How to structure your content production process efficiently

How to structure your content production process efficiently

Silje Stensland
28. Jul 2020 | 5 min read

How to structure your content production process efficiently

In today’s fast-moving business environment, the efficiency of the knowledge worker is vital to achieving a competitive advantage. However, despite a substantial transformation of the workplace as a result of advancements in document collaboration systems, many organizations still miss the mark.

How? By basing their document creation efforts on filed-based content management solutions.

Content production is an inherently collaborative process, and efficient collaboration is difficult (or nearly impossible) to achieve with a solution that is best suited for individual workers and not for teamwork.

The good news is that a new breed of collaboration tools are changing the way we work. Let’s look at why a database-driven co-authoring and automation solution helps you structure and streamline your organization’s content production process.


A unique mix of functionality

Co-authoring and automation software is purpose-built for increasing productivity in teams collaborating on complex documents in larger organizations or across organizations. By shifting focus from the manual process and petty tasks related to document re-formatting and compilation, such a solution enables your team to focus more on the essential factors, like content creation and value proposition.


Database-driven co-authoring

Unlike file sharing, database-driven co-authoring employs a single source repository where all your content is managed. The database contains all of the objects and information that your documents will need. The tables, macros, forms, and queries are

all stored and are accessible to all those who will work on the various stages of document creation.

Using a database-driven solution, all content you create is available for reuse. You can build either pre-compiled document outlines or bespoke documents from building blocks with drag and drop functionality. You can easily maintain consistent branding regardless of your team’s technical proficiency or formatting habits, ensuring consistency across the organization.


Built-in workflow

There are solutions in the market today offering an automated workflow, allowing you to manage the collaboration process and create your document at the same time. You start by creating your outline and assigning tasks to each team member, and contributors can then begin writing on their section from anywhere, at any time. Everyone will be aware of their tasks and deadlines, and everyone will know exactly what has been completed at any given time.

And because formatting, layout and numbering are automated, you have more time to focus on getting your content right.

A standardized workflow gives you as a project manager a complete overview of your various projects and also gives users both accountability and transparency in the process. Progress reports and granular security ensure on-time delivery in a secure and integral manner.

From start to finish, you’ll know exactly what’s going on.


Serial process vs. parallel production

Most document teams who work in file-based solutions tend to work in a serial process, meaning that most of the time the document team manager typically doesn`t have an overview or control of the project until the last third of the project phase.

A co-authoring and automation solution enables your team to work in a parallel process. This increases transparency, accountability and efficiency. With a true collaboration solution, a lot of the different review and approval stages that typically come towards the end of a serial process can be done much earlier. Combine this with the fact that you don't have to compile documents from different sources or have to worry about versioning issues.

What’s more, you will have full oversight and complete control over which contributors have access to relevant projects. This prevents security issues related to sensitive data sharing.

Read more: XaitPorter: The proposal software solution for enterprises


Conclusion: Software built for true collaboration enables structured content production

A market-leading co-authoring and automation solution is purpose-built to support seamless collaboration across the enterprise. It simplifies and streamlines your entire document creation and publishing process by ensuring a database-backed, built-in workflow that adapts to any number of writers, reviewers, approvers, and business managers.

Document collaboration software allows your team to spend much less time on manual, value-detracting tasks while enabling them to collaborate transparently. And because they are able to re-use pre-approved content from previous processes, they don't have to reinvent the wheel each time they start a new project – as they can have 70% of the document pre-compiled.

Organizations that embrace co-authoring and automation software will be the ones that capture the advantages of twenty-first-century collaboration: better knowledge sharing, improved speed and effectiveness of team efforts, and increased ease in executing ideas and innovations. In this way, leveraging the power of the right collaboration software will give your company a razor-sharp competitive edge.


Ebook collaboration is the new competitive advantage


Silje Stensland

Silje Stensland

Silje is Marketing and Communications Director of Xait. She holds a Bachelor in Marketing Communication and an Executive Master in Business Administration. She is an analytical, efficient and results-focused marketing and communications professional and her career spans over 15 years within real estate, oil & gas and IT. When Silje is not busy growing the Xait brand, you can find her at her family cabin in picturesque Sirdal, Norway, hiking, trekking and cross-country skiing.

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