Content Writing Workflow

Conducting a content writing discovery session(s)

  • Involve meeting with the client to learn their story, voice, goals for the content, and turnaround/timeline requirements.
  • A project manager, writer, and maybe even an editor are involved in this step.
  • Creating an editorial calendar, keyword research for search engine optimization, and market research.
  • Getting the keywords and topics is crucial to start writing a web-page, blog, article, etc.

Content writing expert takeover

  • The writing project is assigned to the writer who is an expert on the topic.
  • Given the topic, focused keyword, first draft submission deadline, word count requirements, etc.
  • Do an In-depth research knowing the topic and the target audience
  • Go through various websites to browse topics similar to your industry like Google Trends, Google news, Tweetmeme, etc.
  • Check some facts and figures or find some related articles
  • Get keywords list from your Adwords manager
  • Using a platform to write but most of the writers write in Google Drive Docs, but the writing is ultimately saved in Word doc format (.doc or .docx) for easy redlining by an editor during the internal review.

Create an SEO-friendly title, headings (H2, H3 & only one H1)

  • All the Headings should be Unique, Ultra-specific; Urgent, Useful and it should match the contents
  • Headings should have Number, Adjective, Keywords, Rationale and a Promise to fulfill the target audiences
  • Headlines – 6 words, 60-70 characters
  • Use Adjectives – shocking, effortless, painstaking, unique, fun, incredible, absolutely, strange, essential, comprehensive etc.
  • All the titles should be actionable. All content should be written in such a way that it intrigues the reader to read the rest of the paragraph, section or page

Content Collating & Structuring

Make sure the content is grounded on verified facts and have a bibliography internally for your reference. Structure the content to have a “decent train of logical thought” from the introduction to the final conclusion.

General Instructions to Observe While Writing

  • Each paragraph starts with subhead and all paragraphs must have not more than three lines.
  • Sentences must not be very long. Restrict it to 14 words max for each sentence.
  • The total length of the articles to be 2300 words (may vary with web-pages)- start with what you have and build up over time Manage whitespace to increase readability

Tone or Style of Writing

  • Make sure the content is written in Active voice speech Conversationalize your content, “Youify” the content.
  • Make the reader feel better by using their language.
  • Pull the reader into the discussion.
  • Always have you and I talk and ask the right questions
  • Guideline on Writing Paragraphs
  • Opening paragraphs must convey the summary of what the document is all about or things like the benefits the reader is going to get.
  • This introduction contains 25 to 50 words and this will be in Bold.
  • The opening paragraph is similar to the newspaper summary, displayed below the title
  • Think like this; If I’m the reader (Stress patient) will this content motivate me to read the rest.

Main Body of the Content

  • This section will have a more detailed summary of the subject which we will be writing.
  • This contains 50 to 100 words or more.
  • Include a list of the benefits in numbers
  • All the contents must be divided into smaller paragraphs.
  • Each paragraph will have a small sub-title that summarizes the benefits of that paragraph.

Proofread the content

  • Ensure zero grammatical errors (Grammarly tool)
  • Check for plagiarism and spelling errors (Plagiarism checker)
  • Check keyword stuffing using keyword stuffing checker tools
  • Rewrite the sentences and paragraphs for flow
  • Read it once out loud

Fine tuning and final editing of the content

  • Content is edited, fine-tuned, and quality checked before sending to the client for final approval
  • You reread your draft to see, whether the content is well-organized, the transitions between paragraphs are smooth, and your evidence really backs up your argument.
  • Eliminate words or phrases everything that doesn’t contribute to the main Make sure you appropriately cited quotes, paraphrases, and ideas you got from sources.
  • Making sure the content is written in the client’s voice, and meets word count requirements and ensuring proper formatting and the search engine friendliness of the copy.
  • Send it to your manager or team lead for final approval
  • Send the drafted contents to the CEO before publishing the content for review and approval. Make any changes that are suggested by him/her.

Content revisions

  • The point of revisions is to ensure that the client is satisfied.
  • Get confirmation from the client that the final revision satisfies their needs.



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