Marketers the world over wish the phrase “you had one job to do” applied to them. We all know the struggle to juggle hundreds of competing tasks is very real. And that reality means sometimes things fall through the cracks.
Often, this includes updating ‘always on’ content and collateral we ticked off our to do list way back. This kind of content can include everything from pricing to disclosures to data sheets, product offering detail and much more. It can also extend to media involving complex talent rights or intellectual property usage, as well as limited content syndication terms
Too often, there are no formal review dates for this kind of work. And if there is any kind of management, it’s usually through a cobbled together system of manual spreadsheets and creative asset share drives. The time it takes to police content and collateral this way is extensive, and frankly, prone to human error.
Fortunately, we’ve created a better way.
Introducing a structured approach to content and collateral reviews
IntelligenceBank has developed a dedicated platform designed with a singular focus: to make managing your ‘always on’ content seamlessly easy and consistently up-to-date. The recently launched Content and Collateral Tracker efficiently organizes every individual marketing piece with an automated review date and audit trail. Click below to take a tour now.
Here’s how it works
- Upload your final artwork for assets that need periodic review into a dedicated library
- Tag each asset with a review cycle time period (e.g. 30/60/365 days)
- 30 days before each asset is up for review, you will receive an email alert
- You or a team member review the asset and share it with other collaborators for input
- If any updates are required, a new version is loaded with a trail of approvals
- The asset is then updated in the library as a new version of the asset and a new review cycle is started
- Updated content can be pushed out to websites, media partners or printers directly from the library
- A full record of the asset review and approval is kept for future reference, especially if audited
Why it’s important to stay on top of continuous content
To uphold your brand
Align with business operations
Adhere to contractual agreements
Avoid regulatory breaches
Staying on top of continuous content is a fundamental aspect of risk management in organizations where adherence to legal standards is non-negotiable. Any ‘live’ content featuring outdated product disclosure statements, pricing or other delicate fine print must be part of a regular review cycle.
This is particularly important in highly regulated industries such as finance, healthcare, or pharmaceuticals, where the financial consequences of non-compliance can be severe. Regulatory bodies closely scrutinize marketing materials, and any discrepancies or outdated information can result in fines, legal actions, damage to reputation, and, in extreme cases, the suspension of operations.
By regularly reviewing and updating continuous content organizations can ensure that their marketing materials align with the latest regulatory standards. This proactive approach not only mitigates the risk of legal consequences but also demonstrates a commitment to ethical practices and regulatory compliance.
Benefits of centralizing and automating content reviews
- Reminders
Centralized and automated content reviews include built-in reminder systems. This ensures that critical review deadlines are never missed, promoting timely updates and preventing content from becoming outdated. - Collaboration with colleagues
The Content and Collateral Tracker facilitates seamless collaboration among team members involved in the review process. With centralized access, your team can easily contribute feedback, make necessary edits, and ensure that the content aligns with collective objectives. - Approval audit trail
A centralized and automated platform maintains a detailed audit trail of the approval process. This not only enhances transparency but also serves as a valuable record, showcasing who approved what, and when. Such audit trails are essential for compliance and quality control. - Version control
Our platform ensures everyone is working with the latest approved version, eliminating the risk of using outdated or unauthorized content. Version control is, very obviously, crucial for maintaining consistency and avoiding confusion. - Hold all information in one place
Centralizing your assets and tagging them with supporting information all streamlines the review process immensely. When all relevant information in one accessible location that incorporates feedback, approvals, and historical versions, there is far less margin for error. - Seamlessly launch updated content to your ecosystem
Once content is reviewed and approved, the system provides a smooth mechanism for launching updated material across various channels. Whether it’s updating a website, sending out newsletters, or refreshing social media content, the process becomes efficient and error-resistant. - Panoramic overview
When your review system is centralized and automated, it is far easier to get a birds eye view to track all live content. Dashboards provide visibility in real-time and allow stakeholders to monitor the status of different pieces of content and identify potential bottlenecks.
