10 Content Workflow Software to Streamline Content Production
Are you a content creator juggling multiple projects and struggling to keep everything organized? Say goodbye to chaos and hello to productivity, as content workflow software is here to streamline your entire content production workflow process!
Content workflow software is a handy tool for content teams because it helps:
- Manage all your content projects in a single platform
- Streamline communication and collaboration among team members
- Save time and effort by automating routine processes
- Identify and address bottlenecks by closely tracking content projects
- Optimize content quality to produce high-performing and engaging content
In this article, we'll provide an expertly curated list of the top 10 tools that can elevate your content production game.
These include:
- Project Management Tools - ClickUp
- Publishing Tools - Wordable
- Keyword Research Tools - Ahrefs
- Content Optimization Tools - Surfer SEO
- Collaborative Writing Tools - Google Docs
- Editing and Proofreading Tools - Grammarly and Hemmingway
- Graphic Design Tools - Canva
- Content Calendar Tools - CoSchedule
- Collaboration Tools - Notion
1. ClickUp
ClickUp is a project management tool offering some of the best features for content management and workflows. With ClickUp, you can create tasks, assign them to team members, and set due dates and priorities for your content marketing projects.
For instance, you can organize tasks into lists, folders, and projects, making it easy to keep track of your content creation process from start to finish. And custom statuses help you keep track of what pieces are in progress with your writers, in the editing mode to get rid of those nitty gritty grammar mistakes, and when articles are finally ready for publication.
ClickUp is the perfect content workflow software to help you define and stick to your process. The result? Better synergy across teams and happier employees. Say goodbye to missed deadlines and hello to high-quality and timely content that converts.
Best Features
- Customizable task lists and templates for different types of content to organize your editorial calendar.
- Rich text editor with formatting options, checklists, and file attachments to streamline processes.
- Workflow automation features with custom statuses and rules for every stage of the content production process.
- Time tracking and scheduling features for better time management and hitting those publish dates.
- Collaboration tools like comments, mentions, and shared task lists.
- Reporting and analytics features for tracking progress and identifying bottlenecks in your content workflow
Limitations
- A steep learning curve for new users.
- Some features may be overwhelming or unnecessary for smaller teams or simpler projects.
- Limited mobile app functionality vs. desktop version.
Pricing
- Free: Free forever
- Unlimited: $9 per member per month
- Business: $19 per member per month
- Business Plus: $29 per member per month
- Enterprise: Contact sales
User Ratings
G2: 4.7/5 (6500+ reviews)
Capterra: 4.7/5 (3600+ reviews)
Sign up for ClickUp for free. No credit card is required.
2. Wordable
Do you publish dozens of articles per day on your WordPress site? Are you sick and tired of copying and pasting from Google Docs to your CMS? Well, Wordable is the tool for you.
Wordable is a content workflow software that simplifies moving content from Google Docs to WordPress, HubSpot, and Medium. You can export your documents with just a few clicks, including all the formatting, images, and other media.
It's the easiest way to transfer content from your writing team to your web team without losing formatting or data. Wordable can save marketing teams 90% on publishing costs by streamlining workflows, optimizing content, and automating in one simple click.
A built-in editor lets you pull in and preview your content from your team members' Google Drive before publishing, saving you time and effort in editing.
And with Wordable's intuitive user interface, you can easily collaborate with your content team members and streamline your content creation process.
Best Features
- Seamlessly export Google Docs to your CMS while retaining all formatting and media with one click.
- Sidestep permission issues with the ability to view and import documents from team members' Google Drives.
- Assign status labels to individual documents to keep your team informed about their progress during the publishing process.
- Automatically import image filenames and alt text from Google Docs.
- Edit key document elements with ease before exporting them in bulk.
- Avoid manual copy-pasting or formatting errors with Wordable's automated transfer and custom template creation process.
Limitations
- Limited functionality for content teams that don't publish content to WordPress, Medium, or HubSpot.
- Maximum of 5+ site connections for the "Do it yourself" plan.
Pricing
- Free: $0 per month
- Do it yourself: $50 per month
- Done for you: $500 per month
User Ratings
G2: 4.0/5 (10+ reviews)
Capterra: 4.7/5 (80+ reviews)
3. Ahrefs
Ahrefs and SEO go together like peanut butter and jelly (or caviar and crème fraîche if that tickles your fancy).
In other words, Ahrefs is a suite of SEO software tools that offers powerful features for keyword research, competitor analysis, and backlink information. With Ahrefs, you can identify new opportunities to boost your website's search engine rankings and generate more traffic to your content.
With a vast database of over 10 billion keywords and their search volumes, Ahrefs offers comprehensive keyword research insights that help you optimize your content for maximum search engine visibility.
Say hello to thousands of opportunities to find high-volume, low-competition keywords for your next campaign.
Best Features
- Comprehensive keyword research tools with a database of over 10 billion keywords and their search volumes.
- Advanced competitor analysis features for building a robust content strategy.
- Backlink analysis tools to check your website's backlink profile and identify opportunities for improvement.
- Rank tracking features to monitor your website's search engine performance and identify areas for optimization.
Limitations
- A high price point compared to other keyword research tools on the market.
- It may be overwhelming or unnecessary for smaller businesses or simpler content production workflows.
- Some data quality issues with keyword search volumes and backlink details.
Pricing
- Lite: $99 per month
- Standard: $199 per month
- Advanced: $399 per month
- Enterprise: $999 per month
User Ratings
G2: 4.6/5 (450+ reviews)
Capterra: 4.7/5 (500+ reviews)
4. Surfer SEO
SurferSEO is one of the most powerful content workflow tools that can help you turn your ordinary content into SEO-friendly content in a matter of minutes.
By analyzing top-ranking pages for a given keyword, SurferSEO provides valuable insights into the content, structure, and optimization required for a page to rank well in search engine results.
With SurferSEO, content teams can optimize their content creation processes to meet the specific requirements of search engines, including keyword density, page structure, and semantic analysis.
These details help ensure their content creation process is relevant and optimized for the target audience, leading to higher rankings, more traffic, and increased conversions.
Best Features
- Comprehensive content optimization tools, including a content editor that analyzes your content and recommends on-page improvements.
- Organize your content creation workflow using the Outline Builder tool to create a structured brief with tailored headings and relevant questions in seconds.
- Real-time metrics for content structure, word count, NLP-optimized keywords, and image usage so your content can rank highly in any language.
- Plagiarism detections ensure the authenticity of your article to avoid potential penalties and future headaches.
Limitations
- Limited credits with the basic plan and expensive for small operations.
- Keyword research functionality isn't a great stand-alone tool and performs best when used with an external keyword research tool.
- Often unclear why your content is not meeting certain ranking factors.
Pricing
- Basic: $59 per month
- Pro: $119 per month
- Business: $239 per month
- Enterprise: Contact sales
User Ratings
G2: 4.8/5 (440+ reviews)
Capterra: 4.9/5 (350+ reviews)
Check out these SEO AI Tools!
5. Google Docs
It's hard to find a content team member or freelance writer who hasn't at least dabbled in the wonderful world of Google Docs. This trusty tool has become a staple in the content creation landscape, offering a simple interface and collaborative features that allow you to work with your team in real time.
With Google Docs, creating and managing content workflows has never been easier. Plus, it's easily accessible from anywhere with an internet connection. Or you can leverage offline mode.
Best Features
- Real-time collaboration tools for efficient teamwork and effective feedback.
- Wide range of formatting and editing options for streamlined content creation.
- Seamless integration with other Google tools for easy sharing and storage.
- Cloud-based storage for accessibility from anywhere with an internet connection.
Limitations
- Limited features compared to other content workflow software on the market.
- Requires internet access for full functionality.
- Doesn't bode well for bulk publications to CMS (that's where Wordable comes into play, as mentioned earlier).
Pricing
- Free: $0 per month
- Business Starter: $6 per user per month
- Business Standard: $12 per user per month
- Business Plus: $18 per user per month
- Enterprise: Contact sales
User Ratings
G2: 4.6/5 (40300+ reviews)
Capterra: 4.7/5 (27500+ reviews)
6. Grammarly
The content creation process is painstaking enough. Then you have to brush through it with a fine-toothed comb. Talk about tedious and time-consuming. Hitting the publish button seems farther away than ever.
That's where Grammarly comes into play. If you're a writer or editor, you know the importance of having a trusty tool to catch those pesky grammar errors that evade even the most careful eye.
Enter Grammarly, the superhero of spell check and grammar mistakes. With its AI-powered algorithm, this tool can spot mistakes and suggest improvements in a snap.
It easily integrates with other writing tools like Google Docs. It's no wonder that Grammarly has become the go-to solution for writers and editors seeking to polish their work and elevate their writing.
Best Features
- Advanced grammar and spelling checking capabilities to catch errors and suggest improvements.
- Seamless integration with other writing tools for easy use within existing workflows.
- Tone detection and style improvement features for enhanced writing effectiveness.
- Plagiarism detection to make sure your content is authentic and ready for publishing.
Limitations
- It may not be necessary for highly experienced writers and editors.
- Limited functionality beyond grammar, spelling, tone, and plagiarism checks.
- It may not catch all errors and can often provide odd suggestions that don't make sense.
Pricing
- Free: $0 per month
- Premium: $12 per month
- Business: $15 per member per month
User Ratings
G2: 4.6/5 (1200+ reviews)
Capterra: 4.7/5 (6800+ reviews)
7. Hemingway
Writing can be hard, but Hemingway is here to make it a little bit easier. This editing tool offers powerful features for improving the readability of your content, allowing you to identify areas for improvement and polish your writing until it shines.
With Hemingway, you'll have access to a readability score that rates your content based on its ease of understanding. This feature considers factors like sentence length, use of adverbs, and reading grade level, giving you a clear idea of how your writing stacks up.
Say goodbye to clunky language and hello to clear, concise, and effective content with Hemingway.
Best Features
- Readability score that rates your content based on its ease of understanding.
- Analysis tools for identifying long sentences, passive voice, and complex language.
- Color coordination to mark areas that need attention.
Limitations
- The user interface is clunky and can sometimes "ghost scroll" to the bottom of your content while working
- Lacks clear instructions for improving the readability score (after the suggestions are applied).
- The web version doesn't allow for easy export to Google Docs.
Pricing
- Free: $0 per month
- Desktop app: $19.99
User Ratings
G2: 4.4/5 (40+ reviews)
Capterra: 4.4/5 (10+ reviews)
8. Canva
Looking to add some visual pizzazz to your content? Look no further than Canva, the ultimate design tool for creating stunning graphics and custom images.
With Canva, you can access a treasure trove of design features and options, from pre-designed templates to text and image editing tools. Whether creating a featured image, a social media graphic, or an infographic, Canva has everything you need to make your visuals pop.
Plus, with its extensive library of templates, you can save time and streamline your design process, allowing you to create professional-looking visuals without starting from scratch.
Best Features
- Extensive template library with pre-designed layouts for various design needs.
- Customization tools for text, images, colors, and graphic elements.
- Collaboration features for working with your team on designs.
- Simple and easy to use without needing prior graphic design experience.
Limitations
- Lack of filtering options for premium vs. non-premium features.
- Users may find Canva's limited export file formats frustrating when they require specific file types for their designs.
- The free version has limited access to design elements and features.
Pricing
- Canva Free: $0 per month
- Canva Pro: $12.99 per month for one person
- Canva for Teams: $14.99 per month for the first five people
User Ratings
G2: 4.7/5 (3900+ reviews)
Capterra: 4.7/5 (11000+ reviews)
9. CoSchedule
Consistency is the name of the game for content marketing. So investing in a tool that can help build and maintain a full editorial calendar is worth adding to your content workflow tech stack.
CoSchedule provides a drag-and-drop calendar and advanced scheduling features, so you can easily plan and organize your content production process from start to finish.
And with social media scheduling, task templates, and custom workflows, you can streamline your workflow and make sure your content is published on time and in the right places.
Say goodbye to disorganized content calendars and hello to organized chaos that gets the job done.
Best Features
- Drag-and-drop editorial calendar for easy organization and visualization of your content production process.
- Advanced scheduling and automation tools for streamlining your workflow and sticking to a consistent publishing routine.
- Collaboration tools for working with your team and sharing your content marketing strategy with the higher-ups.
- ReQueue automates your recurring social promotions by publishing your best content to your social channels without lifting a finger.
Limitations
- It may require a significant learning curve for new users.
- Lacks flexibility on social media scheduling, channel management, and a preview of posts
- Analytics are lacking, with fewer in-depth stats than other social media management tools.
Pricing
- Free Marketing Calendar: Free forever
- Pro Marketing Calendar: $39 per user per month
- Marketing Suite: Contact sales
User Ratings
G2: 4.4/5 (140+ reviews)
Capterra: 4.4/5 (100+ reviews)
10. Notion
Notion is a versatile content workflow software and collaboration tool that offers a range of features for building a knowledge base and creating checklists for content workflow tools that streamline your content creation process.
With Notion, your project managers can organize your team ideas, notes, and files in one place, allowing for easier collaboration and more efficient workflow management.
Its customizable workspace allows you to create a personalized dashboard for your team's content production process. This workspace is customizable to your specific content workflow needs, with options to create templates, databases, and checklists.
For instance, you can use one of the best Notion widgets to ensure everyone is on the same page and following the same process from start to finish. Or you can streamline your process further by integrating it with your ClickUp workflow.
Best Features
- Customizable workspace for creating personalized dashboards and templates.
- Powerful integrations with other tools for streamlined workflow management.
- Collaboration tools for team communication and file sharing.
- Ability to create checklists and databases to ensure a consistent content production process.
Limitations
- It can be overwhelming for smaller teams or simpler workflows.
- Customizing the features to your specific needs may require some setup time.
Pricing
- Free: $0 per month
- Plus: $10 per user per month
- Business: $18 per user per month
- Enterprise: Request a demo
User Ratings
G2: 4.7/5 (1800+ reviews)
Capterra: 4.7/5 (1400+ reviews)
Why Use Content Workflow Software to Manage Your Content Production
Let's face it. The content creation process isn't a walk in the park. It can be a real pain, with numerous moving parts that are all intertwined to achieve the best results.
From writing content briefs to editing and promoting the content, it's easy for small details to slip through the cracks and cause inconsistencies and delays in your process. That's where content workflow software saves the day.
Content workflow software help you keep track of everything involved in process from start to finish. And the best part? You can sleep better at night, knowing that each step of the process is completed efficiently and effectively.
But when choosing the right content workflow software for your needs, consider how it integrates with your existing content workflow management software and tools.
Why? Most content teams use multiple tools and software solutions to go from ideation to publication. So choosing a content workflow software solution that can integrate seamlessly with your existing tools will help save time and increase efficiency.
For instance, having easy access to the right customer data can make all the difference. Whether you store your data in a data lake or a data warehouse, your content workflow software should be able to source this data for use in the writing process. After all, the best blog content aligns with your target audience's search intent (and addresses their pain points).
And if you're working on social media content, you may need access to your database of vector graphics to create eye-catching posts that get viewers to stop and engage with your post.
The idea here is to work smarter, not harder, to produce content that converts leads into paying customers. So don't settle for a workflow management tool or software that doesn't integrate with essential components of your creation process.
Because the odds are, there's a tool out there that can fill the gap in your content workflow management system. That way, you won't have to rebuild your workflow management system from scratch.
And as you're evaluating which content workflow software options are right for your business needs, make sure to inquire about basic security features and standards, such as JWT authentication and two-factor authentication. The last thing you want is a data breach that causes financial and reputational harm to your business.
From blog posts to social media updates, videos to podcasts, producing a seemingly endless content stream needs constant attention.
So as your content production grows, invest in the appropriate content workflow management software to keep your team on track. Streamline the content production process to help your team publish high-quality content that converts.
Manage Your Content Production Successfully with ClickUp Content Workflow Software
ClickUp is the go-to content management workflow software for content creators who want to stay organized, efficient, and focused on producing high-quality content.
With its intuitive interface, customizable workflows, and powerful task management features, ClickUp helps content creators streamline their content production process, stay on top of deadlines, and collaborate more effectively.
Whether you're a blogger, social media manager, or content marketer, ClickUp can help you improve your content production process and achieve your goals faster than ever before.
Get started for free and transform your content workflow into a smooth operation that delivers the best content on the internet. It’s your time to shine.
About the author
Kelly Moser is the co-founder and editor at Home & Jet, a digital magazine for the modern era. She's also an expert in freelance writing and content marketing for SaaS, Fintech, and ecommerce startups.
