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Organize & Schedule Your Content

Hey guys, my name is Jesse and I am the community manager here at Toth Media. I wanted to share with you how we organize and post content for ourselves and clients. There are two key components to this. Cloud based file storage & a social media posting software. By the way, we are not affiliated with either of these companies, just fans of their product!

I hope you find this helpful for your business!

“You need two things: cloud storage & social scheduling software”

Cloud Storage: Google Drive

For most of our file management internally, we use Google Drive. I highly recommend it because it is cloud based, you can access any content on your phone or laptop. You MUST have a cloud based storage system. In addition, it also integrates smoothly with a lot of programs as you’ll see in the video above.

Another key for us is being able to cooperatively work on files or have access to shared folders & documents. By keeping your cloud file system organized and up to date, your business just runs smoother and definitely a lot less frustrations!

We recommend Google Drive or G Suite (Google Drive for businesses) for your business, however, we know there are several different alternatives depending on how your business operates.

How we organize the content we shoot is very simple. Which is a good thing. In each client folder we have a folder called content. This folder contains any photo or video we have shot for the client. When Braedin for example does a shoot, he edits all of the content and puts it in a folder titled with the date and a note describing the shoot. Then it is my job to make sure that this content gets used for our social channels. I cannot imagine how I would even do my job without having shared access to folders online. If I had to wait for him to give me a USB stick or hard drive? Not a chance.

Social Media Posting: Later

Later is a really great platform for scheduling content across multiple platforms such as Facebook, Twitter, and Instagram. Later is also optimized for organizing and storing content within the platform as well. It is specifically great for Instagram because you can schedule photos and videos to auto publish on accounts, tag the location and people of each photo, and plan out hashtags.

Picking up where we left off in the Google Drive, from Later we can actually upload straight from Google Drive or we can upload files from our local computer as well. Once all of the content from this shoot is uploaded into Later, I then drag the folder into the archive folder to signal to myself that I’ve organized it all properly. And since the folder is labeled with the date, within the archive it is easy to find any full-res photo if we need to.

Now within Later, once we have a bunch of fresh content uploaded, what I like to do is use their labels feature to organize the content. For example, one client of ours, Ergogenics a vegan supplement and lifestyle brand, has different products. I use the labels to properly organize each photo by what product is in each photo.

This enables you to see possibly what kind of photos you need more of or maybe photos you have an excess of.

Now that we have our content organized and uploaded we can get to scheduling some posts.

When you go to the calendar, you can see your scheduled posts by the week or month view. I like to look at things with the monthly view, so I can see all of the posts for that client. Next, you have to go over the content library on the side here and select which photo you want to start a post with. This is where labeling your photos comes in handy because lets say I need to post about the shaker cup, I go over to show filters, and click shaker cups and now it shows me all of my shaker cup photos. By default it should also show all of the ones I haven’t used, but if I wanted to look at all of the photos I have I just have to change the filter setting to all instead of unused.

Anyway, now that we have our photo to start with, we click create post, and now you are creating a post. If you want to create a post for two platforms at once with the same photo you just click the little plus button up here before you select the media and create post.

Next you write a caption for the photo and select the date and time you want the post to go out.

Now it takes you to a view of the post for each social platform so you can add links, hashtags, and do all the things that are specific for Facebook or Instagram.

For Instagram I can tag anyone that is in the photo here,  I can tag the location of the photo here, here under saved captions is where I store my hashtags that I use for photos and label them depending on what photo I’m posting, for example, this shaker cup photo I would use the shaker cups caption and that inserts all the hashtags for me. Then I choose auto publish to have the post go out automatically without me doing anything.

For Facebook, the steps are a bit simpler because there is no functionality to tag people or locations, but you can insert links into Facebook posts so you can copy past those in here and put hashtags similar to Instagram as well.

Then you hit create posts and it is all done. Later does all the work for you and the post goes up when you scheduled it for. Now you just repeat these steps for each post and you are scheduling, saving you time and energy throughout the week.

If you have any questions I would love to connect with you! Or if you have any recommedations for us to try, we’d love to hear you out.

Thanks!

Jesse