6 Ways to Transform Your Answer Library in 2023

Your content library is an important tool when it comes to responding to requests for proposals (RFPs), answering security questionnaires, and creating statements of work (SOWs.) It’s a central, searchable database of your best sales content, but that doesn’t mean it’s always tidy. 

Like a closet, a file cabinet, or a garage, your content library can get a little cluttered sometimes. You might have old product information in there, client-specific content, or just some content from that one really weird proposal that you’ll never use again. 

As 2022 comes to a close, it’s a perfect time to do a little housekeeping so you can begin 2023 with a fresh and tidy content library.

1. Review content periodically

Not all your content is going to be evergreen, nor will you notice that some of your content is irrelevant or out of date. Make plans to regularly review the content in your library to ensure that there aren’t old or misleading pieces of content gathering dust. While it might seem harmless to have old content that isn’t being used regularly sitting in your library, it could be a problem if a new or inexperienced team member latches on to an old piece of content and uses it in a proposal. 

Conversely, you might have a truly outstanding piece of content that hasn’t been noticed because it hasn’t been tagged properly. A content audit will help your team hunt down these jewels and tag them, so they can be used in the next RFP response.

2. Get SMEs involved

A content audit is an excellent chance for your subject matter experts (SMEs) to review answers they’ve given you in the past and update or strengthen them. It’s much better than having to bother them when you’re on deadline for an RFP, and will give them a chance to thoughtfully weigh in and elaborate on previous answers. 

3. Develop a process for adding content to your library 

You absolutely want people across the organization to nominate content for your library, but there should be a system of vetting that content, as well as a process for adding tags, keywords, and expiration dates. Make sure that people know what you expect of them when they nominate content, but also make sure someone owns the process of reviewing and okaying that content. You may even want to assign someone to edit nominations. One reason for doing that is that SMEs can sometimes submit extremely technical answers, and you may need a writer to translate that content into something a buyer will understand. 

4. Use tags and keywords

Ombud’s content library is searchable, and our AI will suggest content that matches the proposal you’re working on, but that functionality only works well if content is tagged correctly and includes the right keywords. This should absolutely be part of your process for adding content, but audits should be done regularly as well. One way to audit those keywords is simply to search for all the tags and keywords your writers regularly look for to see what has and has not been used. Don’t see a piece of content that should come up? Time to hunt it down and tag it correctly.

5. Set expiration dates

Like dairy products, some content does expire. Some products change quickly, and regulations change. Set an expiration date on non-evergreen content so that your team or an SME is reminded to check and update it. This will keep your content fresh and updated.

6. Don’t be afraid to say no to content

Not every piece of content is a winner. If a piece of content isn’t up to your standards, don’t be afraid to remove it from your library or say no when it’s submitted. Your content library is a database of your best content. You want to make sure it’s carefully curated and represents both your product and your company well in 2023. 

So be ruthless when clearing out your library. Only the best and freshest content will do.

Interested in learning more about Ombud’s content management system? Request a demo here.