Content workflow: How AI and specificity is the secret to creating great campaigns
Look, it's 2025. We're long past the "AI will change marketing" hot takes. ChatGPT launched in 2022, for crying out loud. The ship for preaching sailed months ago.
The reality? Most content marketers are just adding to the garbage pile, with an AI tool in hand, cranking out more forgettable stuff at warp speed.
Marketers crushing it aren't the ones with the biggest content calendars. They're the clever ones who've built specific AI-powered workflows to create better content.
In this post, we're skipping the fluff. No "AI is changing everything" nonsense, just practical applications, real examples, and actionable steps you can implement today.
What is a content workflow? (and why it matters)
I think there's a reason that the Pepe Silvia scene from It's Always Sunny in Philadelphia is such an enduring piece of popular culture. Charlie Day standing in front of a deranged bulletin board, waving his hands frantically while trying to find his way back to the truth.
As content marketers, we feel this scene in our bones. Because even if it’s a distant memory, we’ve worked with a content marketing workflow that leaves us feeling (and even behaving) just like this.
“Can we talk about the content creation process? I’ve been dying to talk to you about the content creation process all day.”
Gif source: Giphy
However, without a proper workflow, that's exactly what happens when someone asks for a status update. It leads to:
- Unchecked bottlenecks: Content cascades from team to team in an uncontrolled way, especially with lengthy approval processes.
- Lack of velocity: Ever published five blog posts simultaneously despite starting them months apart? That's what happens when status, responsibility, and documents get lost.
- Wasted resources: Time-sensitive content gets delayed or lost due to poor project management, creating content you can't use or that's no longer relevant.
With AI-enhanced workflows, you can improve your processes in ways that deliver real business value. Two types of content workflows:
- Task-based workflows: Outline every relevant step from ideation to analysis and assign it to the person who will complete it.
- Status-based workflows: Use your editorial calendar and assign a defined status to each piece of content. It's an easy reference guide so everyone knows where the content stands.
All content workflows involve a series of tasks performed by a team from ideation to delivery of content:
- Map out creation steps (including those last-minute requests)
- Define who's doing what (no more chasing approvals)
- Integrate tools and resources
- Using AI for content creation
- Using RAG to maintain brand consistency
Image source: Optimizely
The role of AI is increasing every day. A September 2024 survey from DEPT found that 78% of marketing teams plan to upgrade or enhance their AI capabilities. Here’s you can do it too.
8 Ways to integrate AI into your content workflow
Your content workflow can be improved with AI at every step. Here's how to implement AI across your workflow stages:
- Audience research in your planning stage: Start your workflow with AI-powered persona development. Generate detailed psychographic profiles beyond basic demographics to inform all downstream content decisions in your workflow.
- Keyword research in your strategy phase: Incorporate AI analysis of search patterns, competitor rankings, and content gaps directly into your content planning workflow to optimize for broader search queries and identify gaps in your strategy.
- AI briefs: Content creation often slows down due to a poor and inconsistent brief. You can use AI tools to generate briefs with a few inputs, which takes the leg work out of briefing and frees you up to add the personal touch in a few minutes.
- Research automation in your content preparation: Build AI research into your content workflow to quickly gather comprehensive information on unfamiliar topics, speeding up the preparation phase that often causes bottlenecks.
- Calendar optimization in your planning process: Use AI to analyze engagement patterns across content types and recommend optimal publishing schedules in your workflow, ensuring the right content appears at the right time.
- Outline generation in your content development: Insert AI outline creation between your planning and writing stages to ensure comprehensive coverage and consistent structure across all content types in your workflow.
- First draft creation in your production stage: Brief your AI like you'd brief a team member, with specifics about role, format, tone, audience, and context to generate strong first drafts that move smoothly to the editing phase.
- Content refreshing in your maintenance workflow: Set up automated content audits in your workflow to identify outdated pieces that need refreshing, keeping your content evergreen without manual monitoring.
Want to learn more, here’s the AI playbook that’ll help you go from generalist to guru with your AI knowledge.
How we at Optimizely use AI in content workflows
Optimizely Opal serves as your AI assistant across the entire marketing lifecycle. Here are the key ways we and our customers are leveraging Opal's capabilities today:
1. AI campaign kits
You can build entire marketing campaigns with content briefs, tasks, landing pages, social posts, and more in just minutes. No busy work, no back-and-forth. With AI campaign kits, generate:
- Instant campaign briefs using your specific brand guidelines
- Automated task creation for social posts, landing pages, and email campaigns
- On-brand content generation from landing page copy to promotional posts
Here's how:
Source: Optimizely
2. Industry marketer agent
You can generate fully fleshed-out campaigns tailored to specific target audiences in seconds. For example, when creating a healthcare-specific campaign for HIPAA-ready solutions, the agent handles:
- Industry-specific messaging with no need for hours of research
- Brand-enriched content that maintains your tone and style
- Actionable, ready-to-launch campaigns in just a few clicks
Here's how:
Source: Optimizely
3. Instant test summaries
Why spend time manually summarizing the results of each experiment you run? Opal turns raw experiment data into instant insights with just one click:
- Summarizes experiment results in plain language
- Interprets performance across primary and secondary metrics
- Recommends what to do next based on data-backed insights
Here's how:
Source: Optimizely
4. Automated workflows and translations
You can execute and save autonomous workflows—set it up, and you won't even have to think about that workflow again. This includes:
- Brief-based task generation that anticipates required steps
- Copy generation for that first draft you can work on
- Suggested segments for targeted campaign delivery
- AI translations
Here's how:
Source: Optimizely
The evolution that matters: From AI assistants to AI agents
The conversation has moved beyond basic AI. The real transformation happening right now is the evolution from assistants to agents, and it's changing how content workflows function at a fundamental level.
AI assistants are the tools we've all been using:
- They wait for commands
- Their output depends entirely on your input
AI agents are what's driving results now:
- They work autonomously on complex tasks
- They learn continuously without manual updates
- They make decisions based on predefined goals
The human-AI partnership: What we've learned
Let's skip the platitudes about "AI won't replace humans." Here's what we've learned from implementing AI in content workflows:
What AI can handle:
- Zero emotions and endless energy for repetitive tasks
- Data processing at scale
- First drafts and variations
- Objective performance insights
What humans provide:
- Strategic thinking and creativity
- Emotional intelligence
- Expert judgment on complex issues
- Brand voice authenticity
Without human oversight before and after AI's time to shine, you risk generic, already-done, skippable content that nobody wants to read. The balance is letting AI handle the grunt work while you focus on what humans do best.
Building your AI-enhanced content workflow
Here's a practical roadmap to get you there:
Step 1: Assessment and foundation
- Audit your current workflow bottlenecks: Identify where your content process gets stuck. Is it in the ideation phase? Approval cycles? Content distribution?
- Segment by content type: Create separate workflow templates for your primary content categories (blogs, social posts, videos, etc.) since each requires different processes and stakeholders.
- Define roles and responsibilities: Map out who needs to be involved at each stage of your workflow, from marketing managers to creators to technical specialists. Plus, choose your AI tools.
Step 2: Implementation
- Build your workflow templates: Document each step from ideation to measurement, defining where AI will enhance each stage.
- Launch pilot projects: Start with one content type and implement your AI-enhanced workflow, testing how it performs in real-world conditions.
Step 3: Optimization and scale
- Refine: Adjust your workflows based on what you've learned from your pilots, improving efficiency at each stage.
- Expand to additional content types: Apply your successful workflow model to other content categories, customizing as needed.
- Save and automate your workflows: Document your optimized processes in your content marketing platform for repeatable success.
Optimizely's Content Marketing Platform offers a library of AI-enhanced workflow templates you can customize to your needs, letting you hit the ground running rather than starting from scratch.
Wrapping up...
Content workflows are essential for marketers who want to create and deliver high-quality content that meets the needs of their target audience.
By following a well-defined workflow in your content marketing strategy, inefficiencies in the approval process can be removed and a content project can be created and delivered on a fixed timeline.
AI is a valuable tool for content marketing teams that want to improve the efficiency and effectiveness of their content workflows by automating tasks, generating content, and analyzing data.
See how Shell is fueling their internal marketing process and seeing success through campaigns created, work requests processed, and assets approved.
And Opal can get you started in minutes. Try here.
About the author
- Marketing, AI
- Last modified: 4/29/2025 6:12:34 AM