Creating a content calendar:
Planning and scheduling

In today’s digital landscape, content marketing is a crucial strategy for businesses to engage their target audience and drive online growth. However, without a well-organized plan, it’s easy to fall into disarray and miss opportunities. That’s where a content calendar comes in. A content calendar, also known as an editorial calendar, is a powerful tool that helps businesses plan, organize, and schedule their content effectively. In this comprehensive guide, we’ll explore the importance of content calendars, best practices for creating one, and the top tools to help you streamline your content planning and scheduling process.

Why Are Content Calendars Important?

If you want to take your content marketing strategy to the next level, a content calendar is a must-have tool. Here are three key reasons why content calendars are important:

A calendar with a blue circle on it.

Ensuring Consistency and Organization

A content calendar ensures that all your content-related tasks are happening as planned. By having a clear schedule of what needs to be published and when, you can avoid missing deadlines, publishing content inconsistently, or neglecting to update older articles. Consistency is key in content marketing, and a content calendar helps you stay on track.

Facilitating Collaboration and Communication

If you work with a team or collaborate with external partners, a content calendar becomes even more crucial. It serves as a centralized hub where everyone involved can see the status of each content piece, reducing the risk of miscommunication and ensuring that everyone is on the same page. Effective collaboration is essential for producing high-quality content and meeting your marketing goals.

A group of people looking at a laptop in an office.
A group of people sitting around a table with sticky notes.

Providing a Big Picture Overview

A content calendar gives you a bird’s-eye view of your upcoming content strategy. It allows you to see the distribution of your content across different channels and ensures that you have a diverse mix of topics and formats. With a content calendar, you can avoid publishing too many similar pieces of content at once and maintain a cohesive and strategic approach to your marketing efforts.

Best Practices for Creating a Content Calendar

Now that we understand the importance of content calendars, let’s dive into best practices for creating one that works for your business. Follow these steps to build a comprehensive and effective content calendar:

Two business people holding a piece of jigsaw puzzle.

Understand the Key Elements of a Content Calendar

A content calendar doesn’t have to be overly complicated. In fact, simplicity is often better. Here are the key elements that every content calendar should include:

Editorial: This section outlines the pieces of content you'll be publishing, whether it's on your blog, social media, or other platforms. The goal is to schedule your editorial content well in advance to stay organized and consistent with your publishing schedule.

Platform: Decide where your content calendar will be hosted. Whether it's a Google Sheet, project management software, or a dedicated content calendar tool, choose a platform that works best for your team's needs.

Promotional: Include your promotional activities in your content calendar. This can include social media posts, email newsletters, guest posts, or any other form of promotion for your content.

Future Ideas: Keep a list of future content ideas that you're not actively working on yet. This ensures that you don't lose any good ideas and can refer back to them when planning your content.

Use a Content Calendar Tool

While you can start with a simple Google Sheet, there are also dedicated content calendar tools available that can streamline the process. Here are a few popular options:

Notion: Notion is an all-in-one workspace that allows you to create customizable content calendars and collaborate with your team effectively.

Google sheets: Google Sheets is a popular choice for individuals and small teams due to its simplicity and collaboration features.

Asana: Asana is a project management tool that can be repurposed as a content calendar, making it ideal for larger teams with complex content workflows.

A group of people sitting around a table with laptops and papers.

Hootsuite Planner: Hootsuite's Planner offers an interactive content calendar specifically designed for social media planning and scheduling.

Choose a tool that fits your team’s size, workflow, and specific needs.

A person typing on a laptop.

Add Items to Your Calendar

Once you have your content calendar set up, it’s time to start adding items to it. Here’s a step-by-step process to follow:

Step 1: Generate Content Ideas: Make a list of content ideas that align with your target audience and business goals. This can be done through audience research, keyword research, competitor analysis, and brainstorming sessions (you can even use AI 😉).

Step 2: Define Publication Frequency: Decide how often you'll publish content based on your specific content strategy. This can vary depending on your goals and available resources. We publish content as follows: 1 blog post per week, do distribution for the rest of the week.

Step 3: Schedule Your Content: Use your content ideas to fill in the dates on your calendar according to your publication frequency. Be sure to include all the necessary details such as the title, format, and any assets required for each piece of content.

By following this process, you can ensure that your content calendar is populated with a strategic and well-rounded mix of content.

Schedule Every Part of the Creation Process

While most content calendars only include the title and publication date of a post, it can be beneficial to schedule out every step of the content creation process. This is especially important for larger or more complex projects that involve multiple team members. By scheduling each step, you can ensure that everyone is aware of their responsibilities and deadlines, making it easier to stay on track.

For example, if you’re creating a research-based blog post, you can schedule out each step, such as data collection and analysis, outlining, writing, designing visuals, and editing. This level of detail ensures that each task is completed in a timely manner and prevents any bottlenecks in the content creation process.

A woman is working on a schedule at her desk.
A computer screen with the word work schedule on it.

Include More than Just New Blog Posts

A content calendar can be used for more than just scheduling blog posts. Consider including other types of content and activities in your calendar, such as:

Content Updates: Schedule time to review and update existing content to ensure it remains relevant and valuable to your audience.

Site-wide Content Audits : Plan regular audits of your website's content to identify outdated or underperforming pieces that may need to be improved or removed.

Off-site Work : Schedule and promote any off-site content, such as guest posts, podcast interviews, or speaking engagements.

Content Distribution : Plan how you'll distribute your content through various channels, such as social media, email newsletters, or paid advertising.

By including these elements in your content calendar, you can ensure a more comprehensive and strategic approach to your content marketing efforts.


A content calendar is a vital tool for businesses looking to improve their content marketing strategy. It ensures consistency, facilitates collaboration, and provides a big picture overview of your content efforts. By following best practices and utilizing content calendar tools, you can effectively plan, organize, and schedule your content, leading to better results and growth for your business. Start implementing a content calendar today and watch your content marketing efforts soar.