7 Tips On How to Optimize Your Content Research and Planning Process
Content Strategist
Content creators can’t do their best work if they’re bogged down by inefficient processes and lack of direction. Would you run a marathon without proper training and nutrition?
Thought so.
I’ve been there – staring at a screen with 1000s of content ideas, 10000s of keywords and volume metrics, wondering where to start or how to make the most of a limited time (and, sometimes, budget too!).
Luckily, there are a few hidden gems I’ve discovered throughout my career as a content strategist, and today I’m sharing them with you (nope, none of that “define your audience” bullshit).
Table of Contents
The 7 time-saving tips for better content research and planning
Here you go:
Implement the "Pomodoro Technique"
The Pomodoro Technique involves breaking your work into manageable chunks and taking strategic breaks to keep your mind fresh and alert.
Here’s how it works:
You set a timer for 25 minutes and do your research work without distractions or multitasking—just you and the task at hand!
For some, 25 minutes is not nearly enough time to get anything done. But trust me, you'd be surprised at how much you can accomplish when you're fully focused and committed.
The real magic of the Pomodoro Technique lies in the breaks. After each 25-minute interval (or "pomodoro"), you take a short 5-minute break. Step away from your desk, stretch your legs, grab a snack, or just take a few deep breaths.
Systematize and improve your brief creation workflow
I know, I know, creating briefs can be a total pain. It's time-consuming, often tedious, and it's easy to get lost in the details. But here's the thing: a well-crafted brief keeps you focused, ensures consistency, and saves you time and headaches in the long run.
There are a few easy ways to pour your heart and soul into content creation without spending hours with no real results. For one, you can always use a content writing tool to organize your keywords and research what the top 10 results on Google write about.
On the other hand, you can use Yahini to build a content strategy and briefs in minutes. It uses advanced technology to analyze your website and competitors and generates briefs following set content guidelines with input from seasoned content strategists.
Employ the "Skyscraper Technique" for Keyword Research
The Skyscraper Technique is a powerful strategy that helps you identify the most effective keywords to target in your content.
The basic idea is simple: find the top-performing content in your niche and analyze what makes it so successful.
For one, start by searching for keywords related to your topic on Google and noting the articles that appear on the first page of the results. These pieces have already proven their worth in terms of SEO and audience engagement.
Take a close look at each one:
- What keywords are they targeting?
- What type of content format are they using?
- How well do they cover the topic?
Once you've identified the key elements that make these pieces successful, it's time to improve them.
Your goal is to create content that's even better than the best of what's already out there. You should prioritize these keywords and determine the stage of the funnel each keyword targets so you know how to address your audience (or use Yahini’s automated keyword research feature to do the work for you).
How can you add more value? Can you include more in-depth research, more actionable advice, or more engaging visuals?
Create a "Swipe File" for Inspiration and Quick Reference
Swipe files are cool – they’re a collection of all the best content elements you come across, such as headlines, intros, CTAs, you name it. Having a go-to resource like this can be a total lifesaver when you're feeling stuck or uninspired.
And you don’t even have to be complicated about it. Find a good place to build a collection (for example, I use Google Keep and Notion), and turn to it whenever you need some extra inspiration.
If you want to go the extra mile, spend some time on organization.
Don't just throw everything into a single folder and call it a day. Take the time to categorize your saved elements by content type and topic. That way, when you're working on a specific piece of content, you can easily find relevant examples to draw from.
Implement "Agile" Principles in Your Content Planning
Okay, let's talk about how implementing Agile principles can totally transform your content planning process. I know what you might be thinking – isn't Agile just for software development teams?
Well, think again!
The core concept of Agile, like prioritizing tasks based on user stories and business value and conducting regular "sprints," can also work wonders for content creators.
Essentially, this means focusing on the content that will have the biggest impact on your audience and your bottom line. Ask yourself, "What do my readers really need and want from me?" and "What content will help me achieve my business goals?"
Now, let's talk about "sprints."
In Agile, a sprint is a set period of time (usually a couple of weeks) during which a team focuses on completing a specific set of tasks.
But what if you're a one-person team?
No problem!
You can still use the sprint concept to keep yourself on track and ensure consistent progress. Set a realistic goal for what you want to accomplish in a given timeframe (say, one week), and then commit to focusing solely on those tasks. You can also use content planners to save your sanity when juggling multiple projects.
Use "Mind Mapping" Techniques for Content Structuring
One of my favorite techniques (for everything, really) is mind mapping.
If you're not familiar with mind maps, they're basically a visual way to organize information and ideas. Think of it like a tree, with your main topic as the trunk and all your subtopics and supporting points as the branches.
It allows you to see the bigger picture and how all the pieces of your content fit together.
When you create a mind map, you start with your main topic in the center and then branch out with all the key subtopics and ideas you want to cover.
You can also explore relationships between subtopics; as you build out your map, you'll start to see connections and patterns emerge. You might realize that certain ideas are more closely related than you initially thought or that there's a natural flow from one subtopic to the next.
Don’t Forget About Content Repurposing
Here's the thing: different people prefer to consume content in different ways. Some folks love reading blog posts, while others are more visual and respond better to infographics or videos.
And then there are those who prefer to listen to content while they're on the go, which is where podcasts come in.
If you want to reach a wider audience, research whether or not you should repurpose your blog posts into these different formats.
For example, let's say you've written a blog post that's performing really well on your website. Why not take that same content and tweak it for LinkedIn? You might need to adjust the tone or focus to better suit those platforms, but the core ideas can remain the same.
Or maybe you've got a piece of content that's really resonating with your current audience. Consider how you could adapt it to appeal to a slightly different demographic.
The key is to think strategically about where your content can have the biggest impact and then tailor it accordingly.
Some pitfalls to avoid in your content research and planning
Ahhh, how we like to set goals and all that “new year, new me” stuff.
Unfortunately, it’s way easier to fall into the pit when being so “organized” and way too careful.
It's easy to get caught up in trying to create the "perfect" system or workflow, but the truth is, sometimes simpler is better. If you find yourself getting bogged down in overly complex spreadsheets or templates, take a step back and ask yourself if all that extra work is really necessary.
Before you dive into creating anything, take the time to define what you want to achieve with each piece of content.
Make a habit of regularly checking in on your analytics and audience feedback to see what's resonating and what's falling flat. Don't be afraid to pivot your strategy if you notice that certain types of content aren't performing as well as they used to.
The most successful content creators are those who constantly learn, experiment, and adapt to stay ahead of the curve.
Measuring your success
Let's be real.
Creating great content is only half the battle.
If you want to know whether your efforts are paying off, you need to measure your success. That means tracking the right key performance indicators (KPIs).
Now, the specific KPIs you track will depend on your unique goals and objectives.
Some common ones to consider include traffic, engagement (things like comments, shares, and likes), leads generated, and conversions. The key is to focus on the metrics that are most closely tied to your desired outcomes. Don't get bogged down in vanity metrics that might look impressive but don't actually move the needle.
Once you've got your KPIs locked in, it's time to start analyzing and interpreting that data, which is only useful if you actually do something with it.
Make a habit of regularly reviewing your metrics and using them to make informed decisions about your content. That might mean adjusting your publishing schedule, experimenting with new formats or topics, or even completely pivoting your strategy if needed.
Congrats, you just became a better content researcher!
Hooray! If you implement these 7 time-saving tips, you’re on your way to becoming a better content marketer, both in terms of research and planning.
Yahini offers you the strategic advice you need to create a content strategy from the ground up. Its AI has been trained by seasoned content strategists, providing you with expert-level content briefs right at your fingertips.
Ditch the generic outlines! Sign up now.
- Need a 24/7 content strategist? See how Yahini can help you craft perfect content briefs.
- Any questions? I’m happy to help! Just reach out to us!
- Not ready yet? Learn more about Yahini here.