What is content workflow software? (+ The 10 best platforms for 2023)
Lauren Mathews
GatherContent Contributor, Writer
Managing the content creation process can often feel like juggling. If one ball “drops,” you could miss a deadline, publish content without proper approvals, or even open yourself up to security risks.
But even jugglers have tools and techniques that help them master their craft. Content workflow software—like GatherContent—provides a centralized platform to plan, create, and publish content. With these tools, content teams create custom workflows that ensure consistent and effective content production.
Here, we’ll dig into the benefits of content workflow software and review the ten best content workflow platforms in 2023.
What is content workflow software?
Content workflow platforms help teams manage and streamline the content creation process. Some common features of content workflow software include:
Asset management: Organize and store content in one location.
Content planning: Compile keywords, topics, and audience personas, and create a content calendar.
Task management: Assign projects and track their progress.
Maintain compliance: Track and streamline approvals.
Content distribution: Coordinate publishing content across channels.
Reporting and analytics: Monitor engagement and determine ROI.
What are the benefits of content workflow software?
A clear content workflow is essential to an effective marketing strategy. But many organizations still rely on spreadsheets, legacy software, or clunky file storage solutions to manage content strategy. Here are three benefits of using a content management system.
"Many content teams still rely on spreadsheets, legacy software, or clunky file storage solutions to manage content strategy. A clear content workflow is essential to an effective marketing strategy—saving time, boosting visibility, and increasing collaboration.”
Emailing an editor a piece of content to review or pinging a stakeholder for approval takes time. Content workflow software helps organizations automate repetitive tasks—including updating content status, requesting feedback, or chasing approvals.
Content workflow software boosts visibility
With content workflow tools, companies can better monitor the progress of their projects and identify bottlenecks. And with transparent processes and timelines, organizations can increase accountability and simplify the content creation process.
Content workflow software increases collaboration
Managing the content creation process often requires coordinating with multiple stakeholders. Today, 66% of content teams have four or more contributors. And in 2023, 47% expect to hire or contract additional content writers. When there are more team members involved, managing the content process becomes even more challenging.
Content workflow platforms serve as a central hub for team communication. There is a single repository for all the content—avoiding the chaos of finding the latest version of a document. And a structured content editor ensures questions and feedback won’t disappear in emails.
Learn more: Want to provide high-quality content on time and within budget? Download our ebook—Content Delivery—for expert tips and insights on implementing an effective content delivery workflow.
The 10 best content workflow software for 2023
Content workflow software enhances productivity and collaboration, but organizations must choose the tool that fits their needs. Here are the top ten content workflow platforms to help get you started.
1. GatherContent
GatherContent is a content operations platform designed to help organizations overcome the common pitfalls of content creation.
Top features:
Content Hub: Organize and store all content in a centralized location—including tracking project status, assignees, and deadlines.
Workflow tools: Create custom processes and automate tasks.
Collaboration tools: Write, edit, and collaborate in real-time with GatherContent’s editor.
Embed style guides and content requirements for consistent content production.
Customize user and group permissions to maintain compliance and prevent errors.
Cons:
While pricing may be higher than other platforms, GatherContent caters specifically to content teams. Getting started is quick and easy.
Pricing: The Start plan is $99 per month. The Scale plan is $299 per month. The Transform plan is $799 per month. A 14-day free trial is available.
2. Monday.com
Monday.com is a project management tool enabling users to create customizable workflows.
Top features:
Templates: Get started with over 200 workflow templates.
Visibility: Automate updates and monitor content status in real time.
Insights: Track content ROI with customized dashboards and reports.
Pros:
Users can view workflows in ten different ways—including Kanban boards or calendar views.
Project folders make it easy to organize files and communication.
A free plan is available.
Cons:
Content teams cannot create and edit content on the platform.
Pricing: The Individual plan is free for up to two seats. The Basic plan is $10 per seat per month. The Standard plan is $12 per seat per month. The Pro plan is $20 per seat per month. A 14-day free trial is available.
3. ClickUp
ClickUp enables users to create custom workflows without any coding experience.
Top features:
Templates: Users can access hundreds of workflow templates to get started.
ClickApps: Content teams can expand functionality with over 35 ClickApps.
Automation: Streamline tasks with over 50 preset actions, triggers, and conditions.
Pros:
With over 1,000 integrations, ClickUp easily connects the platform with your existing tool stack.
ClickUp Docs enables teams to collaborate and edit in real time.
A free plan is available.
Cons:
There is a steeper learning curve due to the many features available.
Pricing: Free. The Unlimited plan is $9 per member per month. The Business Plan is $19 per member per month. The Business Plus plan is $29 per member per month.
4. Airtable
Airtable is a cloud-based project management software for connecting data, workflows, and teams.
Top features:
Interface Designer: Build and share custom interfaces and dashboards without coding knowledge.
Views: Keep your team aligned with views—such as Gantt and Kanban boards—that fit your organization’s needs.
Integrations: Expand functionality with integrations such as Google Workspace, Slack, and social media platforms.
Pros:
Templates make it easy to set up workflow automation.
Users can pull in data from different sources to get more visibility.
Airtable extensions enable users to create charts, graphs, and other visual aids to view data.
Cons:
Airtable has a steeper learning curve than other platforms. Users build their interface and dashboard from scratch.
Pricing: Free. The Plus plan is $12 per seat per month. The Pro plan is $24 per seat per month.
5. Contently
Contently is a content marketing platform allowing you to manage all your content in one place.
Top features:
Content workflow: Build automated workflows and standardize content briefs.
Content Value: Understand the ROI of your content efforts with a full analytics suite.
Strategy recommendations: Conduct keyword research and optimize for SEO with Contently’s strategy recommendations.
Pros:
A drag-and-drop calendar makes it easy to update your content schedule.
Content distribution is a breeze with CMS integrations.
Gain complete visibility into your content efforts using the dashboard.
Cons:
The tool’s reporting features can be slow.
Pricing is not available.
Pricing: Not available.
6. Asana
Asana is a project management platform that powers cross-functional teams.
Top features:
Workflow Builder: Streamline processes, automate tasks, and integrate your tool stack.
View: Visualize your content workflow with Gantt charts, Kanban boards, and Calendar views.
Forms: Create a standard intake process for clients or stakeholders to request content or projects.
Pros:
A template library makes it easy to build your dashboard.
Users can pull data from any project or department for better visibility.
Communicate goals and track metrics in one place.
Cons:
Asana was not built for content teams. Users must make some adjustments to ensure the platform fits their needs.
Pricing: The Basic plan is free. The Premium plan is $13.49 per month. The Business plan is $30.49 per month.
7. CoSchedule
CoSchedule is a workflow management tool designed for marketing teams.
Top features:
Calendar: Visualize your content process in one place.
Task templates: Create custom content marketing workflows to assign tasks and due dates with templates.
Team management: Monitor employee workloads to avoid content bottlenecks.
Pros:
Users can create custom reports for stakeholders.
Centralize content management with a content library.
Headline Studio provides AI-assisted suggestions to improve your titles.
Cons:
Pricing plans can be confusing.
Pricing: Free. The Pro plan is $39 per user per month. The Marketing Suite plan is custom.
8. Teamwork
Teamwork is a content management platform built for agencies.
Top features:
Workload planner: Track tasks for all team members to avoid bottlenecks.
Collaboration tools: Send messages, chat with colleagues, and store files in one place.
Track time: Make billing and invoicing a breeze with time tracking.
Pros:
Budgeting features ensure teams stay on track.
Users can visualize content workflows with different views—like Gantt or Kanban boards.
Integrations make it easy to integrate Teamwork with your existing tool stack.
Cons:
Teamwork does not have an in-platform editor.
Pricing: Free. The Starter plan is $8.99 per user per month. The Delivery plan is $13.99 per user per month. The Grow plan is $24.99 per user per month.
9. Hive
Hive is a project management platform built with the Agile philosophy in mind. Users do not need any coding experience.
Top features:
Templates: Customize dashboard layouts and save them for future use.
Workflow Recipes: Get started quickly with a library of workflow frameworks.
Hive forms: Streamline project or content requests with Forms.
Pros:
Enter a Zoom or Google Meet meeting from Hive and take notes on the platform.
Hive makes tracking time and sending timesheets to managers or clients easy.
Users can connect Hive with over 1,000 external apps for expanded functionality.
Cons:
Hive’s platform does not include content storage.
Pricing: Free. The Teams plan is $18 per user per month. A 14-day free trial is available.
10. Trello
Trello is a project management platform that enables you to organize tasks, teams, and tools in one place. The platform uses Kanban boards to encourage visibility and collaboration.
Top features:
Boards: Organize projects with custom boards and identify priorities.
Lists: Automate tasks with custom workflows.
Cards: Store all the project information in one folder.
Pros:
Templates make it easy to get started.
Brainstorming tools enhance real-time collaboration between teams.
Trello plugins and integrations make including Trello in your existing tool stack easy.
Cons:
Content creators cannot write and edit a piece of content on the platform.
Pricing: Free. The Standard plan is $6 per user per month. The Premium plan is $12.50 per user per month. The Enterprise plan starts at $17.50 per user per month (billed annually).
Build a powerful content workflow with GatherContent
Content workflow software increases efficiency and collaboration. As a result, teams produce more consistent and quality content. But choosing the right software solution for your company’s needs is essential.
With GatherContent, content teams transform the way stakeholders engage. Teams can organize and find content assets in one place with our Content Hub. With workflow tools, content teams can create custom workflows and automate repetitive tasks. And our Content Editor simplifies the process of creating and editing content.
Start a free trial today to see how GatherContent automates content workflows for thousands of organizations.
But even jugglers have tools and techniques that help them master their craft. Content workflow software—like GatherContent—provides a centralized platform to plan, create, and publish content. With these tools, content teams create custom workflows that ensure consistent and effective content production.
Here, we’ll dig into the benefits of content workflow software and review the ten best content workflow platforms in 2023.
What is content workflow software?
Content workflow platforms help teams manage and streamline the content creation process. Some common features of content workflow software include:
Asset management: Organize and store content in one location.
Content planning: Compile keywords, topics, and audience personas, and create a content calendar.
Task management: Assign projects and track their progress.
Maintain compliance: Track and streamline approvals.
Content distribution: Coordinate publishing content across channels.
Reporting and analytics: Monitor engagement and determine ROI.
What are the benefits of content workflow software?
A clear content workflow is essential to an effective marketing strategy. But many organizations still rely on spreadsheets, legacy software, or clunky file storage solutions to manage content strategy. Here are three benefits of using a content management system.
"Many content teams still rely on spreadsheets, legacy software, or clunky file storage solutions to manage content strategy. A clear content workflow is essential to an effective marketing strategy—saving time, boosting visibility, and increasing collaboration.”
Emailing an editor a piece of content to review or pinging a stakeholder for approval takes time. Content workflow software helps organizations automate repetitive tasks—including updating content status, requesting feedback, or chasing approvals.
Content workflow software boosts visibility
With content workflow tools, companies can better monitor the progress of their projects and identify bottlenecks. And with transparent processes and timelines, organizations can increase accountability and simplify the content creation process.
Content workflow software increases collaboration
Managing the content creation process often requires coordinating with multiple stakeholders. Today, 66% of content teams have four or more contributors. And in 2023, 47% expect to hire or contract additional content writers. When there are more team members involved, managing the content process becomes even more challenging.
Content workflow platforms serve as a central hub for team communication. There is a single repository for all the content—avoiding the chaos of finding the latest version of a document. And a structured content editor ensures questions and feedback won’t disappear in emails.
Learn more: Want to provide high-quality content on time and within budget? Download our ebook—Content Delivery—for expert tips and insights on implementing an effective content delivery workflow.
The 10 best content workflow software for 2023
Content workflow software enhances productivity and collaboration, but organizations must choose the tool that fits their needs. Here are the top ten content workflow platforms to help get you started.
1. GatherContent
GatherContent is a content operations platform designed to help organizations overcome the common pitfalls of content creation.
Top features:
Content Hub: Organize and store all content in a centralized location—including tracking project status, assignees, and deadlines.
Workflow tools: Create custom processes and automate tasks.
Collaboration tools: Write, edit, and collaborate in real-time with GatherContent’s editor.
Embed style guides and content requirements for consistent content production.
Customize user and group permissions to maintain compliance and prevent errors.
Cons:
While pricing may be higher than other platforms, GatherContent caters specifically to content teams. Getting started is quick and easy.
Pricing: The Start plan is $99 per month. The Scale plan is $299 per month. The Transform plan is $799 per month. A 14-day free trial is available.
2. Monday.com
Monday.com is a project management tool enabling users to create customizable workflows.
Top features:
Templates: Get started with over 200 workflow templates.
Visibility: Automate updates and monitor content status in real time.
Insights: Track content ROI with customized dashboards and reports.
Pros:
Users can view workflows in ten different ways—including Kanban boards or calendar views.
Project folders make it easy to organize files and communication.
A free plan is available.
Cons:
Content teams cannot create and edit content on the platform.
Pricing: The Individual plan is free for up to two seats. The Basic plan is $10 per seat per month. The Standard plan is $12 per seat per month. The Pro plan is $20 per seat per month. A 14-day free trial is available.
3. ClickUp
ClickUp enables users to create custom workflows without any coding experience.
Top features:
Templates: Users can access hundreds of workflow templates to get started.
ClickApps: Content teams can expand functionality with over 35 ClickApps.
Automation: Streamline tasks with over 50 preset actions, triggers, and conditions.
Pros:
With over 1,000 integrations, ClickUp easily connects the platform with your existing tool stack.
ClickUp Docs enables teams to collaborate and edit in real time.
A free plan is available.
Cons:
There is a steeper learning curve due to the many features available.
Pricing: Free. The Unlimited plan is $9 per member per month. The Business Plan is $19 per member per month. The Business Plus plan is $29 per member per month.
4. Airtable
Airtable is a cloud-based project management software for connecting data, workflows, and teams.
Top features:
Interface Designer: Build and share custom interfaces and dashboards without coding knowledge.
Views: Keep your team aligned with views—such as Gantt and Kanban boards—that fit your organization’s needs.
Integrations: Expand functionality with integrations such as Google Workspace, Slack, and social media platforms.
Pros:
Templates make it easy to set up workflow automation.
Users can pull in data from different sources to get more visibility.
Airtable extensions enable users to create charts, graphs, and other visual aids to view data.
Cons:
Airtable has a steeper learning curve than other platforms. Users build their interface and dashboard from scratch.
Pricing: Free. The Plus plan is $12 per seat per month. The Pro plan is $24 per seat per month.
5. Contently
Contently is a content marketing platform allowing you to manage all your content in one place.
Top features:
Content workflow: Build automated workflows and standardize content briefs.
Content Value: Understand the ROI of your content efforts with a full analytics suite.
Strategy recommendations: Conduct keyword research and optimize for SEO with Contently’s strategy recommendations.
Pros:
A drag-and-drop calendar makes it easy to update your content schedule.
Content distribution is a breeze with CMS integrations.
Gain complete visibility into your content efforts using the dashboard.
Cons:
The tool’s reporting features can be slow.
Pricing is not available.
Pricing: Not available.
6. Asana
Asana is a project management platform that powers cross-functional teams.
Top features:
Workflow Builder: Streamline processes, automate tasks, and integrate your tool stack.
View: Visualize your content workflow with Gantt charts, Kanban boards, and Calendar views.
Forms: Create a standard intake process for clients or stakeholders to request content or projects.
Pros:
A template library makes it easy to build your dashboard.
Users can pull data from any project or department for better visibility.
Communicate goals and track metrics in one place.
Cons:
Asana was not built for content teams. Users must make some adjustments to ensure the platform fits their needs.
Pricing: The Basic plan is free. The Premium plan is $13.49 per month. The Business plan is $30.49 per month.
7. CoSchedule
CoSchedule is a workflow management tool designed for marketing teams.
Top features:
Calendar: Visualize your content process in one place.
Task templates: Create custom content marketing workflows to assign tasks and due dates with templates.
Team management: Monitor employee workloads to avoid content bottlenecks.
Pros:
Users can create custom reports for stakeholders.
Centralize content management with a content library.
Headline Studio provides AI-assisted suggestions to improve your titles.
Cons:
Pricing plans can be confusing.
Pricing: Free. The Pro plan is $39 per user per month. The Marketing Suite plan is custom.
8. Teamwork
Teamwork is a content management platform built for agencies.
Top features:
Workload planner: Track tasks for all team members to avoid bottlenecks.
Collaboration tools: Send messages, chat with colleagues, and store files in one place.
Track time: Make billing and invoicing a breeze with time tracking.
Pros:
Budgeting features ensure teams stay on track.
Users can visualize content workflows with different views—like Gantt or Kanban boards.
Integrations make it easy to integrate Teamwork with your existing tool stack.
Cons:
Teamwork does not have an in-platform editor.
Pricing: Free. The Starter plan is $8.99 per user per month. The Delivery plan is $13.99 per user per month. The Grow plan is $24.99 per user per month.
9. Hive
Hive is a project management platform built with the Agile philosophy in mind. Users do not need any coding experience.
Top features:
Templates: Customize dashboard layouts and save them for future use.
Workflow Recipes: Get started quickly with a library of workflow frameworks.
Hive forms: Streamline project or content requests with Forms.
Pros:
Enter a Zoom or Google Meet meeting from Hive and take notes on the platform.
Hive makes tracking time and sending timesheets to managers or clients easy.
Users can connect Hive with over 1,000 external apps for expanded functionality.
Cons:
Hive’s platform does not include content storage.
Pricing: Free. The Teams plan is $18 per user per month. A 14-day free trial is available.
10. Trello
Trello is a project management platform that enables you to organize tasks, teams, and tools in one place. The platform uses Kanban boards to encourage visibility and collaboration.
Top features:
Boards: Organize projects with custom boards and identify priorities.
Lists: Automate tasks with custom workflows.
Cards: Store all the project information in one folder.
Pros:
Templates make it easy to get started.
Brainstorming tools enhance real-time collaboration between teams.
Trello plugins and integrations make including Trello in your existing tool stack easy.
Cons:
Content creators cannot write and edit a piece of content on the platform.
Pricing: Free. The Standard plan is $6 per user per month. The Premium plan is $12.50 per user per month. The Enterprise plan starts at $17.50 per user per month (billed annually).
Build a powerful content workflow with GatherContent
Content workflow software increases efficiency and collaboration. As a result, teams produce more consistent and quality content. But choosing the right software solution for your company’s needs is essential.
With GatherContent, content teams transform the way stakeholders engage. Teams can organize and find content assets in one place with our Content Hub. With workflow tools, content teams can create custom workflows and automate repetitive tasks. And our Content Editor simplifies the process of creating and editing content.
Start a free trial today to see how GatherContent automates content workflows for thousands of organizations.
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