How to Create a Content Calendar: Tips, Tricks & Best Practices

Have you ever been blank when someone asked you about your next blog content, social media post, or email newsletter? Well, it’s not just you. 44% of marketers feel content production is the biggest problem they face. But does this even happen? You are a creative person, after all, that’s why you chose to be a content creator, right?

This all happens because you need to be organized with everything, including your content. This is where a content marketing calendar comes for help.

A content marketing calendar or content calendar is an organizer that helps you to plan and organise your upcoming content so you can always be prepared with your content.

In this article, you will:

  • learn how to create a Content Calendar
  • see amazing examples of Content Calendars that give you a plethora of ideas to create your own
  • and most importantly, how you can actually use it and even optimise your content calendar

This guide will help marketers understand the basics of how to create a content marketing calendar, from developing a strategy to optimizing team productivity and analyzing results. Prepare to bump your digital efforts!

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What is a Content Marketing Calendar?

A content marketing calendar is a tool used by marketers to plan, organize, and track the creation and distribution of content. It helps ensure that everyone is on the same page when it comes to delivering content — from brainstorming topics to meeting a publishing schedule.

Why do you need to create content calendars?

  • Organization – A content calendar helps organize all your tasks so it’s easier to create and share content without having to search through multiple documents or emails. This saves so much time.
  • Focus – With a clear plan in place, everyone knows what needs to be done and when so there’s no confusion or wasted effort. This allows teams to stay focused on current tasks instead of getting distracted by every project idea that comes up.
  • Productivity – By having everything laid out ahead of time, a content calendar helps teams know exactly what they need to do each day, which increases productivity.

Creating a dynamic content calendar requires careful planning and organization. The first step is to identify your objectives and plan out topics or themes that align with those goals. It’s important to consider who your target audience is when selecting topics so that they resonate with readers and have potential SEO benefits as well.

Once this has been established, you can begin mapping out a strategy that will provide direction for the types of articles or other forms of media that should be included in your editorial calendar.

If spreadsheets are no longer providing an adequate solution for managing large amounts of content, there are specialized project management software tools such as Trello, Asana, and Basecamp that you can use. These tools offer features like tagging important players involved in a project along with color-coded visuals to make sorting through data easier. This ensures that nothing slips through the cracks while keeping users on track with tasks assigned within each category.

Examples of Content Calendars

Social Media Calendar

A template for Social Media Calendar on Trello

Social media is an important part of any content marketing strategy. To ensure you’re getting the most out of your efforts, it helps to have a social media calendar that outlines when and what type of posts you’ll be publishing.

For example, if you’re selling beauty products, you might plan ahead for special events such as National Lipstick Day or International Women’s Day by scheduling themed posts throughout the month. You can also use your calendar to promote new product launches and create holiday-specific campaigns.

Editorial Calendar

An Editorial Calendar on Notion we use for managing Content at Scale’s content

An editorial calendar allows marketers to organize their content according to specific topics or categories. It provides an overview of all planned pieces so everyone on the team knows which projects are in progress and who is responsible for them at each stage. This makes it easier to track progress and deadlines while ensuring quality control standards are implemented across all channels.

For example, you can create a Notion calendar for assigning new topics to your writers with detailed information and specific deadlines. You can do this weekly or monthly, depending on your content schedule.

Editorial calendars may look different depending on how many topics or categories need coverage but generally include titles, headlines, publishing dates, assets (images or infographics) as well as relevant events or holidays that tie into content themes.

An editorial calendar in Airtable we use to manage Content at Scale’s content

While Notion is ideal for assigning tasks, Airtable allows you to create a database that manages all the topics your team needs to work on, including writing and design assets, for easy collaboration.

After writing an article, simply add the title and link to the Airtable calendar and it will notify the graphic designer that a post is ready for visuals.

When the images are ready and the graphic designer has uploaded them to Airtable, it then prompts the editor that the post is ready for fine-tuning before publishing.

Coordinating the roles of each member of the content team ensures that everyone is in sync when it comes to tasks and deadlines.

Both editorial calendars work seamlessly with an AI writing tool so you can streamline any workflow or project when creating content at scale.

Recurring Events Calendar

A recurring events calendar is useful for planning ahead around seasonal trends or holidays that happen every year like Black Friday sales or Easter egg hunts. This allows brands to anticipate customer needs before they arise and capitalize on opportunities early on with timely promotions and offers related to those events.

Additionally, these types of calendars can help businesses stay organized during busy times by providing reminders about upcoming tasks such as sending email newsletters before the Christmas shopping season arrives or updating website copy before summer vacation starts in June.

What Should You Include in a Content Calendar?

  • Content topics – Brainstorming ideas for new pieces of content is essential to keep your audience engaged with fresh material every week, month, or quarter. Consider using surveys or customer feedback forms if you want more insight into what topics would resonate best with your target audience.
  • Timeline – Establish deadlines for each piece of content so everyone knows when things need to be completed and published. Setting realistic timelines will help ensure nothing gets missed.
  • Distribution channels – Identify where each piece of content will go live online or published offline. Knowing this ahead of time will make sure everything goes smoothly once they are ready for launch.

Before you start working on your content calendar templates, it is essential to clearly define the roles and responsibilities of your team members. This ensures that everyone is working toward the same goal without repeating tasks or using up resources unnecessarily. By formulating a strategy ahead of time, teams can determine how much time should be allocated to keyword research or SEO.

Let’s look closer into how to develop a comprehensive content strategy so that your dynamic content calendar meets all its goals and objectives.

Developing a Content Strategy

For a content schedule to be effective, you must have a good content marketing strategy.

A content strategy defines the types of content to be created, how it should be presented, and when it needs to be published in order to engage with the target audience effectively. A content strategy also outlines who are the the target audience as well as what kind of communication will be most successful in reaching them.

When developing a content strategy, there are several key elements to consider:

  • Target audience: Knowing your target audience is crucial in order to craft messages that they can relate to and find interesting or helpful.
  • Tone of voice: Establishing an appropriate tone of voice will help ensure your message resonates with your intended readership while maintaining consistency throughout all pieces of content that are part of the campaign.
  • Topics: Content topics should be centered around resolving customer problems or offering useful product information that will attract potential customers.
  • Format: Identifying which formats are most suitable for each topic, such as e-books, blog posts, or webinars, can help increase engagement and chances of conversions.
  • Distribution channels: A publishing schedule will help identify which distribution channels are most effective for reaching intended audiences.
  • Budget: With a specific budget in mind, you can set reasonable deadlines and determine how much time needs to be allocated per task. This is where you also decide whether to focus on organic results or paid ads.

By taking all these factors into account, you will have a better idea of how long projects might take to complete along with their associated costs. This allows you more control over timelines and resource allocation while ensuring maximum ROI from each campaign.

Now that you have a content marketing strategy in place, it’s time to learn how to create content calendars.

How to Create a Content Marketing Calendar

To create effective editorial calendars, you must first identify your objectives to determine the type of content that is most suitable and beneficial for your audience.

Content calendars typically look like actual calendars that show the daily tasks assigned to each member of your content team.

Here are a few tips on how to create an effective content calendar:

1. Determine Your Content Schedule – How often do you want to post new content? Weekly, biweekly, or monthly?

2. Decide What Type of Posts Should Go Into Each Calendar Slot – Blog posts every other day? Videos once a month? Daily podcasts?

3. Assign Tasks – Assign tasks such as keyword research, copywriting, editing, and designing visuals so everyone knows who is responsible for what.

4. Research Content Ideas – Begin researching topics that are related to each post in order to identify keywords that can be used for SEO. From these topics, you can develop ideas for headlines and titles that will draw readers in.

5. Write Down Your Publishing Dates – Schedule when each piece of content should be published on various platforms. You can even create a separate social media content calendar for posting on Facebook, Twitter, or Instagram. When setting these dates, note the important holidays or events in your industry so they don’t conflict with major news stories that could affect reader engagement.

Once these steps are completed, your content calendar should be ready for use.

No content creation process is ever successful without a content calendar. It’s an essential component of any content plan to make sure your content marketing efforts do not go to waste. Now let’s look at how to optimize your content calendar for improved productivity.

Key Takeaway: Creating a content calendar is an essential part of any successful content marketing strategy. How do you create a content plan? Identify your goals, research relevant topics, choose the most effective content type, assign tasks, and schedule posts to go live on different platforms.

Optimizing Your Content Calendar for Better Productivity

When creating content calendars, one way to improve productivity is to prioritize tasks based on their importance and relevance. For example, if an article has a higher impact potential, then it should take precedence over other tasks in terms of production and publishing schedule.

Project management tools such as Trello or Asana can also ensure more efficient task delegation and collaboration, which saves time for other marketing activities. These platforms allow users to assign specific tasks with deadlines and facilitate collaboration between multiple departments without having to attend too many meetings.

Repurposing content is another way to improve productivity. Content that you already have in store can be reused and updated. Think of customer survey results, data from the CRM system, or old blog posts.

By presenting similar ideas in different formats (such as turning an article into a short video), you will be able to reach all potential customers who may look for information on various platforms. This way you will make the most of your valuable content without having to create something completely new every time.

When updating existing content, it is important to mark them as “updated” so that readers know they are a reliable source of information. Updating older articles occasionally also makes you look professional and trustworthy, which helps build credibility with potential customers.

Lastly, ensuring you have the right amount of resources for content creation means no one is overburdened by a deluge of tasks. This includes human resources such as writers, editors, and designers, as well as financial resources where proper budgeting helps avoid last-minute scrambles for funds.

By optimizing your content calendar, you can create a streamlined workflow that will help to ensure the success of your project. But it doesn’t stop there. You can continue to refine this process to maximize the efficiency of your content team.

Key Takeaway: Creating an effective content calendar requires clear goals, prioritization of tasks, and the use of project management tools. To ensure successful content calendar creation, it’s essential to allocate sufficient resources so that no one person or group is overloaded. Allocating time and money wisely will help ensure that every campaign is smooth sailing.

Refining Your Content Calendar

Analyzing your content calendar is an important step in ensuring that it meets its goals. Here you can identify areas for improvement and find opportunities to make your workflow even better.

Review the results of each post. Check stats like page views, clicks, shares, or engagement rates on social media posts.

Examine the effectiveness of your content in terms of whether it gained leads or closed sales.

Look at audience feedback and sentiment from social media posts to gain insight into how readers feel about your content. This way you can either refine existing pieces or create new ones that are more engaging.

By studying these metrics, you can determine which pieces are performing well and which need to be revisited.

Any trends emerging from reader comments should guide you in further improving your content marketing initiatives, including targeting better keywords, tweaking your SEO strategies, and implementing content automation to improve the quality of your content.

Bonus Tip: Integrate AI into Your Content Calendar

Are you lagging behind your content schedule? Perhaps your content team is suffering from burnout, struggling to come up with fresh ideas day after day. There’s only so much a human content producer can do.

But what if they have help? Artificial intelligence is the key not only to speeding up the content creation process but to improving the quality of your output as well.

AI writing tools like Content at Scale are great for finding content ideas and turning them into well-written pieces within minutes! All you have to do is input the keywords you want to rank for and Content at Scale will have your 2,000-word blog post ready for optimization. And since it has built-in Grammarly and Copyscape, you will never publish poorly written, plagiarized content ever again.

FAQs – How to Create a Content Marketing Calendar

What do you use to make a content calendar?

Popular tools used for creating content calendars include Asana, Trello, Google Calendar, Hootsuite Scheduler, CoSchedule’s Editorial Calendar Plugin for WordPress websites, or the Content Marketing Institute’s own Content Marketing Planner Tool.

Each of these tools offers different features so it is important to choose the right one based on your needs and preferences.

How do I create a social media calendar for content marketing?

Creating a social media content calendar requires careful planning and organization. Start by formulating objectives, then determine what types of posts will help you meet those goals.

Next, develop an editorial plan with specific topics and create timelines for when they should be posted.

Finally, determine which platforms are most appropriate for each post based on audience demographics and engagement levels.

Once all these steps have been completed, use scheduling tools to organize posts into an effective social media calendar that supports your overall content strategy.


Now that you know how to create a content marketing calendar, you can start planning your content schedule according to your marketing objectives. Don’t forget to use this guide as a reference when trying to create a comprehensive plan for success.

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About the author

Julia McCoy

Julia McCoy is an 8x author and a leading strategist around creating exceptional content and presence that lasts online. As the VP of Marketing at Content at Scale, she helps marketers achieve insane ROI (3-10x their time back at 1/3rd the cost) in a new era of AI as a baseline for content production. She's been named in the top 30 of all content marketers worldwide, is the founder of Content Hacker, and recently exited her 100-person writing agency with a desire to help marketers, teams, and entrepreneurs find the keys of online success and revenue growth without breaking.

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