How to Organize Your Content Library

Content Library

Your business could be drowning in exceptional marketing content, but without a content library, you wouldn’t even know it. The problem for so many marketing teams is that they spend all their time searching for content instead of organizing what they have and creating a content library.

A content library is a collection of pre-approved content that you can pull from at any time. It’s a stockpile of articles, videos, images, case studies, captions, blogs, and topics that simplify the content creation process because they’ve already been looked through, edited, and prepared before they’re needed. It’s a marketing and media hub all in one, and ideal for sales and marketing reps.

Whether you’re starting from scratch or want to make your current content library easier to use, organization is key to success and a sign of a sophisticated content marketing strategy, which only 7% of B2C marketers and 9% of B2B marketers boast. An organized content library can help streamline your workflow, save you time, and allow you to repurpose posts easily.

So, how do you go about organizing your content library and increasing your inventory?

1. Accessibility

A library that doesn’t give out library cards is useless, and the same goes for a content library that is only accessible to a few individuals or saved on a personal computer. A content library should be accessible to everyone who needs to access it.

To do this, consider setting up a shared drive on Dropbox, Google Drive, Basecamp, or through your CMS. Whatever online platform you currently use is where you should save your content library and provide access to everyone relevant.

The content library should be easy to find, so people don’t waste time searching and your marketing team doesn’t get lazy when trying to upload new content. The more accessible the library is, the more likely it will be put to good use.

Just remember that your marketing team isn’t the only one who could gain value from your library. In many cases, sales reps can also find a lot of benefit in a content library. They can leverage valuable content to help reach customers by demonstrating your company’s credibility and authority. Having access to the library also keeps your sales team up-to-date with the latest marketing efforts, so in case it’s brought up during a talk with a customer and questions are asked, the sales team knows what they’re talking about and how to respond. This ensures all teams work together seamlessly for the good of the organization.

2. Create Categories and Label Content

You wouldn’t visit a library without a card catalog, so why should your content library be thrown together willy-nilly? 50% of marketers cite producing sufficient content as a top challenge, and that’s because so many marketers feel like there’s too much content to sort through and it gets time-consuming. But an organized content library with categories and labels could change all that.

Creating categories & labeling saves time in the long and short-run. It makes it easier to go directly to the type of content you want with the subject matter you’re interested in as well as to repurpose content later, which saves time and increases productivity.

The key is to get as specific and logical as possible. Break categories down in a way that will make it most useful and easy to find. For example, pain points, stages of the marketing funnel, and more.

Here are a few organization ideas to get you started:

  • Create Folders: Folders are your biggest organization feature. In your CMS, look for plugins to add folders to your media library.
  • Use Relevant Keywords: In the saved title of the video, article, blog, or image include keywords about the topic, location, date, and more.
  • Label Each Item Clearly: Include a description of the content and keywords in the label.

Here’s an example of content organization in Dropbox. First, the content is divided by folder based on the client. Then, within each client, there are additional folders for the project where the content belongs. Finally, the name of the saved content is very self-explanatory.

Content Library

3. Clean Up

You also want to make sure your content library isn’t filled with useless junk. Get rid of duplicates, old irrelevant content, and ideas that didn’t pan out. Just be careful not to delete images or files that are in use on your site. You’ll need to keep these.

The good news is that organization can take care of all of these problems. Duplicates are often created because content wasn’t easy to find. So, an organized content library this can eliminate this problem!

4. Tools to Keep You Organized

Don’t be afraid to implement tools that are designed to help you keep organized. There are various scheduling tools, notebook apps, and more that can help you keep track of all your content.

For example, Hootsuite is a great scheduling tool for collecting and organizing all of your social media content. Enhanced media library is a plugin that offers a better way to manage your WordPress media library on your website.

Content Library

Or, you can even use a tool such as Wochit, which already has an organized media library on their website with videos, images, and gifs already organized by topic, style, social media, and more.

5. Get Feedback

Finally, don’t assume that your content library is all set until you talk to the rest of your company. Are you certain that the library is easily accessible and findable? Ask everyone in your organization what they think of its location, organization, and the tools in use. Then, when you get feedback, make changes.

A content library should be a fluid construct that you update on a regular basis and use daily, if not hourly. The more time you spend building an organized library, the less time consuming your content marketing process will be and the easier it will be to repurpose great content in the future. This is invaluable for saving your time, headaches, and dollars.

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