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Content production can get messy fast.
Between juggling deadlines, maintaining quality, and keeping everyone on the same page, even small mistakes can snowball into big slowdowns. But most of these slowdowns are fixable. In this guide, we’ll break down the most common content production mistakes and show you exactly how to fix them. Plus, we’ll introduce you to a tool that can transform your entire workflow.
Top 10 content production mistakes and how you can fix them
No documented content strategy
Without a clear content strategy, teams end up guessing. The result? Inconsistent content that doesn’t support business goals. Businesses with documented strategies are twice as likely to see positive results.
How to fix it:
- Create a simple content strategy document as well as a a content governance framework.
- Define your target audience, goals, tone of voice, content types, and distribution channels.
- Share it with your entire team so everyone’s on the same page.
- Schedule regular reviews to refine your strategy.
Poor audience understanding
If you’re not producing content that solves your audience’s problems, you’re wasting time.
How to fix it:
- Invest in thorough audience research.
- Build detailed buyer personas with demographic data, pain points, and preferred content formats.
- Use tools like Google Analytics, Hotjar, and social listening platforms.
- Don’t stop at data. If this works, interview real customers for first-hand insights.
Inconsistent branding and messaging
When your content sounds different across platforms, it confuses your audience and weakens trust.
How to fix it:
- Create a comprehensive style guide to ensure everyone remains on the same page.
- Include tone, writing style, visual elements, and design guidelines.
- Conduct team training sessions so everyone understands how to use the guide.
- Regularly audit published content to ensure consistency.
Lack of an editorial calendar
Trying to “wing it” with content production leads to chaos. And no, your team should not keep just a mental to-do.
How to fix it:
- Set up an editorial calendar for at least three months ahead.
- Include important dates, events, and seasonal trends.
- Plan ideation, drafting, editing, approvals, and publishing in stages.
- Schedule regular content meetings to keep everyone aligned.
Bonus Tip: Use project management tools like Asana or Trello alongside your editorial calendar for added visibility.
Clunky workflows
A messy workflow slows everyone down, creates bottlenecks, and causes friction between team members.
How to fix it:
- Map out your current workflow.
- Identify pain points: Where does the process break down?
- Assign clear roles and responsibilities.
- Use collaborative tools to centralize tasks and deadlines.
- Encourage regular feedback sessions to continually improve the workflow.
Not using collaborative tools like Multicollab
Endless email chains and scattered feedback bury key conversations and delay decisions.
How to fix it:
- Adopt a collaborative content tool that centralizes drafts, feedback, and approvals.
- Look for tools that integrate with platforms you already use, like WordPress.
- Promote transparent communication — no hidden feedback loops.
Manual Repetitive Tasks
Manually managing publishing schedules, social media posts, and performance reporting wastes valuable time.
How to fix it:
- Use content scheduling tools for social media and blog publishing.
- Automate newsletter sends and recurring reports.
- Set up alerts and triggers for approval deadlines.
Neglecting SEO
You might be creating great content, but if it’s not optimized for search, it won’t reach your audience.
How to fix it:
- Perform keyword research for every piece of content.
- Optimize headings, meta descriptions, image alt texts, and URLs.
- Focus on E-E-A-T (Expertise, Experience, Authority, and Trust).
- Keep up with Google’s algorithm updates.
Weak Content Promotion Strategy
Content doesn’t promote itself. Without an effective promotion strategy, even the best content goes unnoticed.
How to fix it:
- Create a promotion checklist for every content piece.
- Share across multiple social channels.
- Repurpose blog posts into videos, infographics, and podcasts.
- Collaborate with influencers and industry leaders for extended reach.
- Set aside a budget for paid promotion.
Ignoring Data and Performance Metrics
Without performance data, you’re working in the dark.
How to fix it:
- Define clear KPIs before content creation begins.
- Use Google Analytics, Search Console, and social media insights to track progress.
- Conduct quarterly performance reviews.
- Create dashboards for easy reporting to stakeholders.
Advanced tips for content leaders
If you manage large teams or run an agency, here are additional ways to accelerate content production:
Cross-training: Teach writers basic SEO, and train designers on content strategy. The more cross-functional skills, the smoother the workflow.
Content sprints: Borrow from agile methodology and schedule short, intense content production periods.
Pre-approved templates: Create templates for common content types (case studies, blog posts, newsletters).
Outsource smart: Build a vetted network of freelancers you can tap into during busy periods.
Introducing Multicollab — Your WordPress content production superpower
Managing all the above moving pieces manually is tough. That’s where Multicollab comes in.
Multicollab is a collaborative content production tool built specifically for WordPress teams. It allows your team to work together, leave feedback, and get approvals — all without leaving your WordPress dashboard.
Content managers and editorial directors love Multicollab
Inline Comments: Add suggestions, ask questions, and give real-time feedback directly on draft posts.
Real-time collaboration: Work on the same piece of content simultaneously with your team.
Tagging & Notifications: Keep everyone in the loop by tagging colleagues and receiving instant Slack and email notifications.
Task Assignments: Assign actions to team members from within the draft.
User Permissions: Control who can comment, edit, or approve.
Now imagine this: You’re an editorial director overseeing a team of writers and editors for a large digital publication. This is what your WordPress editorial process probably works:
Before Multicollab:
- Writers submit content via Google Docs.
- Feedback is scattered across Slack threads, emails, and comments.
- Editors waste time copying and pasting drafts into WordPress.
- Missed deadlines and confusion around approvals.
After Multicollab:
- Writers draft content directly in WordPress.
- Editors leave inline comments and suggestions within the draft.
- The team collaborates in real-time.
- Approvals happen within the platform.
- Automatic notifications keep everyone on track.
- The editorial calendar integrates with production timelines.
Result? A smooth, stress-free process that reduces turnaround times and eliminates confusion. Your team gets more done, faster.
Don’t let content production slow you down
Content production doesn’t have to be chaotic or slow. By avoiding these common mistakes and implementing the fixes we’ve shared, you can build a faster, smarter, and more collaborative content workflow. And with Multicollab, managing feedback and approvals becomes effortless.
If you’re serious about improving content production and team collaboration, give Multicollab a try. It’s the tool your editorial team didn’t know it needed — until now. So,
