Create a clear, structured way to track and manage content production using a visual system
Posted on Jun 30, 2025
The Purpose
Create a clear, structured way to track and manage content production using a visual system, reducing confusion and improving efficiency.
The Background
Ever found yourself asking, “Where’s that file again?” or digging through endless emails, Slack messages, and Google Drive folders to find the latest version of a project?
You’re not alone. When managing multiple content assets—whether videos, blogs, or social media posts—having a system to track everything is crucial.
Think of a restaurant kitchen. Orders are managed through a display board that shows what’s cooking, what’s ready to serve, and what’s delayed. Your content workflow should function the same way.
By using Notion’s Calendar and Kanban Views, you can visualize all content activities, from ideas to publication dates.
This ensures you always know what stage each asset is in and when it will be shipped.
The Ingredients
A Notion database to store all content assets
Custom status fields (Idea, Confirmed, Creating, Editing, Review, Ready to Publish)
A Calendar view to see when content is scheduled for release
A process for assigning ship dates to each asset
The Steps to Implement
Create a Notion Content Database
Add entries for each content asset (blog post, video, social media post, etc.).
Include key details like title, format, and responsible team members.
Set Up Status Fields
Define stages for each asset: Idea, Confirmed, Creating, Editing, Review, and Ready to Publish.
Assign a status to every piece of content so the team knows its progress.
Assign Ship Dates
Set deadlines for each content piece.
Use Notion’s Calendar view to visually track when content is going live.
Use the Status Board for Quick Updates
Monitor content progress at a glance.
Ensure no content gets lost or delayed.
Refine and Optimize Over Time
Adjust the workflow based on your team’s needs.
Experiment with scheduling strategies to maximize efficiency.
Preparation Notes
Keep your status fields simple and aligned with your workflow.
Regularly update content statuses to ensure accuracy.
Link related assets together (e.g., a blog post and its social media previews).
Assign clear ownership to avoid bottlenecks.
With a structured content workflow in Notion, you’ll spend less time searching for files and more time producing high-quality content.
By visualizing your activities and asset development, your team can stay aligned, organized, and efficient.
