How to Create a Great Content Calendar (+ 4 Free Templates)

How to Create a Great Content Calendar (+ 4 Free Templates)


What Is a Content material Calendar?

A content material calendar is a useful resource that helps you arrange what you’re going to publish, when, and the place. 

You’ll be able to create one with a easy spreadsheet. Or use a venture administration device.

Your content material calendar will show you how to:

  • Simplify collaboration between workforce members
  • Save time
  • Decrease errors
  • Streamline processes

This can be a content material calendar instance:

content calendar example

You want a content material advertising calendar if: 

  • You recurrently publish content material to attain particular targets
  • You collaborate with totally different folks to generate and publish these content material items

Content material calendars show you how to handle all sorts of content material: weblog posts, movies, social posts, and extra.

(Considering a content material calendar particularly for social media? Try our article about social media content calendars and get a free template.)

Now, let’s learn to construct a content material calendar that meets your wants. 

Methods to Create a Content material Calendar, Step by Step

Under, we’ll stroll you thru construct your personal template. And plan and publish your content material. 

If you have already got that down, be happy to skip to our list of the best content calendar tools.

1. Construct Your Template

There isn’t a proper or mistaken method to construct a content material calendar template. (So long as it helps you intend and publish content material on time.)

Nevertheless, most content material calendars will want the next info to maintain you on monitor:

  • Publish date
  • Due date
  • Proprietor or writer
  • Standing
  • Title or subject
  • Content material kind
  • Hyperlink to recordsdata (Google Docs, Google Drive, and many others.)
Semrush content marketing calendar

Every content material advertising calendar will look totally different, relying on the content material codecs you publish.

As a result of every content material kind has particular necessities.

Right here’s what you may embrace for these fashionable content material sorts:

For weblog posts:

For social posts:

  • Picture or video file
  • Caption
  • Tagged customers
  • Hashtags

For podcasts:

  • Hyperlink to script
  • Interviewee info: Title, contact data, social handles, and many others.
  • Unique audio recordsdata
  • Edited audio file

For movies: 

  • Hyperlink to script
  • Interviewee info
  • Caption
  • Unique video recordsdata
  • Edited video file
  • Thumbnail

Our free template features a “fundamental” content material calendar, in addition to non-obligatory fields for every content material kind:

When you’ve created your content material calendar, share it with everybody in your workforce (and every other groups concerned). And ensure they perceive use it. 

Keep in mind to doc these directions:

Create a step-by-step doc through which you clarify use your content material calendar. 

Then, share it together with your colleagues. And preserve it up to date.

These kind of paperwork are known as Normal Working Procedures. They forestall errors and show you how to onboard new workers and collaborators. 

2. Plan Your Content material

To plan your content material, it’s good to select the subjects you’ll speak about. And assign duties to everybody concerned. 

Methods to Select Subjects

Selecting subjects that can have interaction your audience is vital. 

To try this, you will need to first analysis your clients and potential clients. Perceive their pursuits, ache factors, and expectations. 

Then, you can begin developing with an inventory of particular content material items.

Viewers analysis is a large subject, although. 

It entails speaking to your clients, taking a look at your information, analyzing your opponents, and extra. 

(Learn this text on content planning to study the fundamentals).

Say you personal a web-based device for ecommerce professionals. 

After analyzing your viewers, you’ve discovered that your clients have an interest within the following subjects:

  • Enhancing their logistic administration processes
  • Discovering worthwhile merchandise to promote
  • Coping with taxes and customs when promoting overseas

So you’ve the “broad” subjects. Now it’s good to outline the subjects of particular content material items. 

You’ll be able to provide you with these concepts by yourself—or you’ll be able to run a Google search and see what different websites are doing. 

Semrush’s Topic Research tool additionally expedites your search. 

Go to the device and kind in a subject, like “ecommerce logistics.”

Then, click on “Get content material concepts.”

Topic Research tool

You’ll see totally different playing cards. Every of them is a associated subject. 

related topics

In the event you click on on certainly one of these playing cards, you’ll see the “Subtopic quantity.” 

That is the search volume of that key phrase: the estimated variety of occasions customers seek for that key phrase on Google in a month. 

The upper this quantity is, the upper the curiosity within the subject. 

You’ll additionally see headlines of different articles, in addition to associated questions. 

headlines and related questions

One query that often comes up at this stage: How usually must you replace your content material calendar? 

In the event you’re a solo marketer publishing easy social posts, you’ll be able to plan per week or a month prematurely. 

When you’ve got a giant workforce, or in case your content material requires plenty of work, you’ll want extra time. Some corporations plan effectively prematurely (six months or perhaps a yr).

As a tenet, the extra complicated your processes are, the extra time you’ll want. 

Do not forget that a content material calendar is only a device that can assist you plan and develop your content material items. You will be versatile and alter your schedule if wanted. 

Methods to Assign Duties

In the event you use a spreadsheet, you’ll be able to tag customers (writing “@ + [their name]”) to point that they’re accountable for a activity.

Assign tasks in content calendar

This technique will do the job for small groups with easy processes. But it surely’s not the most suitable choice for greater initiatives, with a number of folks concerned in every content material piece.

In these circumstances, it’s higher to make use of a venture administration device.

First, invite colleagues and collaborators to your calendar. 

Most venture administration software program permits you to assign customers as “House owners” of a activity. And so they obtain a notification when the standing of the duty adjustments indirectly. 

With these instruments, it’s loads simpler for customers to see the duties they’re accountable for. 

For instance, with Semrush’s Advertising Calendar, you’ll be able to test the “My Duties” tab.

My Tasks tab

Tip: If it’s good to get somebody’s approval earlier than publishing, plan for not less than two or three further days. This manner, in the event that they request adjustments or don’t reply straight away, you’ll be able to nonetheless meet your deadline. 

Your content material calendar will help you monitor the content creation course of.

3. Publish Your Content material

Publish your content material immediately. Or schedule it to publish forward of time. 

Most platforms embrace built-in scheduling options: social media websites, WordPress, Anchor (for podcasts), and extra. 

These are some circumstances through which scheduling content material items is beneficial:

  • In the event you’re managing the content material technique of various companies (like within the case of freelancers or businesses) 
  • If the perfect time to publish content material doesn’t match your working hours (or your workers’)
  • In the event you’re publishing content material for customers in a unique time zone
  • In the event you attain an settlement with one other enterprise to publish one thing on the similar time (like a case examine)

In these circumstances, scheduling content material minimizes errors and helps you keep on monitor.

The Finest Content material Calendar Instruments (+ Templates)

There are numerous content material calendar software program choices. They are often on-line platforms, apps, or plugins. 

Listed below are our favorites, organized by enterprise dimension:

For solo entrepreneurs with restricted budgets:

For companies with a workforce of content material creators (inside and/or exterior):

Let’s assessment each and share content material calendar examples and templates. 

Google Sheets

Google Sheets is a good place to begin for creating your content material calendar. It’s free, and all of your work is saved within the cloud. 

That is what a content material calendar constructed with Google Sheets appears like:


Google Sheets is a strong choice in your content material calendar for those who’re a newbie or a solo marketer. 

(When you begin scaling your content material manufacturing, it’s higher to depend on a extra strong venture administration device.)

Obtain our Google Sheets content calendar template

Notice: You can even use different spreadsheet software program, like Microsoft Excel or Numbers. 

WordPress Editorial Calendar 

The WordPress Editorial Calendar is a free plugin that helps you handle your weblog content material calendar. 

It’s a easy however efficient plugin. 

WordPress Editorial Calendar overview

The plugin generates a calendar that reveals all of your articles (drafts, scheduled, and revealed).

You’ll be able to edit or delete posts from the calendar. And use the drag-and-drop characteristic to make adjustments simply. 

This plugin helps you schedule your weblog posts, however it doesn’t provide any collaboration choices. 

Semrush Advertising Calendar

Semrush’s Advertising Calendar allows you to create and handle your advertising calendar whereas collaborating with different groups.

Semrush Marketing Calendar overview

This device allows you to map out all of your advertising actions. 

With it, you’ll be able to visualize all of your content material items in a single calendar, assign duties, connect recordsdata, and extra. 

To get began, go to the Marketing Calendar and click on the “+ New exercise” button.

New activity button highlighted

A type will pop up. Add all the main points of your content material piece. Amongst different issues, you’ll be able to connect recordsdata, assign duties, and set deadlines.

Add details to your content piece box

You’ll be able to even filter your view by Marketing campaign, Standing, Consumer, or Tag. 

To take action, click on the “Filter” button and select your filters.

Choose filters and save

Then, click on “Save view” and add a reputation. This may create a brand new view, which you’ll come again to later. 

For instance, you can create a filter that reveals each “In progress” activity assigned to you. 

This may offer you a fowl’s-eye view of every thing you need to be engaged on, with deadlines. 


Trello permits you to create and handle kanban boards. 

A kanban view is sort of a Submit-it board hanging in your wall. It permits you to visualize your progress in a single place. 

It appears like this: 

Trello board overview

As you’re employed on a activity, you utilize Trello’s drag-and-drop options to vary it to a unique standing. 

Begin with this Trello content calendar template

Trello additionally permits you to visualize your kanban board as a calendar. (However you’ll must pay for a Premium account.) 

Notice: To see the Calendar view, go to your board, click on on the arrow button, after which test “Calendar.” That you must add deadlines to your duties in order for you them to point out on the calendar. 

Calendar view in Trello


Notion permits you to create a tailored content material calendar and configure totally different views for it. 

Notion content calendar

Notion stands out as a result of it’s extremely customizable. You should utilize it to create your content material calendar advertising device, amongst many different issues. 

This versatility has its disadvantages, although: 

You have to a while to get used to Notion’s interface. It affords plenty of choices, and it might get overwhelming. 

However when you get the grasp of it, you’ll discover that it’s a really highly effective device. 

To hurry up the method, obtain this Notion content calendar template.


Asana is an easy-to-use, highly effective device. It’s a very good choice for greater groups, with complicated processes. 

That is what it appears like: 

Asana editorial calendar

With Asana, you’ll be able to create and assign duties, visualize your progress utilizing totally different views (like a calendar or timeline), and handle your workflows.

It additionally affords integrations with a few of the hottest instruments on the market (like Slack, Gmail, Zoom, and lots of others).

Do that Asana content calendar template

The Technique Behind Your Content material Calendar

Your content material calendar and content material technique will not be the identical factor. Your content material calendar is merely the place to handle the execution of your content material technique

Right here’s an instance to display the variations between the 2 phrases: 

You’re organizing an occasion for entrepreneurs. You need to create content material to generate extra registrations. 

Your content material technique might state that you just need to attain 500 registrations earlier than February 20. To attain your aim, you’ll publish two movies per week interviewing your panelists. 

Together with your content material calendar, you intend every particular video. It might state, for example, that on February 1 you’ll publish a two-minute video interview with Mary Connors, a pay-per-click (PPC) specialist. 

As you’ll be able to see, your technique should at all times come first. Your content material calendar helps you execute that technique.

Let’s briefly cowl the fundamentals to outline your content strategy

Perceive Your Goal Viewers

Earlier than you begin creating content material, you will need to perceive your audience and outline your purchaser persona (an in depth profile of your potential buyer).

That is key for creating quality content that brings outcomes. 

By defining your purchaser persona, you’ll be able to resolve the next:

  • The subjects you’ll speak about
  • The content material codecs you’ll use
  • The platforms you’ll be on

Tip: You’ll be able to have a number of purchaser personas and outline a unique technique for every of them. Since assets are restricted, it is higher to prioritize content material in your purchaser persona with the best potential. This implies focusing first on content material for audiences with larger content marketing ROI (return on funding). 

And the way do you carry out viewers analysis?

You are able to do the next:

  • Discuss to workers in your group who’re in contact with clients
  • Interview your clients
  • Examine the trade and your opponents

Your workers and (particularly) your clients are the perfect sources of knowledge.

By speaking to workers and clients, you’ll accumulate insights on the subjects you need to cowl (and the perfect codecs to take action).

Ask them how your organization helps them, the issues they face every single day, or the sorts of content material that they like (weblog posts, newsletters, LinkedIn posts, and many others.). 

Use your clients’ replies to begin defining particular items of content material. 

Apart from speaking to your clients, you’ll be able to depend on Semrush instruments to research your trade and opponents. 

One2Target is a device that helps you get to know your potential clients. 

Begin by getting into your opponents’ domains. (You’ll be able to add as much as 5.) Click on “Analyze.”

One2Target tool

You’ll see a dashboard with in-depth details about their viewers (demographics, socioeconomic info, habits, and extra).

One2Target dashboard overview

This can be a nice method to perceive your viewers (or your potential viewers) and plan content material that matches their wants. 

Learn our in-depth information to finding your target audience for extra particulars.

Carry out a Content material Audit

Conducting a content audit means analyzing the efficiency of your content material. 

It can show you how to perceive the next: 

  • The sorts of content material that work greatest. Analyze these to create related ones sooner or later.
  • The content material items which might be outdated. You’ll be able to enhance them or delete them. 

You’ll be able to carry out a content material audit for every type of content material: weblog posts, social media posts, YouTube movies, and so forth.

After conducting a content material audit, you can begin filling out your content material calendar with new content material items. Or content material items that want enchancment. 

The Semrush Content Audit Tool may also help you analyze your web site’s content material. 

Get began by clicking “+ Create venture.”

Content Audit Tool

A type will pop up. Fill out your area, select a reputation in your venture, and click on “Create venture.”

Create project in Content Audit Tool

Now, choose the folder that you just need to audit (like “/weblog”) and click on “Begin Audit.”

add subfolders to edit

Join your Google Analytics account for added info, like Content material Units. 

Content material Units classify your content material into 4 classes:

  1. Rewrite or take away
  2. Must replace
  3. Fast assessment
  4. Poor content material

To take action, the device considers totally different standards (comparable to web page views, backlinks, and extra). 

You’ll be able to customise these classes: Click on the “Settings” button and hit “Edit set.”

Navigate to Edit set button

Outline your personal standards, like phrase depend, backlinks, web page views, and extra. Then, click on “Apply adjustments.”

Add your criteria and apply changes

The device will reclassify your content material items based mostly in your decisions.

Professional tip: The Content material Audit Software helps you audit your web site’s content material. If you wish to monitor visitor posts (on exterior websites), use our Post Tracking device. 

Set Targets and Outline Your Technique

Earlier than you create any piece of content material, you will need to set clear targets. 

Do not forget that your targets should be SMART:

  • Particular
  • Measurable
  • Actionable
  • Related 
  • Time-bound

Say you’re making a collection of articles explaining how your on-line platform works. 

An instance of a SMART aim could be: Publish 4 articles per thirty days to enhance retention by 3% in Q1. 

Or: Replace 5 weblog articles that rank in positions 11 to twenty per week to extend visitors to the weblog by 15% earlier than the top of the yr. 

Be taught extra about content marketing metrics that you need to be monitoring. 

To set these targets, you will need to perceive your viewers and their expectations.

And also you additionally must understand how your present content material is performing. That’s why working a content material audit is essential. 

Upon getting set targets, begin including particular duties to your content material calendar. 

To search out new content material concepts, test these articles: 

Begin Filling Out Your Content material Calendar

As you’ll be able to see, a content material calendar is an easy device for managing on a regular basis content-related duties. 

Behind this useful resource, there’s an entire content material technique you will need to plan out. 

Be taught extra about content marketing with these in-depth assets:

And for those who’re prepared to begin working in your content material technique, take a look at the Semrush Content Marketing toolkit.


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