Content Preparation

Getting your content ready for the building stage

Preparing content for the launch of your new or evolved digital workplace is no easy task. This task requires time, resources, and appropriate planning. More often than not, the launch of a digital workplace is held up due to content-related roadblocks, so start your content preparation early to avoid delays. 

Team and Process

Preparing content for launch (or relaunch) 

✔ You've aligned your content strategy your digital workplace plan
✔ You've completed a content audit

✔ Igloo's Implementation Team has completed the build process based on your approved site structure

Content preparation is a common roadblock many organizations face as they work towards their launch day. We recommend creating a content preparation plan that includes a content schedule and content team to help you manage this process. We recommend using this process if your organization: 

  • Has a large amount of content to prepare for your digital workplace launch/evolve 
  • Have a large number of Content Owners/SMEs working on content and therefore need to manage the coordination of multiple resources
  • Have a small number of resources to work on content preparation and therefore need to ensure there's enough time to get content ready for lunch 

Content preparation team

Consider forming a temporary Content Team to execute your content preparation tasks leading up to the launch of your digital workplace. Your Content Team should include the following roles: 

  • Content Owners and Subject Matter Experts (SMEs): Prepare content outside of the digital workplace (updates, approvals, reformatting, etc.) according to the requirements outlined in your content audit. Content Owners are responsible for ensuring that content is ready to be added to the digital workplace. For brand new content, we recommend having your SMEs complete a first draft that your Content Owners can review, edit, and align with any applicable brand guidelines. Have the SME perform a final review to ensure accuracy.

  • Content Creators/Publishers and Digital Workplace BuildersUpload finalized content to your digital workplace. These are also members of your Digital Workplace Team. We recommend training additional employees for these roles to support the volume of content preparation required before launch. While these additional members aren't officially a part of your Digital Workplace Team, they can be leveraged again for refresh efforts, evolutions of the digital workplace, or as "back-ups" for these key roles.

  • Content Manager: Coordinates these two groups and tracks the overall progress of content preparation, keeping your schedule on track for launch day. The Content Manager also helps remove roadblocks and provides support as needed to other members of the team. It's important for the Content Manager to provide updates to the Digital Workplace Team and the Launch Team to keep all parties informed of any possible delays. 

The process

Your Content Team can follow the steps below to efficiently add content required for the launch of your digital workplace. Remember, your Content Audit Tracking Sheet provides details about individual pieces of content, while the Content Schedule Tracking Sheet focuses on areas of the digital workplace and whether or not the area as a whole is ready for launch. 

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  1. Content Owners refer to the Content Audit Tracking Sheet to identify the content they're in charge of and the work required to get the content ready to be added to the new digital workplace. They will work with SMEs, if applicable, to update, review, approve, and create content. 
  2. Content Owners mark content "Ready for Upload" in the Content Audit Tracking Sheet when creation, updates, reviews, and approvals are complete.
  3. Content Creators/Publishers or Digital Workplace Builders refer to the Content Audit Tracking Sheet to identify which individual pieces of content are "Ready for Upload" and upload/publish this content to the correct channels within the digital workplace (according to the Content Schedule Tracking Sheet) and mark content as "Ready for Launch" once complete.
  4. Content Creators/Publishers or Digital Workplace Builders configure Widgets, as required according to the Content Schedule Tracking Sheet, and mark content as "Ready for Launch" once complete. 
  5. Content Manager reviews Pages/Channels marked as "Ready for Launch" to ensure nothing was missed. (Note: This is a good time to have any key stakeholders review and approve Pages, if required.) 
  6. Content Manager continuously monitors overall progress according to the Content Schedule Tracking Sheet, including following up with Content Owners, Content Creators, Content Publishers, and Digital Workplace Builders as deadlines approach.  

Scheduling

Creating a content schedule 

To avoid delays, we recommend tracking this process closely through a content schedule that provides a high-level view of progress across the entire site. Combined with your content audit, which provides the granular details about individual pieces of content, the content schedule coordinates uploading of content to your digital workplace—how many pieces of content, who needs to upload it, when it needs to be uploaded by, and when the upload is complete. Our content schedule template helps you: 

  1. Transfer your approved site structure into a tracking format.
  2. Determine the number of pieces of content required for each Channel, based on your content audit.
  3. Identify Pages with HTML Widgets that require content creation.
  4. Identify Pages with Widgets that still need to be configured to surface content once added to Channels. 
  5. Identify the Content Owner in charge of preparing content for upload, based on your content audit. 
  6. Assign Content Creator/Publisher or Digital Workplace Builder to upload content once it's ready. 
  7. Assign deadlines for content completion.

Setting deadlineshands-on-desk-at-meeting

Use your content audit to identify the content requirements at a granular level (work needed for individual pieces of content) to set appropriate deadlines in your content schedule. Consider the amount of content, actions required, and the workload of Content Owners/SMEs. Work back from your launch date, planning to have all content required for launch in your digital workplace at least 1 week before your launch day. We strongly recommend setting a deadline of 2 weeks before your launch date, if your project timeline allows. This gives you a buffer period to work with because most content preparation efforts run into delays and roadblocks.

Note: Remember, not every content area will need the same preparation time. Content that usually takes more time to prepare includes: 

  • Knowledge Bases (due to volume)
  • Policies and procedures (due to volume and approvals required) 
  • New content
  • Content requiring updates and review before publication
  • Content that needs to be reformatted

Toolkit

Access key resources to help complete content preparation tasks.

Help

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