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Content Migration

Discover the initial step of content migration .
Last edited 229 days ago by Priti S

Problem Statement

Content migration from monolith CMS to headless

Problem Brainstorming: 😇

Brain dump

We are moving from our current content management system to headless CMS. Headless is a new buzz in content industry and I have no clue. I have to find a way to make sure only quality content item goes to headless CMS. Migrating 2000 content items is not making sense to me. Managing this content item have always been a headache. Migration is a costly activity in terms of time and money. Also, I have huge content inventory so it’s really really difficult for me to figure out what is the content item I can use. To be truthful - I even do not know what kind of digital asset I have. It’s a wild wild west


Content management system migration to headless CMS
Ensuring only quality content items are migrated
Costly in terms of time and money
Dealing with a vast content inventor
Difficulty in identifying usable content items
Lack of knowledge about the digital assets available
Describing the situation as a "wild wild west”

Identify the problem 👩🏻‍💻

Ensuring only quality content items are migrated

Identify People & Digital Channels 🌈

Collect who all can help you in this problem. Identify the appropriate digital channel to perform your social research for latest updated trends.
Alan - VP of Content Intelligence James - SEO Manager Tracy - Content Strategist Rosa - Content Editor
Shivam - Director of Content Platform Gauri - Sr Analytics Engineer Chi - Taxonomist Martina - Documentation Lead

Information Gathering 🌟

Call Snippet
Call Snippet with Rosa
Summary of Call Snippet with Rosa
Action Item
Rosa: Hey, have you heard about the content audit we need to do for our business? We have a whopping 2000 items to go through! Lily: Yes, it's quite a massive task. We need to ensure that each item is thoroughly reviewed and meets our quality standards. Rosa: Absolutely. The content audit is crucial for maintaining a strong and cohesive brand image. We must identify outdated, irrelevant, or low-performing content. Lily: Agreed. By evaluating each item, we can determine which content needs improvement, repurposing, or removal. It will help us streamline our content strategy and enhance user experience. Rosa: Definitely. Let's allocate sufficient time and resources to this audit, ensuring we have a systematic approach to tackle all 2000 items effectively. Lily: Absolutely. We should prioritize the most critical and high-impact items while also considering the overall content ecosystem. Let's collaborate closely to ensure a successful content audit process.
Rosa and Lily discuss the importance of conducting a content audit for their business, which involves reviewing 2000 items to identify outdated, irrelevant, or low-performing content. They agree that a systematic approach is necessary to tackle the audit effectively, prioritizing critical and high-impact items while considering the overall content ecosystem. The content audit will help streamline their content strategy and enhance the user experience.
Conduct a content audit for the business
Review each of the 2000 items thoroughly
Identify outdated, irrelevant, or low-performing content
Evaluate each item to determine which content needs improvement, repurposing, or removal
Allocate sufficient time and resources to the audit
Prioritize critical and high-impact items while considering the overall content ecosystem.
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LinkedIn Discussion
The other day, I said to a client, "I don't want to waste your time and money auditing content you don't need." Even though I talk a lot about the importance of content audits, I don't do them because they're fun. I do them in service of a larger business project and objective. In this case, the client is planning a content migration and it's important that we determine exactly what content is worth the effort of carrying over, given the work involved in rebuilding and republishing it. But even before that, it's important to know that we're looking at the stuff that actually makes sense to consider for migration, hence pre-audit scoping. Before even starting the actual qualitative evaluation of content, there's a lot you can do to narrow the scope and make sure you're focusing effort appropriately. Auditing content that doesn't need to be audited is not a good use of time and money. I wrote a little blog post about this.
The text discusses the importance of scoping content audits to ensure that only relevant content is evaluated for migration, rather than wasting time and resources on unnecessary content. The author emphasizes the need to consider larger business objectives and projects when conducting content audits. The text also includes links to additional resources on content audits and content strategy.
The sentiment in the discussion is focused on the importance of scoping and narrowing the focus of content audits in order to be efficient with time and resources.
Thank you for sharing this. Any quick tip on - How to think about content audit when we have 60000+ content item.
"How to think about content audit when we have 60000+ content item.”
Good question! It's always important--and even more so when you have a content set that size--to make sure you have a really clear idea of why you're doing the audit in the first place and what the intended outcomes are. What questions do you have about your content and what do you need to look at to answer them? Do you really need to look at every single page? A brand audit, where you might be seeing if your content meets your style and voice guidelines differs from a migration audit, where you're looking at content types, content models, templates, etc. Each type (and I discuss other types as well in the book) has its own needs that will affect scope. You can also scope by going horizontal or vertical--i.e., if your content types tend to be very similarly structured and written, you might be able to look at a representative sample across the breadth of site and see if there are any patterns that need to be explored. If you are focused on how well a particular content type or content about a particular product or topic is working, you can go deep into just that section. In audits of this size, depending on what type of analysis you are doing, tools can definitely be your friend. (Paging ! :) Hope that helps!
The text provides advice on scoping a content audit based on the type of analysis being done, the purpose of the audit, and the need to answer specific questions. It suggests scoping by content type or subject area, and using tools to assist with analysis.
The sentiment in the discussion seems to be helpful and informative.
Agreed that customer journeys are another really good criterion for selecting which content to focus on--as Dave says, it it's journey-critical, it's definitely important to look at. If you're able to determine that without actually reviewing each piece of content--i.e., you can select based on directory structure (product descriptions being critical for a buy flow, for example), that helps.
Dave Thackeray agrees that customer journeys are an important criterion for selecting which content to focus on. If the content is journey-critical, it is definitely important to look at. It is helpful to be able to determine this without reviewing each piece of content, for example, by selecting based on directory structure. Product descriptions are critical for a buy flow.
Thanks for the useful article and the name check . , I recommend: 0. Define goals, clarify extent of the audit, and define audit approach. 1. Get a straight automated inventory of the 60K. 2. Automatically get a user-focused field or proxies (like pageviews — see ) and a categorical field (like content type — see ) — don't get lots of fields right off the bat 3. *Randomly* sample within the various category values (for instance, different content types) to find examples and try to pull together patterns. 4. Use rules (including that user field like page view thresholds) to define dispositions for the content, including what needs to be audited. 5. Estimate the effort of the audit — confirm with stakeholders that that's worth it, and potentially refine the rules to narrow what is manually reviewed in an audit. 6. Conduct the audit portion. Hopefully you can iterate on the above as well over time. Also see
The instructions provide a set of steps for conducting a content audit, including defining goals, clarifying the audit scope, getting an automated inventory, sampling within categories, defining dispositions for content, estimating audit effort, conducting the audit, and iterating over time. The article linked in the instructions provides additional information on how to conduct a content inventory or audit.
The sentiment in the discussion is generally positive, with the author expressing appreciation for the article and providing recommendations for conducting a content audit.
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Current Cost Calculation

Content Formats
Per Item Cost
Column 5
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If I identify the ROT ( Redundant, Obsolete, and Trivial )content, I can bring down the cost if I clean it! 😎

Collaborate 🗂

Management Goals
Inventory: Create a detailed inventory of all our existing content assets, including webpages, blog posts, articles, videos, and social media posts.
Engineering Goals
Develop an automated content inventory system that efficiently scans and categorizes all existing content assets.

Outline the solution 🗓

My first step
Add a task, due date, and directly responsible individuals. Once you’re done, get the satisfaction of checking off boxes. Overdue tasks (in red) can always be rescheduled.
Clear sample data
Add task
Step1 Activity
Due date
Prep the email announcement
Mary Jones
Set up the meeting to educate team about content audit
Polly Rose
setup schedule
Polly Rose
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Email Announcement for Content Audit and Migration

Dear all,
I hope this email finds you well. As part of our ongoing efforts to improve our website content, we will be conducting a content audit in the coming weeks. This means that we will be reviewing all of our current content and making decisions about what to keep, update, or remove.
The goal of this audit is to ensure that our website content is up-to-date, relevant, and valuable to our users. As we work through this process, we will be looking for opportunities to improve our content strategy and make our website even better.
I urge each team member to actively participate in this content audit process, as your contributions will be instrumental in shaping our content strategy moving forward. We will provide training and resources to support you in conducting the audit effectively.We understand that this may cause some disruption and inconvenience, but we believe that it is necessary to achieve our goals. We appreciate your patience and understanding during this time.
If you have any questions or concerns, please don't hesitate to reach out to us. Thank you for your cooperation.
Best regards,
[Your Name]

Set up reminders for the meeting to educate team about content audit

To schedule a reminder, you’re going to need a few things: the task, the person to do the reminding, and the date. When you’re ready, gently nudge your team by hitting the Send reminder button.
Clear template
To save yourself a button click, set up an automation by clicking ⚙️ in the top right of your doc.
Slack channel
Content migration team introduction
Role assignment
Content Audit Education
Business Updates
Action Items
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Action 🧗‍♂️

First Step Schedule
On duty
Send reminder
Wed, Aug 7
Alan Chowansky
Content migration team introduction
Send reminder
Wed, Aug 14
Polly Rose
Role assignment
Send reminder
Wed, Aug 21
James Booth
Content migration team introduction
Send reminder
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Record Reflection 🧘🏻‍♀️

Include your lessons learned, aspects you disliked during the process, challenges you encountered, and any improvements you identified throughout the process.
Learned 😅
Manage content inventory with taxonomy so that we can search thing appropriately in future Be in sync with content industry upgrades
Hate it 🤬
Didn’t know anything about headless. 😭 I hate migration activity, it just open up the can of worms for me to deal
Challenges 🏋️‍♂️
2000 content item in content inventory Unknown digital assets Arranging resource to perform manual content audit Tight timelines Lot of manual work No industry tested automated tool for content audit
Improvements 🎯
Set up archival process for the content if not aligned with business objective or match branding

Learned 😅

Manage content inventory with taxonomy so that we can search thing appropriately in future
Be in sync with content industry upgrades

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