Content Writing: How Can You Save Time?

Let’s be clear: creating content takes time. However, with collaborative management and automation tools, it’s possible to save time. A smooth, well-oiled workflow benefits both the writer and the client, with the goal of making work easier and saving everyone time. So here are a few ideas and tips for structuring your content creation process, which apply equally well to both web and print.  

1. Define Needs and Objectives

Optimizing writing time begins well before the actual production phase. A preparation phase is, in fact , essential before beginning the writing process. During this preliminary stage, it is crucial not only to define the client’s needs and objectives but also to establish the framework within which the project will take place. 

But what needs are we talking about?

• How much text needs to be produced?

• What types and formats of content should be produced (marketing content, web or print copy, white papers, infographics, etc.)?

For what purposes (to sell, to inform, to establish a position, etc.)? 

Is this:

• How can I increase traffic to an e-commerce site as quickly as possible?

• How can you grow a brand's blog with SEO-optimized web articles?

• Take a quick stance on current events?

• Rewrite existing texts to improve their organic search engine rankings?

With a clear set of specifications outlining your needs and objectives, you’ll then be able to estimate the resources and tools you’ll need to complete the assignment. This will help you avoid, for example, taking on an overly ambitious assignment on your own, or having to recruit another freelance writer at the last minute to ensure on-time delivery. 

2. Compile a list of requirements

Once the scope of the project has been clearly defined and the resources estimated, take stock of your client’s requirements. These include both the operational aspects of the project (deadlines, number of texts to be written and submitted by a key date) and the rules governing the text itself. 

This preliminary step before writing should therefore summarize:

• the language level and tone of the articles, as determined by the target audience,

• the level of complexity and technicality of the texts to be written,

• the general structure of the content,

• the SEO strategy (keywords, internal linking, services, and web pages to highlight),

• Which online sources to use and which to avoid…

To speed things up, create a generic set of specifications that you can use for all your projects.  

3. When is an editorial strategy necessary?

For small volumes (between 1 and 5 pieces of content to write)

It isn’t always necessary to develop a specific strategy to save time on short pieces. Your own judgment is sufficient, but it’s recommended that you define a set of specifications outlining your client’s requirements and needs. A comprehensive brief provided by the client for each text to be written may also be sufficient. 

More than 10 items: It depends; it exceeds the limit. 

For larger projects, establishing a clear approach from the start will save you time down the line. Why? With content production projects that span a long period, your point of contact may change. Additional content may also be added along the way based on discussions with clients. Suggestions and discussions sometimes lead to rethinking and revising certain requirements. Operational considerations enrich strategic planning, and vice versa. Developing a well-structured editorial strategy is therefore essential when there is a large volume of text to be written.

In this scenario, you should also consider how to export all this content: Are there any automation solutions that can save you time? And while you’re at it, why not write in Markdown?

4. Tools and a Method for Structuring a Project

A well-structured content writing plan will save you time. From assigning tasks to the final export of the content, the framework of key steps must be clearly defined.

• Facilitate access to documents; centralize information and the sources to be used

  A secure server, a cloud storage service like Dropbox, an online collaborative management tool like Google Drive

• Streamline project management step by step (task allocation, content to be written, editorial calendar, client approval, etc.)

  A homemade tracking spreadsheet like Google Sheets, a project management tool like Trello, a chat platform like Slack

• Optimize a text for search engines and check its spelling

  A semantic analysis and writing assistance tool like Yourtexguru, a grammar-checking program like Antidote, or a plugin such as LanguageTool or Grammarly (very useful if you use Google Drive to write your content!)

• Production, editing, client approval, and tracking of changes

  A collaborative tool similar to Google Drive with version history ("versioning") and a suggestion/comment feature

Here are two more tips to save time and streamline communication with your clients and writers: 

• Do not create too many communication channels;

• Choose simple tools that are available online, and take the time to explain how they work—whether through a written guide or a brief training session over the phone or via video chat—to your clients or the writers on your team.

5. Delegate, assign tasks, and build on each person's strengths

Who does what? Who approves? Who proofreads? Break down content production into several tasks. If you’re working as a team, assign tasks like a skilled conductor. On the client side, the approval process must also be clearly defined. Leverage everyone’s skills to save time. Depending on the level of expertise required, don’t hesitate to bring in a specialized freelance writer.

6. Accept that some tasks cannot be shortened

You can’t save time every single time. The duration of certain tasks can’t be shortened, but it can be optimized with a little organization. The time spent researching, reading a brief, or familiarizing yourself with a topic shouldn’t be overlooked. This learning phase is essential to the content creation process. You can’t become an expert in thermal insulation without dedicating a minimum amount of time to it. 

Depending on the content to be produced, the time needed for brainstorming is difficult to measure and can vary from one piece of text to another. The same goes for creativity. While certain technical aspects of SEO can be delegated and automated using tools, creativity is something you work on every day and requires a minimum amount of time. Services like Yourtexguru can also help you overcome writer’s block by providing you with ideas and research leads. 

To ensure the quality of your content, you should not overlook the time needed for proofreading and correcting grammar, syntax, and spelling. While certain tools can save you time by flagging repetitions or common spelling errors, they do not yet provide a sufficiently high standard of accuracy. Therefore, you should not rely solely on algorithms and software for this task. 

By automating certain tedious tasks, you’ll have more time to devote to training or to developing your unique value propositions: your area of expertise or your creativity. 

BONUS: To save time, learn how to make the most of it…

We all have time. But sometimes (often) we don’t notice it passing, or we overestimate or underestimate it. How long did it take you to write a 1,500-word essay on the effects of soil erosion on potato fields in Auvergne? Two hours? An hour and a half? And to read the question? 20 seconds, or maybe 25? 

To help you estimate how much time you spend writing or on certain steps, use a time-tracking tool like Toggl. The precise data provided by Toggl’s reports shows the actual time spent on specific tasks. It’s then up to you to find practical solutions or tools to spend less time on tasks that can be automated, for example, or to determine whether you need to reevaluate your workflow. If you find that back-and-forth communication with clients is time-consuming, it’s high time to revise the project specifications!