Master Content Governance: Streamline Your Strategy
Are you using content governance in your organization?
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Introduction to Content Governance
Building a solid content governance model is like laying a strong foundation for your content marketing strategy. Without it, even the best ideas can get lost in chaos, leading to inconsistent branding, slow approvals, and compliance risks.
Research shows that businesses without formal governance experience 47% longer content approval cycles and face up to 64% higher risks of non-compliance penalties.
In this article, I’ll walk through practical, step-by-step guidance for creating a governance model that not only streamlines your content marketing process and content workflows, but also keeps your brand on track.
AI and Content Strategy Risk
In today’s fast-paced digital landscape, where AI-generated content is more common than ever, the importance of a well-defined content governance model cannot be overstated. For most small and medium-sized businesses, the absence of a structured framework can lead to:
Inconsistent branding across channels
Approval delays that stall content publication
Compliance risks from unvetted content practices
This article is designed to equip you with actionable steps and the right tools to build your governance model from scratch. I also provide guidance on how to implement it within your organization and gain buy in from employees.
Whether you’re just starting or looking to refine your existing processes, you’ll learn how to create clear guidelines, define roles, set up efficient workflows, and measure success along the way.
What is Content Governance? (And Why It Matters)
Content governance is a strategic framework that guides how content is created, reviewed, published, and maintained. It ensures that every piece of content aligns with your organizational goals, complies with legal standards, and resonates with your audience. It includes a content approval process that is far from being about micromanaging every detail.
Effective content governance sets up clear, flexible guidelines that empower your team.
Key Benefits Include:
Brand Consistency: Research indicates that well-governed content results in over 90% consistency in tone and messaging aligned with your brand style guides.
Operational Efficiency: A structured framework can reduce content production time by as much as 35%.
Compliance Assurance: Proactively managing compliance helps avoid legal issues related to GDPR, ADA, and copyright, ensuring that your content meets required standards.
A well-implemented content governance model not only streamlines your processes but also significantly boosts your content ROI by reducing the costs associated with rework and compliance breaches.
The first step in the process is to create a RACI Matrix.
How to Create a RACI Matrix for Content Governance
Defining roles and responsibilities is the backbone of any successful content governance strategy.
Roles may include subject matter experts, marketing lead, content team (writer, graphic designer), editors, etc. One of the most effective tools for this is a RACI Matrix, which stands for Responsible, Accountable, Consulted, and Informed.
Step 1: Define Roles and Responsibilities
Why This Matters:
When roles are clearly defined, you eliminate confusion and reduce delays. Without documented roles, many SMEs experience duplicated efforts and accountability gaps, issues that can slow down your entire content production process.
How to Do It:
Create a RACI Matrix: For example, assign the role of "Writer" as Responsible for drafting the content, "Editor" as Accountable for ensuring quality, "Legal Team" as Consulted for compliance, and "Marketing Lead" as Informed throughout the process.
Here’s a simplified example:
Task Writer Editor Legal Team Marketing Lead Draft Blog Post R A C I Approve Social Media I A R C
Common Pitfall to Avoid:
Avoid relying on informal role assignments. Without proper documentation, responsibilities can become blurred, leading to miscommunication and delays.
Using a RACI matrix not only helps in clear communication but also acts as a reference point during audits or process reviews. This framework can be easily updated as your team grows or processes evolve.
Step 2: Set Up Editorial Guidelines
Having clear editorial guidelines is crucial for maintaining your brand’s voice, tone, and overall style. These guidelines serve as a rulebook for your team. This ensures that every piece of content follows your brand guidelines and reflects your brand identity.
Key Elements to Include:
Tone and Voice Guidelines: Decide whether your brand should come across as formal, casual, friendly, or authoritative. For instance, a B2B brand might lean towards a more formal tone, while a lifestyle brand may opt for a conversational style.
Style and Formatting Rules: Define how headlines should be structured (e.g., H1, H2, etc.), what fonts to use, and how images should be treated.
Content Type Guidelines: Different platforms require different approaches. Specify guidelines for blogs, videos, social media posts, etc.
Tools to Support Your Guidelines:
Free Tools: Use Google Docs for collaborative documentation and Grammarly to ensure consistent writing style.
Paid Tools: Consider Canva Pro for creating branded visuals and SEMrush for maintaining SEO consistency.
Common Mistake to Avoid:
Overcomplicating the guidelines can overwhelm your team. Keep them simple, clear, and actionable.
Editorial guidelines help ensure that every piece of content is aligned with your brand’s personality and meets a consistent standard of quality, making it easier to build trust with your audience.
Step 3: Build an Approval Workflow
An efficient Content Approval Workflow is essential to manage content production by maintaining quality without sacrificing speed. By mapping out clear stages, you ensure that each piece of content moves smoothly from creation to publication.
Why This Matters:
An organized workflow prevents bottlenecks and ensures that all types of content are reviewed properly before it goes live. This not only saves time but also maintains a high standard of quality across all your content.
How to Do It:
Map Out the Stages:
Drafting: The content creator writes the initial draft (often with the help of AI tools like ChatGPT for ideation).
Review: The editorial team checks for brand consistency and quality as part of the review processes.
Compliance Check: The legal team reviews the content for GDPR, copyright, and other regulatory adherence.
Approval: The marketing lead gives the final go-ahead.
Publish: The content is scheduled or published live.
2. Define Timeframes:
Set clear turnaround times for each stage. For example, high-performing teams often resolve edits within 48 hours, keeping the process agile and responsive.
3. Involve Key Stakeholders:
Make sure the relevant team members are included at the appropriate stages. Too many approval layers can slow down the process, while too few may result in oversights.
Tools for the Job:
Free Options: Tools like Trello or Asana work well for visualizing and managing workflows.
Paid Solutions: For more advanced features, consider platforms like Monday.com or Wrike which offer workflow automation and stakeholder notifications.
Common Mistake to Avoid:
Don’t create an overly complicated workflow. Too many layers or unclear handoffs can create bottlenecks, delaying the entire content process.
An effective approval workflow not only speeds up production but also ensures that your content consistently meets your brand’s standards.
Step 4: Ensure Compliance and Risk Management
Compliance isn’t just a legal formality; it’s a vital aspect of protecting your brand. Poor governance in this area can lead to hefty fines, legal issues, and damage to your reputation.
Key Compliance Areas:
Copyright and Fair Use: Make sure all images, quotes, and other media are used legally. Rely on sources like Creative Commons to find properly licensed images.
Privacy Regulations: If you’re collecting user data, ensure your practices align with GDPR and other relevant privacy laws.
Accessibility: Follow guidelines like WCAG 2.1 to ensure your content is accessible to everyone, including providing alt text for images and captions for videos.
Tools for Compliance:
Free Tools: Use the Hemingway App to ensure your content is easily readable, and Creative Commons for legally usable media.
Paid Tools: For deeper audits, consider OneTrust for compliance checks and AccessiBe for accessibility audits.
Common Mistake to Avoid:
Ignoring compliance for the sake of speed can lead to serious consequences. It’s crucial to integrate compliance checks into your workflow from the start.
Step 5: Establish Content Performance Metrics
Tracking the performance of your content is essential for understanding what’s working and where improvements are needed. By setting up clear metrics, you can continuously refine your content strategy.
Key Metrics to Track:
Growth: Monitor organic website traffic and social media follower growth using tools like Google Analytics.
Engagement: Keep an eye on likes, shares, comments, and overall interaction on your content.
Conversion: Track metrics such as email sign-ups, sales, or downloads.
Retention: Look at bounce rates and repeat visitor statistics to gauge long-term audience interest.
Tools for Tracking:
Free Options: Google Analytics and HubSpot’s free plan offer robust tracking capabilities.
Paid Options: Platforms like SEMrush and Ahrefs provide in-depth SEO and engagement metrics.
Common Mistake to Avoid:
Avoid the temptation to track every possible metric. Focus on a few key performance indicators (KPIs) that align with your business goals to prevent analysis paralysis.
Step 6: Develop a Content Maintenance Plan
Content isn’t a “set it and forget it” asset. Over time, outdated or off-brand content can dilute your message and reduce its impact. A regular maintenance plan keeps your content fresh and effective.
How to Implement:
Content Audit: Conduct regular audits—quarterly or bi-annually—to catalog your content. Tools like Airtable or even Google Sheets work well for this.
Refresh or Remove: Establish criteria for updating high-performing content and removing or archiving outdated material. For example, refresh content with less than 1% engagement or content older than two years.
Document Everything: Keep a record of your audits and updates. This documentation can help track improvements over time and ensure ongoing compliance.
Common Mistake to Avoid:
Neglecting regular audits can lead to an accumulation of outdated content that no longer serves your brand. Schedule and stick to periodic reviews.
Recommended Tools for Content
Selecting the right tools can streamline every aspect of your content governance process. Here’s a breakdown of some of the best free and paid options:
Content Management Systems (CMS)
Paid: HubSpot CMS, Contentful
Project Management Tools
Paid: Asana Premium, Monday.com
Compliance and Security Tools
Pro Tip:
Start with free tools to get your processes in place, then scale up as your team and content library grows.
How to get your team on board
A governance model is only as effective as the team that uses it. Getting your team on board is crucial for seamless implementation.
Why It’s Important:
Without full buy-in, even the best-designed governance model can fall apart. Training and clear communication are key.
Tips to Encourage Adoption:
Provide Training: Host short workshops or create video tutorials that explain the benefits and usage of your governance tools.
Highlight Benefits: Emphasize how streamlined workflows and clear guidelines save time and improve overall quality.
Simplify Processes: Avoid overwhelming your team with too many changes at once. Roll out new processes in phases to allow for gradual adaptation.
Common Mistake to Avoid:
Don’t try to implement everything at once. A phased approach helps your team adjust and provides opportunities to refine processes along the way.
Integrate Governance Into Your Content Strategy
Governance should not be a separate, isolated function. It must be integrated into your overall content strategy.
How to Align:
Set SMART Goals: Ensure that your governance model supports Specific, Measurable, Achievable, Relevant, and Time-bound objectives.
Map Governance to Strategy: Demonstrate how each element of governance, from the RACI matrix to compliance checks, directly contributes to achieving your content goals.
Iterate and Improve: Use performance metrics to continuously refine both your content and your governance processes.
Common Mistake to Avoid:
Avoid treating governance as a standalone function. Instead, embed it into every stage of your content strategy to ensure cohesive execution and measurable results.
Conclusion
Building an effective content governance model is not just about putting policies in place, it’s about creating a framework that empowers your team, streamlines your workflow, and drives consistent, compliant, and high-quality content.
By defining clear roles with a RACI matrix, establishing robust editorial guidelines, setting up an efficient content approval workflow, and continuously measuring performance, you can transform chaotic processes into a structured, agile system.
If you’re ready to take control of your content marketing strategy, start by downloading my customizable RACI template and editorial guidelines checklist.
These free tools will help you kickstart your governance model and set your team up for success.
