# Content Production Workflow *Internal knowledge-base article for account managers, content strategists, writers and editors. Draft for team review.* Legend: **[Confirmed]** = stated in the source notes. **[Proposed]** = suggested addition, needs team confirmation. **[Unclear]** = not specified in the notes. ## 📚 Documentation Overview | Field | Detail | |---|---| | Process Name | Content Production Workflow (client request to approved delivery) | | Purpose | Move a client content request through brief, draft, edit, client delivery and filing in a consistent, trackable way | | Intended Users | New and existing account managers, content strategists, writers, editors | | Scope | From receipt of a client content request by email to storing the approved files in Google Drive | | Process Owner | **[Unclear]** Not named in the notes. See Missing Information | | Starting Trigger | Client sends a content request by email | | Expected Outcome | Client-approved content, filed in Google Drive, with the ClickUp task status up to date | | Documentation Status | Draft v0.1, based on informal notes. Not yet validated by the team | ## 🧭 Process Summary The account manager receives the client's request and logs it as a ClickUp task. The strategist writes a brief, the writer drafts the content, and the editor reviews it. If the editor finds issues, the content goes back for revision. The account manager then sends the final version to the client. Once the client approves, the files are saved in Google Drive. Task statuses in ClickUp should be updated at every handoff (a known weak point). ``` Client email request | v [1] Account Manager: review request, create ClickUp task | v [2] Strategist: prepare brief (content brief template) | v [3] Writer: draft content (Google Docs) | v [4] Editor: review (editorial checklist) |-- revisions needed --> back to Writer --> Editor (repeat) v [5] Account Manager: send final version to client | v [6] Client approves? |-- changes requested --> [Unclear: see Missing Information] v [7] Approved files saved to Google Drive; task closed ``` ## 👥 Roles & Responsibilities | Role | Responsibilities | Key handoff | |---|---|---| | Account Manager | Owns client communication. Reviews the request, creates the ClickUp task, sends the final version to the client | Passes task to Strategist; receives reviewed content from Editor | | Content Strategist | Prepares the content brief | Passes brief to Writer | | Writer | Drafts the content | Passes draft to Editor; receives revision notes | | Editor | Reviews quality using the editorial checklist | Passes approved draft to Account Manager, or returns it to Writer | | Client | Approves deliverables | Confirms approval to Account Manager | ## 🛠️ Required Inputs, Tools & Resources | Item | Used for | Used by | |---|---|---| | Email | Receiving client requests; sending final version | Account Manager | | ClickUp | Task tracking and status | Everyone | | Google Docs | Drafting and reviewing content | Strategist, Writer, Editor | | Content brief template | Standard structure for briefs | Strategist | | Editorial checklist | Standard review criteria | Editor | | Google Drive | Storing approved files | Account Manager **[Unclear: who files]** | ## ⚙️ Detailed Process Instructions ### Step 1. Review request and create task - **Responsible:** Account Manager - **Action:** Read the client's email request. Check it is clear enough to act on. Create a ClickUp task for it. - **Input/Tool:** Client email; ClickUp - **Output:** ClickUp task representing the request - **Verification:** Task exists in ClickUp and contains (or links to) the client's request. **[Proposed]** Assign the task to the Strategist and set the status. ### Step 2. Prepare the brief - **Responsible:** Content Strategist - **Action:** Prepare a brief for the request using the content brief template. - **Input/Tool:** ClickUp task; content brief template; Google Docs - **Output:** Completed content brief - **Verification:** Brief follows the template and is attached to or linked from the ClickUp task. Update the task status and hand off to the Writer. ### Step 3. Draft the content - **Responsible:** Writer - **Action:** Write the draft following the brief. - **Input/Tool:** Content brief; Google Docs - **Output:** Draft in Google Docs - **Verification:** Draft is linked from the ClickUp task. Update the status and hand off to the Editor. ### Step 4. Editorial review - **Responsible:** Editor - **Action:** Review the draft against the editorial checklist. If it passes, hand off to the Account Manager. If not, return it to the Writer with revision notes. - **Input/Tool:** Draft; editorial checklist; ClickUp - **Output:** Reviewed draft, or revision notes - **Verification:** Checklist completed. Task status reflects the outcome (approved by editor, or revisions needed). ### Step 4a. Revisions (only when needed) - **Responsible:** Writer, then Editor - **Action:** Writer revises according to the editor's notes and resubmits. Editor re-reviews. - **Output:** Revised draft - **Verification:** Editor confirms the issues are resolved. Status updated at each pass. ### Step 5. Send to client - **Responsible:** Account Manager - **Action:** Send the final version to the client by email. - **Input/Tool:** Editor-approved content; email - **Output:** Deliverable sent to client - **Verification:** Sent email is on record. Task status shows the content is awaiting client approval. ### Step 6. Client approval - **Responsible:** Client (approves); Account Manager (manages communication) - **Action:** Client reviews and approves the deliverable. Account Manager relays the outcome to the team. - **Output:** Client approval - **Verification:** Approval is received and recorded **[Unclear: how and where]**. ### Step 7. File and close - **Responsible:** **[Unclear]** (likely Account Manager) - **Action:** Save the approved files in Google Drive. Update the ClickUp task to its final status. - **Input/Tool:** Approved files; Google Drive; ClickUp - **Output:** Approved files stored; task completed - **Verification:** Files are in Google Drive and the task status shows complete. ## 🔀 Decisions, Dependencies & Handoffs | Decision point | Condition | Action | |---|---|---| | After Step 4 | Editor finds issues | Return to Writer (Step 4a), then back to Editor | | After Step 4 | Draft passes the checklist | Hand off to Account Manager (Step 5) | | After Step 6 | Client approves | Save to Google Drive (Step 7) | | After Step 6 | Client requests changes | **[Unclear]** Not covered in the notes | **Handoffs:** Account Manager to Strategist, Strategist to Writer, Writer to Editor, Editor to Account Manager (or back to Writer), Account Manager to Client. **Dependencies:** each step needs the previous step's output. At every handoff, update the ClickUp status so the next person knows the work is ready. ## ✅ Quality & Completion Checks | Stage | Check | |---|---| | Task creation | Task exists in ClickUp with the client request attached or linked | | Brief | Follows the content brief template | | Draft | Follows the brief; linked from the task | | Review | Editorial checklist completed | | Delivery | Only editor-reviewed content is sent to the client | | Completion | Client approval received; approved files in Google Drive; ClickUp status final | ## ⚠️ Exceptions & Troubleshooting | Situation | What to do | |---|---| | Task statuses are out of date (known issue) | Update the status when you finish your step and before handing off. If you receive work with a stale status, correct it and tell the previous owner **[Proposed]** | | Editor requests revisions | Follow Step 4a | | Client request is unclear or incomplete | **[Unclear]** The notes do not say. **[Proposed]** Account Manager asks the client for clarification before creating the task | | Client requests changes after delivery | **[Unclear]** See Missing Information | ## 🗂️ Records, Files & Supporting References - **ClickUp task:** central record of the request, status and links - **Google Docs:** brief and drafts - **Email:** client request and delivery - **Google Drive:** final approved files - **Templates:** content brief template, editorial checklist - **[Unclear]** Drive folder structure, file naming and retention are not specified. ## ☑️ Quick-Reference Checklist - [ ] Client request received by email - [ ] ClickUp task created (Account Manager) - [ ] Brief completed using template (Strategist) - [ ] Draft written and linked (Writer) - [ ] Editorial checklist completed (Editor) - [ ] Revisions done and re-reviewed, if needed - [ ] Final version sent to client (Account Manager) - [ ] Client approval received - [ ] Approved files saved in Google Drive - [ ] ClickUp status updated at every handoff and at completion ## ❓ Missing Information & Clarification Questions 1. Who is the process owner responsible for maintaining this document? 2. Who assigns the task to the strategist, writer and editor? 3. What happens when the client requests changes after delivery? Who revises, and does it re-enter editorial review? 4. How is client approval recorded (email reply, ClickUp comment, other)? 5. Who saves the approved files to Google Drive, and what are the folder and naming conventions? 6. What are the ClickUp statuses and who sets each one? (The notes only say people forget to update them.) 7. Are there deadlines or turnaround expectations at any stage? (None were stated, so none are documented.) 8. How many revision rounds are allowed, and who decides when to escalate? 9. Does the editor see the client's original request, or only the brief? ## 💡 Optional Process Improvements All items below are **[Proposed]**, not current practice. | Improvement | Addresses | |---|---| | Define a fixed set of ClickUp statuses that mirror the steps (for example: Brief, Drafting, In Review, Revisions, With Client, Approved, Filed) | Forgotten status updates | | Add a status-update line to each step's handoff, and use ClickUp's assignee change as the handoff trigger | Forgotten status updates | | Add a short weekly check of open tasks for stale statuses | Forgotten status updates | | Use a standard Drive folder and file naming convention | Filing consistency | | Record client approval as a ClickUp comment with the email linked | Traceability | | Add a pre-submission self-check for writers using the editorial checklist | Fewer revision rounds | ## 🔄 Documentation Maintenance & Review - **Test:** have a new team member follow the article on a real or sample request, and note every point where they had to ask a question. - **Validate:** have one person per role confirm their steps match reality, then resolve the clarification questions above and remove the **[Unclear]** and **[Proposed]** markers as decisions are made. - **Owner:** assign a process owner (see question 1). - **Review cadence:** **[Proposed]** review after the first month of use, then whenever tools, roles or the process change. - **Version log:** note date, change and approver at the bottom of the final article. ## 🎯 Final Process Summary A client email becomes a ClickUp task (Account Manager). The Strategist writes a brief, the Writer drafts, and the Editor reviews against the checklist, with revisions looping back to the Writer as needed. The Account Manager sends the final version to the client, and once approved, the files are saved in Google Drive. The biggest current risk is outdated task statuses, so update ClickUp at every handoff. Several details (process owner, client-change handling, approval records, filing responsibility) still need confirmation before this article is final.