The Content Creator’s Guide to Staying Organized Across Platforms

Have you ever spent hours working on the best Instagram content strategy, only to then remember all of the TikTok videos that need to be edited, Facebook posts to be shared, and YouTube thumbnails to be designed? Oh, and that email newsletter you forgot to send out…

As content creators, we have access to an exciting list of platforms, tools, and formats to reach our audiences. Which is fantastic, but with this power comes the great responsibility of managing it all and keeping our content organized.

By keeping your social media efforts coordinated and having a clear plan, you can spend more time and energy on creating content, rather than trying to keep track of it all. 

‍Trello - allows you to create a board with multiple lists and each board has crds. So you can easily have boards for months or for campaigns, then lists for each platform, and cards for your content. 

This guide offers a few fundamental shifts you can make today to keep control of what’s happening on every platform. And no, you don’t have to be a Type A to achieve this.

The challenges of managing your content across multiple platforms 

Whether you’re running a company account or trying to grow your personal brand, being able to build a following across different platforms gives you way more opportunities and exposure. But it also adds to the pressure of keeping several content-related balls in the air. 

You need to find aesthetically pleasing images for Instagram, quick but attention-grabbing videos for TikTok, content for your blog, and more professional posts for LinkedIn (if you’re using that in your strategy). And all of this should speak to your audience, using your brand voice, with a consistent but not copy-paste feel to it. 

You wouldn’t be the first creator to miss a deadline, lose some of your best content, or forget about posting on Facebook for a whole month. There’s even the risk of posting just for the sake of staying consistent, which can lead to bad content and affect your views and followers. 

7 Ways to keep your content flowing smoothly

Most of us wish we could wave a wand and have our content perfectly organized across every platform, but it takes a bit of strategy and planning. When you learn to upcycle your content, use your analytics, and stay constant with your processes, you’ll keep your content momentum strong and avoid burning out. 

1) Create a home base for your content ideas and plan

Your brain is a powerhouse, but it’s not enough to hold onto all of the details of your content strategy. So you need one space that allows you to plan out your ideas and categorize them according to platform. 

There are a few tools you can use, depending on your own skills and how comfortable you are with each:

• Trello - allows you to create a board with multiple lists and each board has ‍. So you can easily have boards for months or for campaigns, then lists for each platform, and cards for your content. 

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• Google Sheets - the ones that get it just get it. Google sheets can be your best friend or your worst enemy, but it does have the ability to keep all of your content organized, with different platforms in separate columns or tabs, but still showing the entire plan on one page/sheet.
• Airtable - is similar to a spreadsheet, but with more features and capabilities. There are options to add columns for platform, publish date, status, links, and anything else you need. It’s pretty beginner-friendly and will help you grow your plans as fast or as slow as necessary.

The great thing about all of these tools? They all offer real-time collaboration features so if you’re working in a team, you can share links and all work on one page. 

2) Batch and repurpose as much as you can

Still trying to create one piece of content at a time, each with customization for the platform it’s meant for? You’re headed for the burn out train, and fast!

While quality will always beat quantity, there’s just too much going on these days to create one piece of content at a time. When you batch your content, you end up using your energy in a smarter way and you’re much less likely to run into a creative block right before a deadline. 

Instead of your weekly schedule looking like this:

• Monday: film one TikTok video and write an Instagram caption
• Tuesday: film another TikTok video, complete a blog post, and design a YouTube thumbnail
• Wednesday: write an Instagram caption and design two more YouTube thumbnails

It should look more like this:

• Monday: film five TikTok videos and design three YouTube thumbnails
• Tuesday: write all Instagram captions for the week
• Wednesday: complete a blog post 

This system helps with decision fatigue, it creates a smoother workflow, and it allows you time for the creative thinking that you need for this job. Then, once you have batches of content, it’s time to learn how to repurpose it all properly. 

How to repurpose content

You don’t want to simply post the same thing on all platforms without tweaking it, but a YouTube video can be cut into smaller reels for Instagram, Facebook, and TikTok using any video editing tool. 

An eBook guide can be turned into a shorter blog post or LinkedIn article using a PDF to Word converter. You can also pull a few quotes from that same guide to be used as captions or for social media graphics. 

Got a podcast episode? Put it into a tool that lets you edit audio and chop it up to post the most enticing bits on Stories or as audio clips over images on Instagram carousels. There are plenty of ways to reuse different bits of content, making it all look and feel purposeful and right for each platform, without having to start from scratch.

3) Name files with intention

If you’re going to live that organized life, you’re going to have to kick the habit of naming files things like "final_version_v2_REALfinalFINAL.docx". 

Being able to find your images, caption docs, and video clips is the first step to being successful in avoiding feeling overwhelmed when it comes to posting them. If you aren’t able to sift through your content files, you’re going to battle to add them to calendars and content home bases. 

So create your folder - wherever you choose - and add subfolders for ‘Instagram Stories’ and ‘YouTube Thumbnails’ or ‘Blog Feature Images’. Then use dates and descriptive titles when naming your images, docs, and videos.

It doesn’t have to be fancy, even something like “2025-04_Instagram_Post_CoffeeQuote” is 100x better than "IMG2398.jpg".

4) Find apps and tools that will help you

You don’t have to do it all manually. There are a handful of tools that make planning, creating, and posting your content much easier.

• MeetEdgar - lets you schedule and recycle evergreen content automatically, giving you a bit of breathing space to create more.

• Canva - has become the creator’s ideal tool. Design graphics, thumbnails, and even edit short videos. 
• Unsplash — find high-quality, free stock images to supplement your posts when you need visuals quickly.

5) Set up templates wherever possible

While we don’t want a boring, copy-paste look to all of your channels, there are ways to make your life easier (not less creative) with templates. 

Having a template for your articles, newsletters, thumbnails, and graphics, allows you to have a consistent look across all available platforms. So when someone sees a video on TikTok and then a pin on Pinterest, they know it’s you. 

But leave enough room in your templates to allow for creativity. The idea is to make things easier for you, and to keep it all feeling cohesive rather than robotic. Think of them as the tool to get you going when you feel stuck, but not a strict rule you have to follow every time you create.

6) Check your analytics

So you’ve been juggling every platform available to you for three months, but you notice it’s pretty quiet down in Facebook town…

Analytics tell you what’s working in your strategy, and what’s not. You might be smashing it with longer YouTube videos, but your audience is actually there for the one-minute Reels. It doesn’t mean you’re doing it wrong, but it does allow you to tweak your content for results. 

The other plus side to checking analytics is that it allows you to see if a platform isn’t working for you. Maybe your audience is never on Instagram, and that’s okay. If you have data to show that this isn’t worth your time, you can confidently remove it from your plate, and focus on more rewarding platforms.

7) Review and update as you go

Content planning is a constantly turning wheel, which means your organization plan needs to be updated accordingly. 

Every few months, it’s best to do a check of how your system is doing. 

• Is your home base still working for you, or is it time to change it up / try another tool?
• Are you using the right tools? Has one become too expensive? Do you need to add another to your toolbox?
• How are your templates doing? Do they need a refresh?

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Making sure you’re on the right track every now and then will allow you to avoid an unexpected wave of overwhelm when you hit a busier period in your content creation process. 

Less chaos offers more creativity

As a content creator, the pressure to be everywhere and do everything can be overwhelming. But by keeping simple records, batching your content, and using tools for efficiency, you can juggle multiple platforms without losing anything important. 

An organized workflow gives you the ability to be more consistent and reach the right people with the right message. 

So take the time now to build your system, and don’t be afraid to adjust it as you go. A little organization today can lead to much more time for creativity tomorrow. Stay efficient, stay focused, and watch your content thrive!

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About the Author: Tammi Saayman

Tammi is an off-page content manager at Skale, where she leads a team of writers to create high-quality, SEO-optimized content. Outside of work, she loves books, podcasts, and exploring new coffee shops.

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