Migrating to a New Content Workflow Tool: Plan and Execute

Changing a content management tool can sound like a complicated and exhausting process. And it really is, if it’s done without a plan. But with good preparation and the steps we’ll go through here, migration can be simple, and even exciting! In this blog, we will guide you through the entire process of moving to a new content workflow tool, step by step.

Why do we even change the tool?

If you already work in a team that creates content, you’ve probably faced some of these problems:

• You don’t know who did what in which document.
• Too many emails and chats, and not enough order.
• Time wasted on manual tasks.

Old tools simply can’t keep up anymore. A new content workflow tool, like EasyContent, can enable better collaboration, automation, task tracking, and clarity at all times.

Migrating to a new system is a great opportunity to get organized and simplify the way your team works with content.

Look at where you are now

Before you start any change, you need to know what the current situation is.

Make a list of the tools you use for creating, approving, and publishing content. These can be Word documents, Google Docs, Slack for communication, Excel spreadsheets for tracking...

Write down what works well and what causes problems. For example:

• Where is the most time wasted unnecessarily? For instance, do you often wait for answers or spend time searching for documents?
• Does it happen that someone is waiting to start work because it’s not clear who is responsible for which part of the task?
• Which information do you always have to search for because it’s not easy to find or is scattered across different places?

This is the first step where you review how you currently work with content, and it will help you plan the next steps more easily.

Define what you need

Now that you know where the problems are, it’s time to imagine what the ideal process would look like.

Some questions that can help:

• Do you want all team members to use the same tool, so it’s easier to track who is doing what?
• Is it important to you to see all the changes made in documents and to go back to an earlier version if needed?
• Do you want the new tool to connect with other tools you already use, such as WordPress, GoogleSheets, Figma, or Grammarly?

Make a list:

• “MUST have” functions (e.g., comments, task manager, access control)
• “NICE to have” functions (e.g., mobile app, dark mode, AI suggestions)

This will help you a lot when researching content management tools.

Choose the right tool

Now comes the interesting part. Based on what you’ve defined, compare the tools that are available.

Some popular content workflow tools are:

• Contentful
• EasyContent
• ClickUp
• Storyblok
• Trello (with add-ons)

Explore how they work, watch tutorials, try free versions. Ask other teams what they use and how it works for them.

Don’t forget to check:

• Does it support your language?
• Can it connect with your website or CRM system?
• Does it have good customer support?

The right content management platform should fit into your team so that everyone can use it easily, without stress or complications. This means that people will quickly understand how it works, they won’t spend a lot of time learning it, and the tool will become a natural part of daily work.

Create a migration plan

Okay, now that you’ve chosen the tool, the next step is to make a clear plan.

First, think: will you move all content at once or do it piece by piece? If you have a lot of files and documents, it’s better to go slowly and move content step by step.

Then, make a backup of everything you have. This means saving all documents and data in a safe place, so you don’t lose anything during the move.

After that, create a simple map of where everything will go in the new system. For example, the “Blog Drafts” folder you used earlier can become a new section “In Preparation.”

Finally, divide responsibilities in the team. Decide who is in charge of which steps, who tests new functions, and who informs the team about changes.

This is basically your plan for moving to a new content tool, and if you prepare it well, everything will be much easier.

Execute the migration

Now comes the real action. Start with small steps:

1. Test environment - move just a few documents and try out the basic functions. For example, create a test post and check if everything displays correctly.
2. Pilot team - let a few people from the team, or an entire smaller team (depending on your size), use the new tool for a week. This way you’ll get the first feedback.
3. Track comments and problems - write down everything that people find difficult or unclear.
4. Fix mistakes - solve the problems you find while the system is still in the test phase.
5. Move everything - only when you’re sure the tool works properly and people are satisfied, transfer all content.

If possible, let both the old and new systems run in parallel for a while. That way, everyone can adjust more easily.

Teach the team to use the new tool

Even the best tool means nothing if people don’t know how to use it.

Create short video tutorials, a simple PDF guide, and an internal chat channel for questions and issues.

Organize mini trainings and give people time to get into the routine.

At this stage, the most important thing is that the team gets used to the new tool and actually starts using it in daily work. This means that people understand the basic functions, know where to find everything they need, and feel confident while working in it. That’s why this stage shouldn’t be skipped - without it, the tool won’t bring real results.

Monitor, measure, adjust

Once everything is moved and the team starts working in the new tool, the job isn’t finished.

Set success metrics:

• How much faster is content being created?
• Are there fewer mistakes?
• Is the team more satisfied?

Collect feedback. If something doesn’t work properly, adjust. The tool can be upgraded, changed, or improved.

Migration is a process, not a one-day event.

Conclusion

Moving to a new content workflow tool doesn’t have to be a nightmare. On the contrary, it can be an opportunity to improve the entire way you create, edit, and publish content.

Do good preparation, plan every step, involve the team, and go forward bravely. A good tool will save you time, improve teamwork, and make the workday easier.

If you are thinking about migrating to a new content management system, start small: look at where you are now and what you need.

And remember: the right tool doesn’t create magic by itself. You create the magic, when you use it well.