Must-Have Features of Content Workflow Tools

The business of content workflow tools is growing as publishers, and content creators find new ways to boost efficiency. However, most content creators need help finding the right tools to meet their needs. In addition, given the multiple tasks and members involved in content creation, the manual flow of information and performance of tasks leads to confusion.

Such confusion might affect the quality of content, with possible missed deadlines and rejected projects. Therefore, having content workflow tools with the best features boosts efficiency while reducing stress on the team members. Here are the five must-have features of content workflow tools that make all the difference.

  1. Agile Process Management

In content creation, uncertainties may cause delays when things go differently than planned. However, the right content workflow tools are there to help. An agile workflow solution makes it easier to handle unexpected situations and make instant changes. Some situations include;

  • Changing tasks on the go – reopen, rename, reassign or delete
  • Changing decisions on the go – replace approved ones with rejected, reopened,  skipped or optional tasks
  • Changing process data – fix mistakes in data entry and edit form fields.

More freedom and flexibility are better since the content management teams may sometimes need to be revised.

  1. Basic Workflow Patterns

When handling different activities, it is imperative to use a system adaptable to all workflow patterns. These patterns include;

  • Sequential patterns

This content workflow pattern follows simple steps where after completing one stage, the next step starts. This pattern saves the content management team’s time and effort from working on lengthy and cumbersome processes.

  • Parallel Patterns

Multiple teams are involved in content creation, and no task is handled independently. Whether the task involves multiple steps or many members, once all individuals are assigned steps, the content workflow tools simplify execution.

  • Conditional Patterns

This pattern applies to optional tasks that should be performed more regularly. For example, if a content manager disapproves certain steps or tasks, the concerned teams will be notified.

  1. Automatic Task Assigning with Auto Execution Abilities

The ultimate goal of content workflow tools is to manage content creation efficiently. These tools primarily create and assign tasks, hence some degree of flexibility is necessary for configuring all workflow steps for automatic assignment. The workflow management system should automatically;

  • Assign a task to a user
  • Assign a task to departments of content teams
  • Assign roles to multiple members
  • Assign tasks based on rules or form data

In addition, auto-execution allows managers to reassign or terminate tasks behind deadlines.

  1. Due Date Calculation and SLA Monitoring

Content workflow tools manage repetitive processes and cannot directly set dates for specific tasks. Upon starting a new process, each activity will have its due date. Therefore, workflow tools manage this challenge by allowing dynamic and relative calculation of dates. Looking for the best content workflow tool should allow the configuration of rules for process dates. Besides, SLA monitoring ensures process performance monitoring to identify bottlenecks to change processes and maximize process efficiency.

  1. Report Generation

During the content management process, it is crucial to have full access to data within the content workflow tools. The content workflow tools should therefore report the following;

  • Data about ongoing and finished processes. It details who started the process when it started, the time taken for each task and the date of task completion.
  • Forms data, including values from tables and form fields
  • Performance data to indicate processes that ended on time, challenges in content creation, and performance of each user or department.

Access to such data enables the creation of various performance and KPI reports using third-party tools. Storing this data is also ideal for backup and auditing. Modern content workflow tools are complex and have numerous features for delivering great content. However, with many features to consider, these five are crucial considerations that would instantly transform a content creation strategy.

With the right content workflow tool, you will assess the workflow process and even identify any breakdown in your content. Additionally, tracking deadlines and reviewing real-time page flow will be easy. Finally, if you are a manager, you can assess your work performance and even measure your profits. 

You want to save time and money when it comes to creating and promoting your content. Making use of the content workflow tools will make your work more accessible, and even you will be able to reach your goals. Many other benefits come with using this software, especially among your team or content creators.  

Do you want your team to be on the same page? Workflow tools will bring your team together, making them compete for the work and even on time. It doesn’t matter which kind of content is being produced; every process will be significantly articulated. As a result, every team member will be engaged and also on track. Additionally, you will assign and organize jobs for your team and even keep every activity in motion. 

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