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The Ultimate Guide to Content Review: Best Practices and Strategies

Published May 9, 2024
/ Updated May 15, 2024

The Best Content Review Process That Will Maximize Your Efficiency

Growing your blog and content marketing program isn’t as easy as amping up the speed on your current content reviewing process. As you grow your team, output, and content footprint, new problems and needs will arise that you – and a good process – need to be on hand to solve.

As your company begins producing more content by more writers, you’re going to need a content review process that ensures all the content your brand puts out is consistent in quality, voice, and information.

What Is Content Review?

Content review is essential in the content creation cycle where the material is scrutinized for accuracy, clarity, and relevance. It ensures that the content meets the established objectives and is aligned with the brand’s voice and strategy.

From a marketing standpoint, content review is the process of evaluating marketing content to ensure it adheres to quality standards, aligns with brand messaging, and effectively achieves marketing objectives.

It involves a thorough analysis for:

  1. Accuracy
  2. Compliance
  3. Consistency

Combining these three will optimize your content’s impact.

Importance Of Reviewing Your Content

In any sized marketing organization, even the most talented one, mistakes will occasionally happen. Your technology will glitch out, a team member will make a human error, and a ball will get dropped. It happens even to the best marketers. But the best marketers are prepared with a process to deal with it.

Your content approval process, and taking the time to review content before you release it to your audience, will catch any normal mistakes before they get published. Because even if it’s not something that your readers will notice, like an incomplete meta description, it can impact your content’s growth long-term.

But the review process lets your team:

  • Fix any mistakes before they go live
  • Optimize and improve the content to its fullest potential
  • Ensure your targeting and strategy stay on point throughout the creation process

Why you need a content review process CoSchedule graphic


While it may not seem like a huge deal now, it will be when you’ve tripled your team size and content output and are juggling production for a dozen pieces of content at a time.

The Process Of Content Review

The content review process should be structured and consistent to be effective. It typically involves multiple stages: drafting, reviewing, feedback collection, revisions, and final approval. By adhering to a clear process, teams can streamline their workflows, reduce the time spent on revisions, and improve collaboration among content creators, editors, and stakeholders.

What a good content review would look like for a medium sized team CoSchedule graphic


Set Objectives

Begin by setting clear, measurable objectives for your content. Determine what you want to achieve with your content, whether to inform, persuade, or entertain your audience. Objectives guide the review process and ensure all content aligns with your content marketing goals and brand strategy.

Define Your Criteria

Defining criteria for review is critical to maintain consistency and quality. Criteria may include style guidelines, tone of voice, factual accuracy, and alignment with SEO best practices. Ensure that every content is evaluated against these standards to maintain a cohesive brand narrative.

Establish A Workflow

Establishing a well-defined workflow for the content review process in marketing is crucial for staying consistent, and having quality content production. Here’s how you can establish a workflow:

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  1. Define Roles and Responsibilities: Clearly outline the roles and responsibilities of each team member involved in the content review process. Assign specific tasks and expectations to stay accountable and allow for smooth coordination.
  2. Create a Content Calendar: Develop a content calendar to plan and schedule content production and review process. This calendar should include deadlines for content creation, review, and publication, as well as details about the type of content and targeted audience.
  3. Establish Review Criteria: Define clear criteria for evaluating content during the review process. This may include aspects such as grammar and spelling, accuracy of information, adherence to brand guidelines, alignment with marketing objectives, and compliance with regulatory requirements.
  4. Set Up Approval Workflows: Implement approval workflows to ensure that content goes through the necessary review stages before publication. Define the sequence of review and approval steps, as well as the individuals responsible for each stage.
  5. Schedule Regular Review Meetings: Schedule regular review meetings or checkpoints to discuss the progress of content projects, address any issues or concerns, and make decisions regarding revisions or approvals.


Proofread And Fact Check

The first step in any content review process is to proofread, and fact-check. Proofreading allows you to take a step back from writing, and go through and read what makes sense and what doesn’t.

Collaborate For A Better Review

Collaboration in the content review process is not just beneficial; it’s essential for a dynamic and effective content strategy. When teams work together, the quality of content improves significantly. Here’s why collaboration is key:

  • Multiple Perspectives: Different team members bring unique insights and expertise, leading to a well-rounded and thoroughly vetted piece of content.
  • Increased Efficiency: Shared responsibilities mean tasks are completed faster, deadlines are met with ease, and content goes live sooner.
  • Consistency in Brand Voice: Collaborative review ensures that every piece of content aligns with the brand’s voice and messaging, maintaining a cohesive brand identity.
  • Innovative Ideas: Brainstorming as a team can spark creative solutions and ideas that one person working alone might not have considered.
  • Error Reduction: With multiple eyes on every piece of content, the likelihood of errors slipping through is greatly reduced.
  • Data-Driven Decisions: Collaboration allows for the pooling of data and analytics, leading to more informed decisions about content direction and strategy.

Streamline Your Content Review Process

Efficient content review is vital for maintaining the quality and consistency of your marketing efforts. Streamlining this process ensures that your content not only aligns with your brand voice but also reaches your audience faster. Here’s how you can optimize your content review process:

Step 1: Clarify Your Process

Begin by defining the stages your content must go through before approval. Determine who is responsible for each stage and what criteria they’ll use to review the content. Clear roles and expectations prevent bottlenecks and ensure that everyone involved understands their part in the process.

Step 2: Map Out An Achievable Timeline

Set realistic deadlines for each stage of the review process. Consider the complexity of the content and the availability of your team members. A well-planned timeline keeps the process moving and helps avoid last-minute rushes that can compromise content quality.

Map with postcards and a sun behind it CoSchedule graphic


Step 3: Remember Your Brand Guidelines

Your content should always reflect your brand’s core identity. Keep your brand guidelines handy during the review process to ensure consistency in voice, style, and messaging.

CoSchedule’s AI platform Hire Mia remembers your brand voice, and can instantly review your content to make sure you’re remembering to keep your brand voice within your content.


Along with your brand voice, you’ll need to come up with brand guidelines for your written content. That might include things like:

  • The structure of the intro
  • How your company formats headlines and subheadlines
  • How to incorporate examples and social proof
  • Which grammar standards your team should follow
  • Ways of incorporating the target keyword for SEO
  • How you mention or incorporate your products and services

For design, basic guidelines might include notes like:

  • Which graphics are required for each piece of content
  • Any image size requirements to keep for each one
  • Brand colors to adhere to
  • Style and accent elements to include

Step 4: Automate Your Process

Finally, you’ve hammered out the most important details and are ready to compile them all into a repeatable system and process you can apply to each piece of content you create.

Depending on your project management setup, this might look like:

  • A task template in CoSchedule
  • A spreadsheet
  • A physical spreadsheet or list

Whichever option you choose (you know our favorite), you’ll want to make sure that for each piece of content your team creates in the future, you can easily take it through each of these steps—assigning stakeholders, steps, deadlines, and guidelines.

Here’s what your system might look like once you put it all together in a checklist (like the one you can download in this post):

Content review checklist CoSchedule graphic


Best Content Review Tools

Let’s go over some of the best content review tools that will help speed up your process.

CoSchedule Content Calendar


CoSchedule’s Content Calendar is a versatile and AI-powered tool designed to streamline and optimize the way marketing teams organize, plan, and execute their content and social media strategies.



Grammarly is a comprehensive suite of writing tools designed to elevate your communication to the next level. Whether you’re crafting an important email, fine-tuning a business proposal, or engaging with your social media audience, Grammarly ensures your writing is clear, effective, and mistake-free.



InMoment enhances customer experiences through advanced solutions, including customer feedback analysis, reputation management, and conversational intelligence. Its AI-powered platform streamlines the review process so your team can save time.