Scaling content production without sacrificing quality might seem impossible with your current resources. Realistically, you can\u2019t build and maintain a high-growth organic machine<\/a> without investing in something.<\/em><\/p>\n\n\n\n Budgets are tough. Most content managers are used to working with scraps from the overall marketing budget\u2014especially when compared to PPC and digital advertising. However, the value of organic content is still high while the ad space only gets more expensive. Then there’s AI search to contend with!<\/p>\n\n\n \ud83d\udcc8 Wondering how we scale our content at ClickUp?<\/strong> <\/p>\n\n\n\n With airtight workflows, AI-assisted efficiency, and highly skilled humans-in-the-loop who keep the machine running. \ud83d\ude80 Read about it here<\/a>! <\/p>\n\n\n<\/div>\n\n\n But back to budgets. Whether you have a little or a lot, content managers have to be thrifty with their budgets, especially in an AI-first world. That\u2019s why it\u2019s so important to implement a rock-solid, tried-and-true workflow to scale your content production. And that\u2019s exactly what our content team did at ClickUp.<\/p>\n\n\n\n The end result was a custom workflow built entirely within ClickUp that our content marketing team used to drastically scale our monthly production by more than 500% in less than a year.<\/strong><\/p>\n\n\n\n We\u2019re not here to gatekeep our scaling secrets. In fact, we tirelessly workshopped, tested, and optimized this content scaling process into a usable ClickUp template<\/a>\u2014so you don\u2019t have to lose valuable time manually building your own. <\/p>\n\n\n\n In this guide, we\u2019ll walk through everything you need to know about content production scaling and how you use our custom-built template (designed by writers) to jumpstart your process.<\/p>\n\n\n\n Content production scaling is the process of quickly and efficiently increasing the number of blogs, guides, and other digital assets to generate more leads as your company grows. The process runs off the idea that more content will result in more organic traffic and ultimately, more business. <\/p>\n\n\n\n While this isn\u2019t a new idea, the rapid and relentless rise of AI tools<\/a> has pushed content production scaling to the forefront of marketing best practices. That said, AI-generated content can blur the line between the importance of a lot<\/em> of content and trusted<\/em> content.<\/p>\n\n\n\n Even Google\u2019s stance<\/a> is to always \u201cproduce original, high-quality, people-first content,\u201d whether it\u2019s created using AI or not.<\/p>\n\n\n\n AI isn\u2019t here to replace content production. Instead, it should work as a writing assistant<\/a> to get your ideas out faster. Also, it\u2019s becoming easier to spot large amounts of AI-generated that hasn\u2019t had a human editor\u2019s touch, which means the importance of high-quality content is as strong as ever\u2014even if you\u2019re mass publishing blog content.<\/p><\/blockquote>\n It\u2019s the content marketer\u2019s responsibility to produce valuable and trustworthy content\u2014especially when scaling. But generative AI can still be a part of your process. In fact, 88% of marketers<\/a> already rely on AI as a tool<\/em> in their content strategies\u2014but not the driving force. <\/p>\n\n\n\n Content production scaling is the ultimate strategy to supercharge your organic traffic, visibility, awareness, leads, and revenue. It generates a treasure trove of evergreen content that can be scaled, repurposed, and used to build your brand as a trusted source of information. <\/p>\n\n\n\n In fact, businesses that publish four or more blogs per week were found<\/a> to earn three-and-a-half times the amount of traffic than those publishing less frequently. So, why else is scaling content so important? \u2b07\ufe0f<\/p>\n\n\n\n Successful, scalable content production boils down to making your workflows easier to replicate. In fact, many steps in your workflow remain the same whether you\u2019re writing 10 blogs per month or 100. Simply adding more deadlines to your writers\u2019 plates isn\u2019t going to cut it. \u2702\ufe0f<\/p>\n\n\n\n Unfortunately, it\u2019s nearly impossible to do all of this using an Excel Spreadsheet<\/a> or simple Kanban boards<\/a>. You need a centralized and robust work management tool<\/a> to connect teams, provide a high-level view of your production, and handle the vast number of tasks and subtasks<\/a> that come with producing mass amounts of content. <\/p>\n\n\n\n Finding the proper tool is a challenge in and of itself\u2014so we took matters into our own hands and designed a customizable template to manage your content production as you scale and grow. <\/p>\n\n\n\n After plenty of trial and error scaling our own processes, we\u2019ve got this stuff down to a science. We adjusted our workflows, stayed agile, and completely reworked our approach to better support a lot<\/em> more content at a time. <\/p>\n\n\n\n And we did it entirely within ClickUp<\/em>. \ud83c\udfc6<\/p>\n\n\n\n First things first\u2014make sure you\u2019ve considered the other processes and teams impacted by your content strategy and workflows. SEO strategies, blog brief creation, design requests, and social media calendars are all directly affected by content scaling. <\/p>\n\n\n\n To maintain transparency and align your team from the start, it\u2019s best to:<\/p>\n\n\n\n Striking the right balance between quality and quantity is one of the greatest challenges teams face while increasing their content marketing efforts. We\u2019ve felt it too, but we packaged our solution into a custom asset for other teams creating content and embarking on the same journey\u2014the ClickUp Content Production Scaling Template<\/a>.<\/p>\n\n\n\n This template was specifically designed for writers and editors in the trenches of content scaling. In this free asset, we mirrored our internal process down to the last detail to help you replicate the scaling strategy we\u2019ve built (and still use to this day). <\/p>\n\n\n\n Access the exact views<\/a>, Custom Fields<\/a>, task details, and pre-built Automations<\/a> that made all the difference for us, then modify any aspect of this Folder-level<\/a> template to create a completely customized process tailored to your unique situation. <\/p>\n\n\n\n It\u2019s not just about what<\/em> you do but how you do it<\/em>. We\u2019re here to break down the ins and outs of using this exact template to scale your content. While blog production is the primary content example, this flexible and templated framework can be customized to any content type. <\/p>\n\n\n\n Follow along to scale content production in eight simple steps. \u26a1\ufe0f<\/p>\n\n\n\n PRO TIP <\/strong><\/sup> Scaling any type of content is all about staying ahead of supply and demand. Ensure your team is ready to hit the keyboard with a solid backlog of well-researched keywords and topics before planning your pipeline. <\/p>\n\n\n\n The content backlog is your home base for every piece of new and existing content. It\u2019s where ready-to-go blog topics wait to be picked up by writers.<\/p>\n\n\n\n Every stage of the content process is affected by the \u201chealth\u201d of your backlog. It\u2019s everyone\u2019s<\/em> go-to place for planning future workflows. It\u2019s also the beginning of your blog database\u2014with the major difference being the backlog is about what\u2019s on deck<\/em>.<\/p>\n\n\n\n It might seem like an unnecessary first step, but having a separate place to visualize your future content creation pipeline from your current one is essential for a smooth scaling process.<\/p>\n\n\n\n Think about it\u2014if your goal is to publish 50 blogs per month, plan on having that many blog briefs ready in your backlog before the following month (i.e. have October\u2019s blog briefs ready in September). <\/p>\n\n\n\n Every blog post in your backlog will eventually feed into the database once it\u2019s assigned to a writer, receives a deadline, and joins the content workflow<\/a>. But having the option to manage your past, present, and future content in separate lists means you can fully visualize the different stages of your pipeline\u2014without feeling overwhelmed. <\/p>\n\n\n\n Another glimmer of good news\u2014since the backlog is more focused on target keywords, blog topics, and blog briefs, you won\u2019t have to spend too much time harping on other details quite yet.<\/p>\n\n\n\n OK, now let\u2019s get to the meat and potatoes of it all\u2014building the backlog<\/em>. \ud83e\udeb5<\/p>\n\n\n\n Listen\u2014backlogs can<\/em> be built in spreadsheets and most content managers still use this method. However, an intentional and well-organized backlog in a centralized platform significantly reduces the wasted time spent platform-hopping or searching for communication in your email.<\/p>\n\n\n\n From sharing and permissions to linking blogs to tasks in other platforms, managing content in spreadsheets is challenging. It\u2019s how I got started in content marketing, but I\u2019ve quickly realized the power of a customizable collaboration platform to build content workflows that everyone can use.<\/p><\/blockquote>\n Trust us, it\u2019s not easy to build a database<\/a> that directly connects to your content workflow and publishing schedule from a single spreadsheet. But why bother with the extra time and effort to set up your backlog from scratch, anyway?<\/p>\n\n\n\n Your workload is busy enough\u2014save time and let our ready-made template handle the heavy lifting for you. \ud83c\udfcb\ud83c\udffb\u200d\u2640\ufe0f<\/p>\n\n\n\n Once you\u2019ve applied this template to your Workspace, you\u2019ll see different views pinned along the top of your screen and listed below the Content Production Scaling Folder on your sidebar.<\/p>\n\n\n\n To start building your database using the Backlog<\/strong> List view<\/a>, navigate to the Blog Posts (In Progress)<\/strong> List then select Backlog<\/strong>. <\/p>\n\n\n\n From there, you can edit the existing task names to match your blog topics or create entirely new tasks for each keyword. Either way, you\u2019re already a step ahead. \ud83c\udf89<\/p>\n\n\n\n Our pre-built backlog is designed for maximum speed and convenience. Without clicking away from your current view or opening a blog task, you can access blog briefs added by your SEO team and even live URLs for upcoming blog post refreshes.<\/p>\n\n\n\n These fields\u2014and many more\u2014are shown automatically when viewing your backlog, and will stay with their designated blog task through every step in your workflow. When a writer is ready to take on a blog task from your backlog, it moves to the next step in your scaling process. \u27a1\ufe0f<\/p>\n\n\n\n Once a topic is ready to be tackled, connect it to an actionable task. This is when your blog tasks are added to the content database, your centralized location for all content that\u2019s currently in production. Adding blog tasks to your database is how you\u2019ll prioritize and track their progress throughout your workflow. <\/p>\n\n\n\n Using our custom template, changing the blog task status from To Do<\/strong> or Brief Ready<\/strong> will automatically move the task to our pre-built database List titled All In Progress Posts<\/strong>.This Automation makes the setup process smoother, especially as your blog tasks collect other key details.<\/p>\n\n\n\n The more at-a-glance details you add at this stage, the better. <\/strong><\/p>\n\n\n\n Grasping this information in a single view actually<\/em> keeps your database manageable and is essential for delivering faster updates. You\u2019ll notice your database is much more efficient once you\u2019ve assigned blog tasks to individuals, updated the status, and established a timeline. <\/p>\n\n\n\n These items are automatically displayed in your database List along with additional columns for setting the Writer Source<\/strong>, Content Type<\/strong>, and previewing the Latest Comment<\/strong> in the blog task\u2014but we\u2019ll get into more of that further down.<\/p>\n\n\n\n At this stage, we suggest adding the content type or category as a prefix to the name of your blog tasks. So if you\u2019re writing a blog post about the 50 most productive things to do at work<\/a>, the task name would be \u201cSEO Blog: Productive Things to Do at Work.\u201d <\/p>\n\n\n\n Or if you typically create campaigns around a single content category, you can rename the task to match the type of content you\u2019re creating\u2014i.e. \u201cVideo: Productive Things to Do at Work.\u201d <\/p>\n\n\n\n It might seem like overkill, but this level of organization and transparency is critical for everyone to filter and group their work in any capacity. Plus, if you\u2019re scaling multiple types of content for a target audience or creating pillar topics, customizing the task prefix and Content Type<\/strong> Custom Field does wonders to keep databases structured. <\/p>\n\n\n\n The beauty of this scalable framework lies in its flexibility\u2014and to increase your output by 10-fold, you have to be. Every aspect of what we\u2019ve discussed can be modified, especially if you\u2019re following along with our template. <\/p>\n\n\n\n Don\u2019t want to separate your backlog from the database? Remove the Filter at the top of your view to see the status of every task in your Folder. Or if a different List name better aligns with your company\u2019s verbiage\u2014change it! <\/p>\n\n\n\n That\u2019s the magic of this template, it\u2019s built to support your processes<\/em>. The default settings are just what worked for our blog content marketing team. \ud83e\udef1\ud83c\udffc\u200d\ud83e\udef2\ud83c\udffe<\/p>\n\n\n\n The Fields seen in the columns of your content database and backlog can also be found in each blog task. Open your Task view to be greeted by the task name, status, assignee, and due date. <\/p>\n\n\n\n As you scroll, you\u2019ll reach the Custom Fields automatically included with our content scaling template. Here\u2019s a quick rundown of what they are and how we use them:<\/p>\n\n\n\n As you fill in your blog task details, each is automatically updated in every List and view for the most accurate status. Like a clean dataset, adding these details as you go will make your work easier to automate, sort, filter, and present every step of the way. <\/p>\n\n\n\n The automatic updates<\/a>, visualization, and interconnectedness across every List and view in ClickUp played a huge role in our ability to scale and sustain our content creation processes. But if you still prefer to work from a different work management software, look for ways to replicate similar custom fields. <\/p>\n\n\n\n All that\u2019s left to do is assign your content to the writers, publish it on your blog, and voila<\/em>\u2014you\u2019re done! Almost. \ud83e\udee3<\/p>\n\n\n\n Assigning articles is significantly more challenging when you\u2019re handling a lot<\/em> more content. For teams aiming to produce 10 or even 20 times the amount of quality content they\u2019re used to, finding the right pace will take a bit of experimentation. <\/p>\n\n\n\n Before you start delegating blog tasks, support your writers with all of the resources they need to follow your exact process. Particularly if you work with freelancers or agencies for the first time, you don\u2019t want to leave any room for error when it comes to brand voice, formatting requirements, or product knowledge. <\/p>\n\n\n\n It might be helpful to update and link to important process documents in every task<\/strong> description<\/strong>, so your SOPs<\/a> and style guides<\/a> are front and center. Luckily, you can automate this and avoid manually adding the links to every task. And for more detailed processes, consider sharing a recorded video<\/a> that walks through each step on your screen.<\/p>\n\n\n\n Documenting every step of your content creation process is a surefire way to earn back more of your time in the scaling process. And you\u2019ll see the impact of these resources reflected in the quality of each draft you review. <\/p>\n\n\n\n As for the content distribution cadence, it\u2019s best to stagger your assignments.<\/p>\n\n\n\n Take your monthly content goal week by week<\/a>. Assign content out in batches so writers can better prioritize their own workloads without feeling bogged down by the number of tasks in front of them. This also helps maintain a consistent posting schedule and prevents you from sitting on a pile of content at the end of the month.<\/p>\n\n\n\n Another major point to remember\u2014your writers will start drafting the following month\u2019s content weeks before that month begins. <\/p>\n\n\n\n Some writers work best when content is planned roughly six weeks out from when it should go live. Setting target publish dates well in advance in your content calendar<\/a> helps writers consistently hit deadlines with fewer hiccups and without impacting content quality.<\/p>\n\n\n\n While your blog backlog and database are essential for your content scaling efforts, the monthly views are hands down the most widely used by our writers. <\/p>\n\n\n\n If you\u2019re keeping up with our content scaling template, you\u2019ll find these views immediately upon opening the Folder, titled This Month<\/strong>, Last Month<\/strong>, and Next Month<\/strong>. These Table views<\/a> are an editor\u2019s way of easily managing the team\u2019s workload. <\/p>\n\n\n\n This view is grouped by the Writer Source<\/strong> Custom Field to quickly see how many total blogs each individual writer or team has on their plate for the month. Still, this view can be customized to convey any other important aspects of your workflow.<\/p>\n\n\n\n If it makes more sense for your team to visualize your monthly content by category, pillar topic, or assignee\u2014you have the power to make those changes in a matter of seconds. The best part of reaching this step is that the work required to build your monthly view is already done!<\/em> <\/p>\n\n\n\n If you\u2019ve thoroughly built your backlog, updated your content database, and filled in key task information, your monthly views will automatically populate. All that\u2019s needed is renaming each view to match the current date for clarity and ease of use.<\/p>\n\n\n\n For upcoming months, simply duplicate another view to preserve the work you\u2019ve done in the past and continue tracking new content in the future. In fact, our blog team meets weekly to discuss our monthly Table view so everyone has the most up-to-date information in one place.<\/p>\n\n\n\n You may already have a similar meeting set to review bottlenecks with your team and determine realistic timelines\u2014this resource simply makes that easier. It\u2019s smart to stay nimble to scale dramatically.<\/p>\n\n\n\n And since we\u2019ve introduced the monthly Table view to our weekly meetings, our team has managed to pivot in the knick of time. <\/p>\n\n\n\n Scaling your content production process is far from a one-person show\u2014it takes efficient communication and frequent updates to ensure your key players are in the loop on the teams\u2019 overall progress.<\/p>\n\n\n\n This is where we rely on some of ClickUp\u2019s best features<\/a>. \ud83e\udd47<\/p>\n\n\n\n To keep our workflows moving, we use assigned comments<\/a> to quickly mention and delegate action items<\/a> directly to the reviewer. Since the blog database and your monthly view both display the most recent comment for each blog task, it\u2019s essential to maintain visibility using comments in ClickUp. But with so many collaborators communicating back and forth<\/a>, comments can pile up and be difficult to sift through.<\/p>\n\n\n\n This opens the door for our team to use ClickUp AI<\/a> and the comment thread summary feature. This AI function instantly generates a bulleted breakdown of lengthy comment threads, notes, and updates from any task so you get straight to the point about what\u2019s needed and from whom.<\/p>\n\n\n\n Bringing other collaboration software<\/a> into the mix for these crucial updates just makes it easier for drafts to fall through the cracks\u2014and you don\u2019t want to veer off course because of some measly miscommunication. <\/p>\n\n\n\n While managing editors are spending a substantial amount of time working from different Lists and views, the content writers are, well, writing<\/em>. \u270d\ud83c\udffb<\/p>\n\n\n\n When creating content, our blogs go through multiple rounds of edits and reviews. To follow our exact process in the Content Production Scaling Template, have your writer add their draft link in the Draft URL<\/strong> Custom Field. Then, the writer will post a comment in the blog task and tag the reviewer.<\/p>\n\n\n\n Feel free to add the draft link again in the comment for your reviewer\u2019s convenience. \ud83d\udc9c<\/p>\n\n\n\n To keep your views and Lists completely current, immediately update the task status to In Review<\/strong>. Once the reviewer has read the draft and made their suggestions, they\u2019ll comment back to the writer and update the task status to Update Required<\/strong>.<\/p>\n\n\n\n From there, the writer makes all necessary changes, adds any missing pieces, and prepares their draft for a final review. <\/p>\n\n\n\n PRO TIP<\/sup><\/strong> The draft may be done but a blog task isn\u2019t complete until the content is live on your site. The home stretch can get a little tedious with formatting and web editing, but you\u2019re almost there.<\/p>\n\n\n\n Rather than leaving it up to the managing editor to format and prep incoming content, put that power in the writers\u2019 hands. \ud83e\udd17 <\/p>\n\n\n\n Once a piece of content has been reviewed and updated to address any outstanding comments, add it to your content management system<\/a> right away.<\/em> At this stage, it\u2019s important to keep up the production momentum so you can format and ideally publish a piece of content on the same day. <\/p>\n\n\n\n The writer will add the featured image, any important links, proper formatting, and final touches before sharing the CMS draft link with the editor for final review. By the time a writer finishes formatting a draft in the CMS<\/a>, it should be practically ready. <\/p>\n\n\n\n For consistency and efficiency, follow the same commenting process as the first round of edits (step six), then update the task status from Update Required<\/strong> to Final Review<\/strong>.<\/p>\n\n\n\n If you\u2019re using ClickUp, keep all review-related discussions together in a comment thread directly within the task. Just don\u2019t forget to assign or @mention the correct editor. \ud83e\udd13<\/p>\n\n\n\n You\u2019ve made it to the final phase of creating a scalable content creation process\u2014all that\u2019s left is one final sweep for good measure. <\/p>\n\n\n\n Editors should make any last tweaks to the blog directly in the CMS and when it\u2019s ready to go, update the task status to Ready<\/strong> and reply in the comment thread letting the writer know it\u2019s in good shape to go live. <\/strong><\/p>\n\n\n\n Once you\u2019ve changed a blog task status from Ready<\/strong> to Published<\/strong>, it will automatically clear itself from your content database and move to the Published<\/strong> List. This way, you can oversee the team\u2019s active workload while monitoring the progress toward your overall goal. <\/p>\n\n\n\n In the Published<\/strong> List, you\u2019ll find a separate Calendar view<\/a> of all published posts. From this content calendar<\/a>, it\u2019s easy to visualize how many blogs are published each day, week, or month to ensure you\u2019re upholding a steady posting schedule. <\/p>\n\n\n\n If you notice the vast majority of your content is coming through all at once or in the final weeks of the month, you can proactively make changes to your workflow for a more consistent posting schedule. <\/p>\n\n\n\n Trust us, your team will thank you for this one. No one wants to be working late on that final Friday. \ud83c\udf78<\/p>\n\n\n\n Even after your blog is published, it\u2019s \n
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What is Content Production Scaling?<\/h2>\n\n\n\n
![\"Alex](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/05\/Alex-York-Bio-Round.png\")
\nWhy is content scaling important?<\/h3>\n\n\n\n
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![\"drag](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/10\/drag-and-drop-tasks-on-a-clickup-table.gif\")
\nHow ClickUp Scaled Content Production\u2014Using ClickUp<\/h2>\n\n\n\n
![\"Over](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2021\/12\/Views_Animation_1.gif\")
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Consider this blog to be your own personal onboarding guide. For best results, download the template, add it to your Workspace, and walk through each step with us in another window.<\/p>\n\n\n\nStep 1: Create your content backlog<\/h3>\n\n\n\n
![\"All](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/09\/Screenshot-2023-09-29-at-11.41.02-AM-1400x752.png\")
\nThe content backlog vs. the content database<\/h4>\n\n\n\n
Time to break up with your spreadsheets<\/h4>\n\n\n\n
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\nStep 2: Work from the database by task status<\/h3>\n\n\n\n
![\"Adding](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/09\/Content-Scaling-Template-2-V2.gif\")
\nNaming your tasks keeps everything organized<\/h4>\n\n\n\n
![\"Naming](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/09\/Content-Type-Name-and-Custom-Field.png\")
\nStep 3: Customize the task details for maximum efficiency <\/h3>\n\n\n\n
Breaking down the basics of your blog tasks<\/h4>\n\n\n\n
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![\"Custom](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/09\/Screenshot-2023-09-29-at-12.13.24-PM.png\")
\nStep 4: Assign your content <\/h3>\n\n\n\n
Update your SOPs and keep them on hand at all times<\/h4>\n\n\n\n
![\"Share](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/01\/Clip-by-ClickUp-.gif\")
\nPace yourself accordingly<\/h4>\n\n\n\n
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\nStep 5: Build your monthly view<\/h3>\n\n\n\n
![\"Monthly](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/09\/Screenshot-2023-09-29-at-12.27.27-PM.png\")
\nStep 6: Have writers assign comments when the first draft is ready<\/h3>\n\n\n\n
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Write out this process and add it to your task description so everyone stays on board with the agreed-upon communication strategy and channels.<\/p>\n\n\n\nStep 7: Format the content in your CMS<\/h3>\n\n\n\n
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\nStep 8: Review, publish, and mark as done<\/h3>\n\n\n\n
![\"Using](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/09\/Content-Scaling-Template-3.gif\")
\nMaintaining Content at Scale in ClickUp<\/h2>\n\n\n\n