How To
6 min read

How to Set Up a Guest Posting Workflow

Brandi Marcene
November 20, 2022

Are you a blog owner looking for fresh content to add to your blog? Or are you an online marketer looking for ways to bring more traffic or leads to your business?

Blog guest posting is a marketing tactic many brands use to create brand awareness for their product or service.

With so many blogs competing for readers, creating a guest post can significantly improve your traffic and build relationships with other brands or bloggers. In this article, I've provided tips on how to use guest posting as a means of maximizing your blog.

mug beside MacBook

What are guest posts?

You've probably heard the term "guest post" used before. You may not know, though, that it's a blog post written by an author who is not the owner or regular contributor to the blog. It's an excellent way for bloggers to promote themselves and their blogs and make connections in the blogging world.

So why are guest posts important? For starters, they benefit both parties by boosting exposure. If your blog allows guest posts--and we recommend that it does--, you'll be able to interest new readers in your content with a variety of fresh information from knowledgeable sources outside of your team. The guest poster will also receive exposure; posting on another blog gives blogger-hopefuls an introduction to new audiences who might be interested in what they have to offer. It also benefits both parties by saving time and money; when you accept guest posts, you can rely less heavily on creating each piece of content yourself or hiring content creators to help write them.

Why would someone want to guest post?

Guest posting isn't only about the host site. How would a guest post benefit the guest author?

The first and most apparent benefit is exposure for the guest writer. By posting on another site, their writing will be exposed to new readers that might not have seen it before. This does wonders for building a following and authority in a niche.

Another considerable benefit is SEO (search engine optimization). Writing guest posts for other blogs allows the writer to add a backlink or two to their own blog. This backlink improves their blog's domain authority which can help boost their ranking in various search engines.

In addition to getting exposure and SEO benefits, guest posting can also be an opportunity to form new relationships with other bloggers and potential business partners/clients. They are exposing themselves to new people who may want to work with them or hire them at some point down the road!

Determine your goals and objectives.

The first step is to determine your goals and objectives for guest posting. You want to define what you want to get out of it, how it will benefit your business, and outline the types of guest posts you want to add to your blog. Then develop a plan on how you can achieve those goals.

Let's say your goal is to get more traffic to your website. You may have noticed that your traffic has been stagnant lately, or perhaps you are just starting and trying to gain traction for some tangential keywords. You can increase traffic by allowing guest writers to create content about these keywords to help your blog grow faster. Each additional blog also creates internal backlink opportunities which can benefit existing posts.

A blog guest posting workflow allows you to streamline managing content on your blog. It helps you organize different posts that are contributed to your site in one place, making it easier to review and publish content.

person holding pencil near laptop computer

Define the topics that fit your guest posting strategy

Define the topics that fit your guest posting strategy.

To define the perfect topics for your guest posts, you need to know your target audience.

Start with keywords research. Find out what keywords your audience is searching for, and then create a list of questions they're asking about those topics.

For example, you find out that "blogging" is one relevant keyword for your audience… so your topic could be: "The 7 Most Common Blogging Mistakes (And How To Fix Them)."

This topic answers a question that many potential customers are looking for answers to, and since it uses their language, it speaks directly to your target audience.

Establish content guidelines

Coming up with a set of content guidelines is one of the easiest ways to ensure your guest posting workflow is effective.

In these guidelines, it's essential to define:

* The kind of content you're looking to create. This can be anything from listicles, how-to articles, etc.

* The required length of the article. Decide what word count works best for your site and publish this information in your guidelines so that content creators know exactly how long their posts should be.

* The required formatting of the article. If you want all guest bloggers to use H2 tags in their posts and add subheadings, make sure to specify this in your guidelines. You should also outline whether you require all bloggers to provide an introduction paragraph and a conclusion paragraph or if that's optional.

* The types of sources that are acceptable (e.g., only primary research)

* Expected turnaround time for edits/revisions on articles (if any). Include an expected turnaround time for edits/revisions so bloggers know what to expect when submitting their guest blog post drafts.

Having established content guidelines will save you many hours of editing and review down the line.

Set up a spreadsheet to track posts

Set up a spreadsheet to track posts. This is extremely important when you're accepting many guest posts, and it helps keep you organized in several ways.

First, it makes it easy to find past or current posts so that you can reference or provide an update if needed.

Second, it helps you plan future blog post ideas and keywords by identifying the gaps in your content strategy.

For example, let's say that you have already written a guest post on finding ways to make extra money on the side during retirement. You could use your spreadsheet as a reference tool to see what other topics are still available for posting in that niche to not repeat yourself too much from one article to the next.

Make sure your process is clear

The first step in creating your workflow is to make sure that your process is clear. That includes setting expectations upfront, making sure that you and the guest poster are on the same page about what you want them to write about and how, and having a clear process for content submission and revision. This means communicating clearly with your guest posters on all of these points so they know exactly what is expected of them.

Outline the purpose of each article

At this point, you have the tools you need to start accepting guest posts.

One final thing to do is to create a brief for each article. It should include:

* A brief description of the article, its main objectives, and the main points you want to make

* Why is this article important?

* What questions does it answer?

* Who is it for?

* What do you want the reader to take away from reading your article?

* Which keywords are we targeting in this article?

person writing on brown wooden table near white ceramic mug

Specify deadlines

Clearly specify deadlines for everyone involved in the project. This way, you'll keep track of the progress and make sure everything is completed in time.

If you need your article by a specific date, ask writers for their ETA when assigning tasks or even in advance if planning content well ahead. As writers usually have multiple assignments, you should also know that not all of them will accept rushed jobs. Be mindful of this and provide enough time for writers to complete their tasks.

It's always good to set due dates and stick to them, but there are often situations where it's necessary to extend the deadlines – especially if you have to wait on someone else's progress. If your writer asks for an extension, it would be nice to give them some leeway as they might need it and may feel stressed out when facing a deadline they can't miss.

Review drafts in a consistent manner

Before you start accepting guest posts, set some standards for what you'll publish.

A common mistake I see is that people accept anything that comes their way. Instead, you should have a process for vetting submissions and content.

1. Create a form or checklist for reviewing drafts

2. Create a process for how to review the draft to ensure it meets your guidelines and the content is correct

3. Review each submission according to your process and guidelines

4. Decide if you will accept or reject the post based on your process

Having a consistent and repeatable way to review drafts will help streamline editing.

turned on black and grey laptop computer


The benefits of a guest post are numerous. They can generate new traffic, add relevant content to your catalog, supplement expired content, diversify the voices in your content mix, provide different perspectives and insights for your readership, and even open up new business opportunities for you.

Have a workflow in place. Having a workflow will help ensure that you don't lose track of any details when working with guest posts. You will also be able to better ensure that you are consistently publishing high-quality content.

The end goal is to produce a flow of content that keeps your followers engaged, builds your credibility, and generates new leads and sales for your business.

100x your output and create high-performing content with AI
Get started - It’s Free

Ready to level-up?

Write 10x faster, engage your audience, & never struggle with the blank page again.

Get Started for Free
No credit card required
7-day trial of Pro
90+ content types to explore