Efficient Content Management: A Naming System For Content Marketing Professionals

In content marketing, a well-structured management system is key. I’ve spent over 10 years building marketing and content management teams and have developed a system to help simplify the workflow. Here, I’ll share this system with you.

The Naming System

Producing content involves many stages and different people, each with different access levels. To keep track, I use a naming system:

**[Person] [Access: Internal/External] [Type of File] –

• The ‘Person’ tag shows who’s working on the document. In big teams, this helps us know who is responsible for a piece of content.
• The ‘Access’ tag shows if the user is an internal or external team member. This makes it easier to manage document access, avoiding mix-ups and protecting your content.
• The ‘Type of File’ tag shows whether the document is a content brief, a draft, or something else. This helps users quickly find what they’re looking for.
• Finally, the ‘Title’ shows what the content is about. It’s important to keep this short but clear to make it easy to find later on.

Tracking Content Progress

Just naming files isn’t enough, though. You also need to track where they are in the creation process. This is where a project management tool like JIRA comes in.

Using a JIRA kanban board, you can follow your documents from the moment they’re created to when they’re published. My favorite categories are:

• To Do – for new tasks that need to be assigned.
• With Writer – shows which tasks are currently with writers.
• In Review – for content that’s being checked before final approval.
• Published – for content that’s completed and live.

Conclusion

Using a clear naming system and tracking tool like JIRA makes managing content a lot easier. It simplifies teamwork and keeps the workflow clear. Give it a try and see how it improves your content marketing process.