Content Production Client Onboarding Checklist

Phase 1: Working Session

Tip: Prepare Thoroughly for the Working Session
Ensure you review all client materials and calibration content briefs in advance to lead a productive and focused session.

Schedule and Prepare for the Working Session:

• Schedule a working session with key stakeholders (client, content production manager, client’s editor or content reviewer).
• Send a detailed agenda for the working session, including key topics and goals.
• Request and review the calibration content briefs (if applicable).
• Review any existing client materials.
• Prepare the working session deck.

During the Working Session:

• Align on project scope and agreement terms.
• Establish content goals and objectives.
• Define the target audience and brand voice.
• Outline the desired content structure and style.
• Plan production logistics and timelines, including milestones and deliverables.
• Advise on best practices for content creation, SEO, and quality control.
• Schedule the calibration feedback call. 

Post-Working Session:

• Create a working session summary document and share it with all stakeholders.
• Request approval or corrections to the working session summary from the client. 

Phase 2: Preparation

Best Practice: Double-Check the Project Brief
Compare the project brief to the working session summary to ensure no key details are missed.

Develop the Project Brief:

• Create a comprehensive project brief that includes content goals, target audience, brand voice, content structure, style guidelines, SEO requirements, and other writer-facing content details.
• Compare the project brief to the working summary to ensure all overarching content guidelines are covered.
• Request a review of the project brief by a writer or an editor to identify gaps or opportunities for clarification.

Create a Content Brief Template (if your team is creating the briefs):

• Develop a content brief template that includes the appropriate components and aligns with the project brief.
• Include specific instructions for tone, keywords, linking, audience segment, outline, and any other relevant details.
• Request a review of the content brief template by a writer or an editor to identify gaps or opportunities for clarification.
• Review the template with the person creating the content briefs to ensure understanding of expectations. 

Pro Tip: Use the Content Calendar to Stay on Track
A well-maintained content calendar ensures everyone stays aligned with deadlines and project progress.

Set Up the Content Calendar:

• Establish a content calendar with deadlines for each phase of content production.
• Include columns for data points or information needed by the content brief creator.
• Include a status field to keep all parties up to date on progress.
• Ensure the calendar is shared with all team members and the client.
• Instruct the client on their role in the content calendar.

Build Tailored Workflows:

• Create customized workflows for the project, detailing each step from content creation to delivery.
• Define and communicate roles and responsibilities within the workflows, ensuring clarity for all team members.
• Document and share the process, expectations, and timelines for each step in the workflow. 

Phase 3: Team Building

Note: Start Small, Then Scale
Begin with a small, focused team to iron out any issues before expanding to full-scale production.

Assemble the Writing Team:

• Choose writers and editors ideally suited to the project’s subject, style, and structure.
• Identify which writers and editors will participate in calibration. 
• Provide calibration writers and editors with the project resources.
• Communicate assignment day and completion deadline for calibration. 
• Communicate project timeline to non-calibration team, but don’t share the briefs until after calibration concludes (due to likelihood of updates). 

Phase 4: Calibration

Focus: Use Calibration to Perfect the Process
Calibration helps refine the content and processes before full-scale production, so take the time to get it right.

Assign and Produce Initial Content:

• Begin the trial run with a small batch of content to test project resources.
• Assign content orders to the calibration writers and editors.
• Instruct the writers and editors to follow the project and content brief explicitly. 

Review the Content:

• Review the completed content to gauge the writer and editor’s understanding against your vision of the deliverable.
• Identify any areas for improvement and make a note to update the resources (don’t update yet).
• Adjust the content to match your vision.  

Deliver the Content:

• Submit the content to the client for review.
• Send a calibration feedback questionnaire to the client and request that it be returned at least 24 hours prior to the calibration feedback call. 

Important: Schedule a Calibration Feedback Call
This call is crucial for aligning with the client on content quality and ensuring the final product meets expectations.

Conduct the Calibration Feedback Call:

• Conduct a face-to-face feedback call with the client. 
• Discuss both positive and critical feedback to identify strengths and weaknesses in the content and processes.
• Assess your understanding of the client’s vision of the final content against their feedback on the deliverables. 
• Determine whether additional calibration is needed. 
• If moving into ramp-up or full production, review cadence and submission decisions determined during the working session. 

Refine the Resources:

• Make necessary adjustments to the project brief, content brief template, and workflow based on client feedback.
• Communicate resource updates resulting from the feedback call to the writers and editors who created the content.
• Share resources with the non-calibration writers and editors to prepare them for production.