Creating Backup Plans in Your Content Process (When Things Go Wrong)

At the beginning of almost every content process, the plan looks perfect. There are clear topics, deadlines, responsible people, and agreed goals. However, in practice, it quickly becomes obvious that even the best content plans break. Deadlines shift, people are late with responses, and priorities change from day to day.

This is not a sign that your content process is bad. On the contrary, it is a normal situation for almost every team that produces content. That is exactly why backup plans in the content process are critical if you want work to keep moving, even when things go wrong.

In this blog, I will explain how to build simple backup options into your content workflow, in a practical way and without creating a pile of new documents.

Why content processes most often get stuck

Most problems in a content workflow repeat themselves over and over. They are not special, they are not rare, and they are not unexpected.

The most common reasons are:

• Deadlines shift because a more “urgent” task appears
• Stakeholders are late with feedback or stop responding
• Management changes focus or strategy overnight
• The team is overloaded and working on too many things at once

When there is no backup plan, any of these issues can stop the entire content process. A small delay at the beginning often turns into weeks of missed deadlines.

It is important to understand that these problems are a normal part of any content process. That is why content operations should be set up so work can continue, even when things do not go as planned.

What it really means to have a backup plan in a content process

When people hear the term “backup plan,” they often think of an extra document, spreadsheet, or another tool. In reality, that approach almost never works.

In the context of a content workflow, a backup plan means making a decision in advance about what to do when things do not go according to plan.

It can be very simple:

• If the writer is late → switch to a shorter format
• If there is no feedback → publish without final approval
• If the topic is no longer important → use evergreen content

A good backup plan does not solve everything, but it helps make sure the content process does not stop. The goal is not perfection, but continuity.

Critical points in the content workflow that need a fallback

Every content process has a few points where delays happen most often. These are exactly the places where a backup plan matters most.

Planning and ideas

What happens when a planned topic suddenly becomes irrelevant? Or when there is not enough time for proper research?

A backup plan at this stage can be a simple list of evergreen topics that can always be used. This helps maintain continuity in content operations, even when the original plan falls apart.

Writing content

If a writer is late or gets sick, the entire content workflow often comes to a halt. A fallback option can be:

• A shorter format (update, mini-article, recap)
• Refreshing an older piece of content
• A quick draft that can be easily adapted

The key idea is simple: when there is no time for a full article, switch to something that can be finished quickly or reuse existing content. This way, the content process does not stop, it just temporarily changes form.

This approach makes the content process more flexible and less dependent on a single person.

Review and approval

This is one of the most common breaking points in a content workflow. Feedback arrives late, comments are unclear, or approval does not come on time.

A backup plan here means clearly knowing what gets published if there is no response within a defined timeframe.

Publishing

Sometimes content has to be moved at the last minute. Without a clear plan, this easily creates confusion in the calendar.

A backup publishing schedule and flexible order of posts allow the content workflow to continue without major disruption.

How to create backup plans without overcomplicating things

The biggest mistake teams make is overplanning. Backup plans do not need to be long or detailed documents.

A simple and effective approach is the “if–then” rule:

• If X happens → we do Y

For example:

• If there is no feedback for 48 hours → publish without changes
• If the deadline moves → change the format

These decisions should be part of the everyday content process, something people actually use and can easily remember, not a document hidden in a folder that no one ever opens.

The simpler the process, the easier it is to keep working when things do not go according to plan.

How backup plans reduce stress and burnout

When a team knows what to do in a difficult situation, stress automatically goes down. There is no panic, no endless meetings, and no last-minute improvisation.

A stable content workflow gives the team a sense of control, even when plans change. This means less stress for the team and more sustainable work in the long run.

The most common mistakes with backup plans

Many teams make the same mistakes:

• Backup plans are too complicated
• They exist, but no one knows about them
• Teams rely on a “we’ll figure it out” mindset

A good backup plan must be visible, simple, and part of the everyday content process.

How to know if your content process has a good backup plan

Ask yourself a few simple questions:

• Does content stop when the plan changes?
• Does the team know what to do without extra instructions?
• Are decisions made quickly?

If the answers are positive, your content workflow has healthy backup plans.

Conclusion

Problems in a content process will happen. The question is not if, but when.

Instead of chasing a perfect plan, focus on building a system that works even when mistakes happen. Backup plans exist to help work move forward, not to make everything perfect.

When you have a clear plan B, your content workflow can keep going, even when things go wrong.