buildpersonaCreate a separate client source record
Start each executive with their own positioning note, profile information, original interview answers and publication boundaries. Record who can contribute, edit and approve. Do not assume that access to one client grants permission to view another client’s notes.
A useful intake conversation establishes the intended audience, subjects the executive can discuss from experience and information that must stay private. Save uncertain claims as questions to resolve. Avoid turning an agency’s generic content themes into statements of what a client personally believes.
- Audience and relevant areas of expertise.
- Original answers, recordings and dates.
- Approved names, examples and public facts.
- Sensitive topics and permission boundaries.
- Reviewers, account owner and intended destinations.
Make each stage mean something specific
Use a small set of stages that describe the work still needed. ‘Ready’ is ambiguous if one person means ready for editing and another means approved to publish. Define the exit condition for each stage and assign a responsible person.
| Stage | Ready to move on when |
|---|---|
| Source captured | The executive, original material and permission boundaries are recorded. |
| Draft prepared | The intended claim and supporting source are identifiable. |
| Editorial review | Facts, wording and format have been checked; open questions are visible. |
| Client review | The executive has confirmed the content and resolved required changes. |
| Approved | Approval names the exact revision and destination. |
| Scheduled or handed off | A permitted publishing action or manual owner has been recorded. |
| Publication checked | The outcome is confirmed, or an unresolved result is flagged. |
Give feedback a home beside the draft
Collect comments against the piece they refer to. Ask the reviewer to distinguish factual corrections, voice changes and optional preferences. If feedback arrives in a message or call, record the decision in the draft’s review history before continuing.
Changes after approval need another review of the changed version. This prevents a scheduler from publishing words the client has not seen. An agency should also define what happens when a reviewer is unavailable: defer the item or use a separately agreed process, rather than treating silence as permission.
Close the loop on publication
For supported scheduling, confirm the intended account, format and approved content before queueing. For manual publication, name an owner and provide the final text, assets and instructions together. A copy-ready draft without a responsible person can still sit unpublished.
Keep a record of the outcome. If a provider response is unclear, check the destination before retrying; otherwise the same content may be published twice. Distinguish a confirmed post, a confirmed failure and an outcome still being investigated. This makes client reporting more dependable.
- Correct executive and destination selected.
- Current revision approved and required assets present.
- Scheduled time or manual owner recorded.
- Publication outcome checked before marking the work complete.
Improve the process across the roster
Review where drafts wait, which source questions recur and which corrections repeatedly come back from each executive. Update the client’s voice reference when a pattern is confirmed. Share process improvements across the team without copying one person’s private stories or voice into another client’s content.
BuildPersona’s planned agency workspace follows these needs: separate executive profiles, original answers, idea capture, drafts and client approval. Both agencies and individual executives are intended launch audiences. The current public site is a preview and waitlist; it does not yet provide agency workspace access.