything you’re creating. From blog posts to YouTube videos, from Facebook Lives to Instagram posts, you need a way to be able to quickly find all that content and put it out there.
If you’re following the 80/20 rule, you know that you need to spend 20% of your time creating and 80% of your time promoting.
For a long time, I struggled to find a system that would allow me to effectively get my content out there. I’d publish a piece and never go back to it.
But I knew that I needed to get off the hamster wheel of constantly creating to constantly promoting.
Organizing my content into a system allows me to use my time efficiently and drive traffic to content I’ve already created.
In this post, you’ll learn:
- How I organize my content so it’s easy to find and access
- What I store on Google Drive and Dropbox
- Creating a content calendar in Asana
- What I include in my Content Planner spreadsheet
How I Keep My Content Organized in Google Drive, Dropbox, and Asana
When I first started blogging, I would organize my content files by the title of the post. It got really confusing and difficult to find what I needed once I got to nearly 100 posts.
Eventually, I realized that many of the podcasts I listen to would introduce each episode using an episode number.
If you can number podcasts, you can number any type of hub content.
Each post I write has a number assigned to it. I number based on the week because I publish one piece of hub content per week.
Once the hub content piece is labeled with a number, I use that number to keep track of the piece on Google Drive, Dropbox, and Asana.
What I Store on Google Drive and Dropbox
Once the hub content is assigned a number, I create folders in Google Drive and Dropbox.
All copy assets for each content piece are stored on Google Drive. This includes the actual blog post, weekly emails, and social media copy related to the hub content.
All visual assets for each content piece are stored on Dropbox. This includes any Pinterest images, blog images, and videos.
Creating a Content Calendar in Asana
I use the Ashlyn Writes Primed To Launch system to create my content calendar and plan for the year. (I recommend any and all of her programs.)
To keep on track with what I’ve planned, I create individual cards in Asana for each piece of hub content. I simply duplicate a content process template I have created in Asana, and rename it with the content number.
Once I begin writing copy or creating images for the piece, I attach them to the card. It’s easy to do since everything is labeled with the same number in Google Drive and Dropbox.
What I Include in My Content Planner Spreadsheet
I keep a spreadsheet of all the content I’ve created as a quick reference guide. It’s extremely handy when I want to link back to a previous post, update a post, or drive traffic to a particular piece.
In the Content Planner, I include:
- Title (or headline)
- Publish date
- Update date
- Long URL
- Shortlink URL (using the hero piece number)
- Category
- Tags
- SEO keywords
- Meta Description (for SEO)
- Content Upgrade/CTA
- Link to copy assets folder
- Link to visual assets folder
This spreadsheet is updated once each piece of hub content has been created and whenever I update a post.
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Using this system to organize my content maximizes my time when producing and promoting. I don’t have to search a million different places or search a million different terms to find a particular piece of content. The content is synced across all tools.
Want a piece of this system already laid out for you? Click here to get access to my Content Planner.
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