When I first started writing content for projects, honestly, I was a bit confused.
I used to ask myself:
Where should I start? How much research is enough? How do I structure everything?
Over time, after handling multiple projects blogs, websites, client work I figured out a simple process that works almost every time. And today, I want to share that with you.
Whether you are writing content for your client’s website, blog, product page, or even for your own project the approach is almost the same.
Let’s break it down.
1. First Understand the Project Goals
Before you start typing anything, sit and understand what the project is all about.
Ask questions like:
- What is the purpose of this content? (Inform? Sell? Educate? Attract leads?)
- Who is the target audience?
- What tone should I use? (Professional, casual, friendly, technical)
- Where will this content appear? (Website, blog, email, brochure, etc.)
Example:
If I’m writing content for a client’s website home page, the tone will be slightly more sales-focused.
But if I’m writing a blog post, it’ll be more informational and friendly like I’m talking to you right now.
2. Research Properly (Don’t Skip This)
Good content always starts with good research.
Here’s what I generally do:
- Study the client’s business or niche.
- Check competitor websites.
- Read industry blogs, articles, or case studies.
- Gather key facts, stats, or data.
- Note down frequently asked questions people have in that niche.
Tip:
Sometimes, I even talk directly to the client or product owner. They often give insights you won’t find on Google.
3. Prepare a Simple Content Outline
Before you start writing the full draft, create an outline.
My typical outline looks like this:
- Introduction
- Main headings & subheadings
- Key points under each section
- Call-to-action (if needed)
Why this helps:
- Keeps your content organised
- Makes sure you cover everything
- Saves time while writing
Think of the outline like a map. Once you have it, writing becomes so much easier.
4. Write Like You’re Talking to One Person
This is my personal secret.
When I write, I imagine I’m explaining the topic to a friend sitting in front of me.
- Use simple words.
- Avoid jargon (unless the audience expects it).
- Explain things step by step.
- Use examples wherever possible.
For example:
Instead of writing:
“Utilise effective methodologies to enhance content engagement.”
I would simply say:
“Use simple methods to make your content more interesting.”
5. Focus on Structure & Flow
Good content flows naturally.
One section should smoothly lead to the next.
How I do it:
- Use short paragraphs (2-3 lines).
- Add subheadings for every new point.
- Use bullet points for lists (like I’m doing here).
- Add transition sentences to connect ideas.
6. Don’t Ignore SEO (If Required)
If the project involves online content (like blogs or website pages), SEO is important.
Basic SEO steps I follow:
- Find the right keywords (using tools like Ahrefs, Google Keyword Planner, Ubersuggest).
- Place keywords naturally in title, headings, and content.
- Use meta title & meta description.
- Add internal & external links.
- Use proper heading tags (H1, H2, H3).
Important:
Never stuff keywords. Always focus on natural readability first.
7. Use Tools to Make Life Easier
Like I shared in my earlier blog, I use several tools that help me during content writing projects:
- Grammarly: Grammar and spell check
- Hemingway App: Simplifies sentences
- SurferSEO or NeuronWriter: For SEO optimization
- Canva: For creating visuals
- Notion/Trello: For organising tasks
These tools save a lot of time and improve the final output.
8. Edit, Edit, Edit
Your first draft is never your final draft.
Once I finish writing, I always:
- Take a short break.
- Read the content again with a fresh mind.
- Fix any confusing parts.
- Check sentence flow.
- Remove extra or repeated words.
- Use Grammarly and Hemingway one more time.
Sometimes, I even read the content aloud. It helps catch awkward sentences easily.
9. Get Feedback (If Possible)
If you’re writing content for a client project, always send the draft and ask for feedback.
- They might suggest a few changes.
- Clarify anything that’s unclear.
- Adjust according to their suggestions.
Why this matters:
You and the client both stay on the same page. Also, you learn better with every feedback you receive.
10. Final Proofreading Before Submission
Before you hit that Send or Publish button:
- Check grammar one last time.
- Verify facts and numbers.
- Make sure all links are working.
- Ensure headings, bullets, and formatting are clean.
Tip:
Always deliver a polished version to your client or manager. First impression matters a lot in professional projects.
My Simple Real-Life Content Writing Project Example
Let me give you a real example from one of my recent client projects.
Project: Write service page content for a digital marketing agency.
Steps I followed:
- Understand Goal:
The client wanted to attract business owners looking for marketing services. - Research:
I studied their services, checked competitors, and noted what kind of questions business owners usually have. - Outline:
I prepared headings like:
- Why Choose Us?
- Our Services
- How We Work
- Client Testimonials
- Contact Us
- Write:
I kept the tone professional but friendly, used simple words, and answered the reader’s questions. - SEO:
Added keywords like “digital marketing agency”, “social media services”, etc. - Edit & Proofread:
Used Grammarly, did manual review, fixed flow issues. - Submit & Revise:
Client gave small inputs, made minor changes, and delivered the final version.
Result:
Client was happy, and the page started ranking well in a few months.
Conclusion
Writing content in a project is not rocket science, but it does require a system.
Once you follow these simple steps, you’ll see:
- Less confusion
- Faster writing
- Better quality content
- Happier clients
I still follow this process daily for my own clients, and it works like a charm.
