When I first started my photography business, I knew SEO was key. I built a website, optimized my content, and let Google do its thing. But when I launched the systems side of my business? It took me way too long to realize that a website and marketing strategy were just as important there. (I literally called myself ridiculous for ignoring my own advice.)
Once I got serious about my content strategy, I saw the gaps. Writing blog posts was great, but if I wasn’t actively sending them to my audience, how would they even know they existed? That’s when I started connecting the dots between content, email marketing, and automation.
Now, I’ve streamlined my entire process. Every piece of content I create—whether it’s a blog, podcast episode, or freebie—fits into an automated system designed to nurture my audience and sell my offers. And because I’m all about making business easier, I want to break down exactly how you can automate your content systems and save yourself a whole lot of time.
But first, hi! I’m Colie, your systems and automation expert, here to help service-based business owners simplify their workflows, automate their processes, and create seamless booking experiences—without the overwhelm. Whether you need a custom CRM setup, workflow optimization, or easy-to-use templates (like my Airtable Content Organization Hub!), I’ve got the tools to save you time and keep your business running smoothly. Let’s make your systems work for you! Let’s chat!
Why Automating Your Content Systems Is a Game-Changer
Creating content is only half the battle. The real magic happens when you have a system that:
- Keeps you consistent (so you’re not scrambling to come up with ideas every week)
- Repurposes content across different platforms (because one piece of content should work multiple times)
- Automates distribution (so you’re not manually sending emails or scheduling posts)
- Tracks your efforts (because if you don’t track it, how do you know what’s working?)
If you’re still relying on sticky notes, Google Docs, or your memory to run your content strategy, it’s time to upgrade.
Step 1: Centralize Your Content Ideas
First things first: get all your content ideas in one place. (I don’t care if it’s a Notion board, an Airtable hub (hey! I’ve got a great one!), or a simple Google Sheet—just pick something.)
I use Airtable because it keeps everything structured. I open my Airtable content organization hub, and whenever inspiration strikes, I quickly jot down:
- The topic
- Where I want to post it (blog, podcast, Instagram, etc.)
- Whether it’s tied to an offer
- Any notes or links
No more searching through 15 different notebooks or scrolling endlessly through my Notes app. (If you’ve ever wasted 10 minutes trying to find that brilliant content idea, you know what I mean.)
Step 2: Create Content in Batches
Once I have my ideas organized, I batch my content.
For example:
- I record multiple podcast episodes at once.
- I write several blog posts in one sitting.
- I outline social posts and emails based on that content.
Why? Because switching between tasks kills productivity. When I focus on one type of content at a time, I get more done—faster.
Step 3: Repurpose, Repurpose, Repurpose
Here’s my golden rule: one piece of content should turn into multiple pieces of content.
Let’s say I write a blog post on “How to Automate Your Content Systems.” That one post can be:
- A podcast episode
- A few Instagram carousel posts
- An email to my list
- A LinkedIn article
- A short-form video (because video content always performs well)
Most people think they need to create something new every time. But the smartest marketers take one great idea and repurpose it everywhere.
Step 4: Automate Distribution
This is where the magic happens. Instead of manually posting and sending emails, I automate my content distribution.
- Email Marketing: My blog posts go straight into my email sequences using ConvertKit (now JustKit). That way, my subscribers always see my latest content—whether they found me yesterday or a year ago.
- Social Media Scheduling: I use Metricool to schedule my posts in advance. Once I batch content, I load it up and let it run on autopilot.
- Podcast & Blog Workflows: After I record a podcast episode, Airtable automatically notifies my podcast manager to edit it. Once she’s done, it sends an email to my VA to create the social graphics. (Yes, Airtable literally manages my team for me.)
Automation keeps my content moving without me having to touch every step.
Step 5: Track & Optimize
Most people create content and hope it works. I track everything.
- Which emails get the most opens and clicks?
- Which blog posts bring in the most traffic?
- Which offers convert the best from my content?
I keep all this data inside my Airtable Content Hub, so I always know what’s working—and what needs tweaking. If a certain CTA drives more sales, I use it more often. If a blog post gets tons of traffic, I turn it into more content.
The Secret to Selling Without Feeling Salesy
One of the biggest mistakes I see? Not asking for the sale.
If you’re creating content, you have to tell people how to work with you. In every email I send, there’s a clear call to action:
- “Book a strategy call”
- “Grab my Airtable Content Hub”
- “Sign up for my course”
Even if the email isn’t about selling, there’s always a link to something. (Because if you don’t remind people what you offer, they won’t remember.)
Make Content Work for You (Not the Other Way Around)
If creating content feels overwhelming, it’s probably because you don’t have a system in place.
When you automate your content systems, you:
- Save hours every week
- Stay consistent without burning out
- Make sure your best content actually gets seen
- Sell your offers without feeling pushy
And the best part? Once it’s set up, it runs itself.
Stop Wasting Time—Make Your Content Work for You
When you automate your content systems, you stop playing catch-up and start creating with intention. Instead of scrambling to post, you’ll have a structured, repeatable workflow that keeps your audience engaged, your offers top of mind, and your content working for you 24/7.
And if you’re ready to make that happen? Start by setting up your Content Organization Hub—the easiest way to get your content ideas, links, and marketing assets in one place (without losing your mind). Grab the Content Organization Hub for just $9 here!
Got questions? Let’s chat! Or find me on Instagram and let’s talk content systems.
Would you rather listen to a related episode? This blog post was written based on my guest podcast episode on Happy Subscribers with Allea Gummert
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