5 Tools To Manage Content
5 Tools To Manage Content ?If you are a Community Manager or you have to create and share content on a daily basis, it is likely that you need tools that facilitate your management work. The most complicated thing is sometimes to select the relevant information that allows you to manage the contents without losing time.
These are some of the situations for which you might need good content management:
- Manage accounts of several clients at the same time
- Carry internal communication of your company
- Prepare presentations for conferences
- Prepare market reports
- Create advertising campaigns
- Plan a publication (corporate magazine, newsletter, newsletter …)
Here you have 5 tools that offer excellent results by themselves but that, combined, multiply their effectiveness:
# 1. Evernote: the center of your data
One of the tools that will undoubtedly help you “manage content” is Evernote . If you have never tried it, it is a free and very simple online application that allows you, as a calendar, to organize all your contents. It is presented as a space to “capture all your experiences” and access them from anywhere.
The most interesting as a tool is that:
- You can combine several content formats (text, photo and audio)
- You can synchronize everything with several devices (with which you can work offline)
- It has a very nice and easy to use interface
- The free version is very complete
- It has a desktop application
- It is a very versatile tool
At first you may not see the difference between Evernote and a normal agenda, but there is.
If you do not use Evernote, I recommend the Evernote Essentials book, which you can read in an afternoon and with which you will learn well how to use Evernote efficiently.
Another interesting source is the blog of Berto Pena, in which the author is collecting 101 uses of Evernote .
If you understand “capture all your experiences” as “capture all the types of content you need to work”, then in addition to Evernote agenda will become your data center.
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5 interesting uses of Evernote
1. Create notebooks
In Evernote the first thing you should do is create “Notebooks”. Within each notebook you will be making “Notes” with the different types of contents.
It is very important that, before you start working with Evernote, take some time to think about the uses you are interested in. That will help you create the right notebooks and optimize the combinations with other applications that you will see below.
A good idea to start creating notebooks is to start from something very simple:
Agenda: Here you can write down all the tasks of the day. Spending 10 minutes in the morning to plan them will help you to separate the important from the urgent. If you work with content it is likely that many times you get lost with the amount of information or you cannot stop reading articles that your contacts share on social networks. The previous planning is fundamental. Here is an example of how you could organize your daily tasks, but you must adapt it to your needs:
Readings : In this space you can save the readings of the week, and inside this book you can create different notes separating the articles that will serve you to publish in social networks of those that you can use in your daily tasks. Below you will see how to send articles directly to this booklet with which you are on the network
Publications: If you write a blog, manage a corporate blog or collaborate in a publication, surely this is a good place to keep everything you write. Do it by inserting notebooks inside this notebook (what is called in Evernote “Pile of notebooks”)
2. Use templates for notes
The most practical when working with different types of content is that you prepare a series of templates that you can use with each notebook. Here you will see how to create templates for Evernote very easily. This will allow you to divide the contents according to your needs and get to the point without losing time and having previously structured the information.
Evernote template created by Berto Pena for its readers
Using Evernote you can find everything you’ve saved with ease . For this it is very important that you think very well what labels you will use depending on the use you give to Evernote. Simplify, you do not want to put hundreds of labels because it will cost you more to categorize what is important.
For example, if you share many articles about social networks but at the same time you provide training in this area and you need material to prepare the courses, a good idea is to use labels like the following ones: Facebook, Twitter, Linkedin, Google+, Infographics, Monitoring … If you share a post that is not going to be relevant to your courses, simply do not label it. Save it in a historical or delete it later, but always label the important thing.
4. Work as a team
Another Evernote utility is that, if you use the Premium version (which costs only $ 5 per month), you can share notebooks with your co-workers or collaborators. This will allow you to be more flexible and centralize the information you need, categorize each one and find it easily. And again I refer to Berto Pena, who offers a few ideas to work collaboratively with Evernote .
When you manage communication in a company it is best that the employees themselves participate in the development and selection of content (contrary to what many managers think, who load all the work of communication to a single department or a single person). And the normal thing is that people want to collaborate, but if they do not, it’s because sometimes we do not make it easy for them.
If you explain to your collaborators the advantages of using Evernote for their daily work and see it as a useful tool, surely integrating what you ask them will not cost you anything and will solve you a lot. Sometimes it is enough to make him see a person what use he can have, from his needs, to change a process. If you want to help her to help you, first understand how she works and how she could be more effective with what you propose.
In this blog we have also talked about Yammer as a collaborative work tool. Always think of the tool as something that solves a need you already have, not the other way around. Do not force yourself; the tools are at your service, not the other way around.
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5. Use the different applications for mobile devices
I personally find it very comfortable to work with applications, both desktop and other devices. Desktops work well because they help you work without distractions. And the best thing about Evernote, in this sense, is that it allows you to work offline. Everything you save offline will be synchronized automatically -if you want- with the different devices in which you have the application installed.
On the other hand, as we saw at the beginning, you can share different types of content (text, photo and audio) , and that allows you to save notes wherever you are, which you can then convert into contents of interest:
- Remember a picture you made in a funny place that you can share on Facebook when the time is right
- Record a voice note of an important task that occurs to you as you walk down the street
- Attend a meeting with the iPad and use it as a notebook or as a support to show your detailed budget in pdf
Some extensions of Chrome are also very useful for content management:
Evernote Clearly: It allows you to read without distractions, something essential if you want to focus on the important
Evernote Web Clipper: You can make screenshots that will be synchronized directly with your Evernote notes, and you can access all the links of the capture from the note itself
# 2. Skitch: smart sketches
Acquired by Evernote and perfectly integrated with the application, it is an ideal complement to take notes. It is a very intuitive application to “doodle” about different types of image, which will allow you at a certain moment to explain something in a few words . You can write down about maps, about photographs that you already have in your library, about photographs that you make at a certain moment, about web pages or even write on a blank page.
# 3. Instapaper
It is a tool that allows you to save for later readings with which you are finding on the web . It is very simple to use. You just need to sign up and install the Chrome extension. From there you can mark the pages as unread elements.
Again, it is important that you manage the contents well by folders. This image can serve as an example:
# 4. IFTTT (If This Then That)
If This Then That is a program that allows you to create “recipes” or combinations of applications to better manage what you are most interested in. In this post by Felix Maocho you can read in greater detail what it is and how it works.
Since the intention here is to manage content to work efficiently, these recipes work very well with the applications we have seen above:
Everything you save in Instapaper as “Unread “you send it to the “Readings” folder.
Mark as favorites the tweets that you are finding and that interest you. The formula “from Twitter to the ‘Readings’ folder in Evernote” also works very well, with the advantage that you can then combine notes and integrate everything into one.
And the same goes for Gmail favorites. You can save them in a notebook that serves as a reminder of tasks or readings to which you are subscribed.
# 5. Create an Editorial Calendar
One of the best ways to manage the content you are going to publish on social networks, for example, is to organize the publications through an editorial calendar. You can use a simple table in Excel, such as the one you can download in this link or the one you see in the image, or the Google Docs for collaborative publications.
The importance of content management
Many companies have not yet realized that if they do not plan and manage the content they produce and share well, they will most likely lose business opportunities.
We are in a moment in which the contents serve not to fill in the gaps left by the images, but to attract real customers. If you work daily with content, sure you have it clear. That is why it is so important to know what content to publish and in what channels. Nowadays, it is not a matter of going to look for clients, but to come to you. And they will not come if they do not know you, if you do not offer them anything that gives them value that differentiates you from the competition.
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