Review Cycles: Best Practices to Maintaining Accurate Content

Caleb Liao
Caleb Liao

Managing a vast Library of content is no easy task.

After you upload and organize all your company content, how can you possibly keep everything up-to-date?

(Hint: Manually asking subject matter experts (SMEs) to update hundreds, if not thousands of answers, is not the solution.)

 

Man in office with text overlay that says: If people could keep content up-to-date, that would be great.

 

Outdated content can hinder your RFP response process, and create unnecessary frustration when you are trying to get a proposal out the door.

But there are ways to be vigilant. Enter: Review Cycles.

Review Cycles offer intelligent workflows, which prompt you, and your SMEs, to update content on a scheduled cadence.

Keep reading for tips on using this feature, the long-term benefits, and advice from Loopio’s own team on best practices.

Schedule Reminders to Update Content

A customized Review Cycle is the easiest way to ensure your content is always accurate.

Simply schedule a new cycle, and assign it to the right experts for review. Loopio will send timely reminders to update as needed—so rest assured your content won’t be forgotten about.

 

 

You can organize quarterly for the financial team, or perhaps weekly for content with your company headcount. All these settings can be customized based on days, weeks, and months, so you can always set a cadence that works for you and your team.

Streamline Reviews From Multiple Stakeholders (Without the Headache)

Do you need multiple SMEs to review a single piece of content?

No problem—corralling teams is easy using Multi-Step Library Reviews.

Use this feature to choose multiple SMEs (or teams) to review content. Simply set the order of reviews, with individual deadlines, and Loopio’s RFP response software will automatically prompt each person when it’s their turn to review (it’s that easy).

Set Up Your Library For Long-Term Success

Keeping content up to date is essential for every well-run response process. (We like to think of it as the oil for your RFP response machine.) Your Library needs to empower responders with information they can trust, not create doubt on whether or not content is still up-to-date.

And the key to fresh content is proactively managing your Library, instead of waiting until your next RFP is due.

Here are four examples of review cadences to consider when developing your own:

  • Legal and Compliance Entries: Annual Review Cycles
  • Financial Reports: Quarterly Review Cycles
  • Product and Features: Bi-Weekly Review Cycles
  • Security and Infrastructure: Bi-Monthly Review Cycles

Scheduling cadences is the first step. Next: critically review the stakeholders involved. Is there anyone missing that’s an essential part of this work?

At Loopio, here’s how we manage our company content…

How Can You Keep Content Fresh? It’s a #OneTeam Effort

There isn’t a silver bullet to maintaining content for every single organization, but we here at Loopio want to share with you how our team manages our own Library.

Our platform is constantly evolving with new features and improvements—which means we need to frequently update platform-specific content. So we set up a monthly cadence for review, plus Multi-Step Library Reviews to manage the stakeholders involved.

Here’s what our workflow looks like:

  1. Our Product Team is notified to take a first pass at updating the Entry, making sure all the technical specifications are accurate.
  2. Product Marketing’s SME (me!) is notified to check that the naming conventions in the Entry are accurate.
  3. Finally, our Communications Team is notified to sign-off on tone and grammar.

Setting up our content reviews in this manner gives our entire organization peace of mind, and trust in our Library.

If you have any questions on Review Cycles, or want more information on Multi-Step Library Reviews, reach out to your Customer Success Manager. They would be happy to help you get started.

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