Content Management

Sample workflow + AI

Determine client needs; recommend solutions if needed.
Survey current content directory for identified/prioritized materials.
Interview SMEs for process validation, corrections, and updates. Receive input from non-managers on processes and workflows.
Document features of CMS/LMS platform, such as automation, AI integration (e.g., identify how many characters are retrieved for AI searches), translation, file/format types, internal/external facing directories.

Examine published content samples. Identify areas of improvement, such as indexing and taxonomy.
Strategize with leadership and stakeholders the future state of the CMS/LMS. Partner with business analysts and developers on best approach to implement IT improvements.
Review directory for published content and effectiveness. If directory/index doesn't exist, create a directory of published content.
- For updates and new articles: develop a tracker to manage updates in batches determined by priority.

AI incorporation for creating an inventory of existing content that is published or stored on SharePoint or offline.

- Sample prompt: "I'm working on a content manager contract and need to organize the currently published articles. Use this website, [insert URL], to develop an article directory with article title, last date updated, URL, keywords. The output can be Excel or an automated recommendation."
- Review output for accuracy. Refine prompt as needed.
- Partner with developers to obtain APIs and develop a Power Automate flow to maintain fields.

Define standards and governance, such as:

Definition of content to include in the CMS/LMS
Decide to use a universal style guide vs. internal style guide
Develop/improve style guide and template(s) for published content that standardizes fonts, formatting, structure, and searchability.
Develop glossary from published articles or improve existing glossary by compiling cross-team sources.
Define internal vs. external content strategy.
Define end-to-end publishing process, including internal operations such as versioning, source-of-truth files, and storage
Define content lifecycle, including review cycles, workflows, archival procedures (must include enterprise/company retention rules, if relevant)
Define taxonomy (i.e., identify levels of information, categories, audience)
Define roles, responsibilities, and permissions - Administrators, reviewers, approvers

AI incorporation to create a style guide from published content samples

1. - Sample prompt: "I want to establish a style guide created from active published articles. Identify font styles, structure, formatting, tone, repeated/standardized phrases, and acronyms. Capture generic grammar rules, such as Oxford commas, capitalization rules, accessibility, etc. Recommend additional style guide considerations that I overlooked. Create text/Word document as output."
  - Review output for accuracy. Refine prompt as needed.
  - Partner with Publications (i.e., Technical Writers), Training (i.e., Instructional Designers), and Communications for evaluation and improvements.

Implement and monitor end-to-end publishing process for CMS/LMS update. Refine as needed.
Implement review cycle. Refine as needed.

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