Marketing Content Approval Workflow

Type: Content Approval Process Steps: 15 tasks Duration: 5-7 business days Best For: Marketing teams, content agencies, corporate communications Streamline your marketing content approval process with this comprehensive workflow. Ensures all blog posts, landing pages, email campaigns, and promotional materials pass through editorial review, legal compliance checks, and stakeholder sign-off before publication.

15 steps

Information Technology Approval

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Process steps

Review brand and content guidelines

1 days from previous step

task

Review the company style guide, brand voice documentation, and content guidelines before starting. Ensure you understand tone of voice, approved terminology, formatting standards, and any legal disclaimers required for this content type.

Create initial content draft

3 days from previous step

task

Write the first draft of your marketing content following brand guidelines. Focus on clear messaging, target audience needs, and call-to-action placement. Include all required sections: headline, body copy, supporting visuals notes, and meta descriptions for digital content.

Proofread and self-edit content

4 days from previous step

task

Perform a thorough self-review of your draft. Check for spelling, grammar, punctuation, and factual accuracy. Verify all links work, statistics are sourced, and claims are substantiated. Use readability tools to ensure content matches target audience reading level.

Submit content for editorial review

4 days from previous step

task

Upload your completed draft to the shared content review folder or system. Include a brief summary of the content purpose, target audience, and any specific areas where you need feedback. Tag the editorial reviewer and set a deadline for review completion.

Conduct editorial and brand review

5 days from previous step

task

Review the submitted content for clarity, accuracy, brand voice consistency, and alignment with campaign objectives. Check for spelling, grammar, factual claims, and proper use of brand terminology. Document all feedback with specific line references and suggested revisions.

Incorporate reviewer feedback and revisions

6 days from previous step

task

Address all feedback points from the editorial review. Make the suggested revisions to improve clarity, accuracy, and brand alignment. Track changes or use version control so reviewers can see what was modified. Note any feedback you chose not to implement and explain your reasoning.

Resubmit content for final approval

6 days from previous step

task

After incorporating the feedback, resubmit the content to the approval team for final review and sign-off. Provide any additional context or information that may be relevant.

Obtain stakeholder and legal sign-off

7 days from previous step

task

Route the revised content to all required approvers including legal, compliance, and senior stakeholders. Ensure each approver formally signs off before proceeding. Document any conditions or disclaimers required for publication. Confirm content meets all regulatory requirements for your industry.

Format and stage content for publication

5 days from previous step

task

Format the approved content for the target platform (CMS, email system, social media). Add images, videos, and other media assets. Set up proper meta descriptions, alt text, and SEO elements. Create the final preview version and verify all links, formatting, and media display correctly.

Schedule publication date and time

5 days from previous step

task

Determine the optimal publication date and time based on your content calendar, audience engagement data, and any campaign timing requirements. Schedule the content in your publishing system. Coordinate with social media and email teams if cross-channel promotion is planned.

Execute content publication

5 days from previous step

task

Publish the content at the scheduled time or manually trigger publication. Verify the live content displays correctly across desktop and mobile devices. Check all links, images, and interactive elements are working. Confirm the URL structure and canonical tags are correct for SEO.

Announce publication to stakeholders

5 days from previous step

task

Send notifications to all stakeholders that the content is now live. Share the published URL and any relevant tracking links. Notify sales, customer success, and other teams who may reference or share the content. Confirm social media and email promotion schedules are activated.

Track initial content performance metrics

5 days from previous step

task

Monitor key performance indicators during the first 24-72 hours after publication. Track page views, engagement rates, social shares, and conversion metrics. Note any unusual patterns or issues. Document initial performance benchmarks for comparison with long-term results.

Make post-publication updates and corrections

5 days from previous step

task

Address any issues discovered after publication such as broken links, typos, or factual errors. Process feedback from readers and stakeholders. Make updates as needed while maintaining version history. Document significant changes and the reasons for each update.

Schedule content review

5 days from previous step

task

Establish a regular content review schedule to ensure all website content remains up-to-date, accurate, and aligned with the company`s current objectives and brand guidelines. This will help maintain the quality and relevance of the website content over time.