May 13, 2021

INTRODUCTION TO CONTENT LIBRARIES

A content library is a storage site where you save different types of content, including templates, excerpts from documents such as proposals and reports, and even audio and video clips. Your content library could also contain copies of staff resumes, letters of support from partner organizations, or quotes from beneficiaries who have used your organization’s programs and services.

A content library does not contain everything you’ve ever written or created; it’s a curated collection of your content. Once established, your library can help you respond to funding opportunity announcements and other types of opportunities more quickly and with less effort.

Below we review several tools and suggested approaches for establishing and organizing your library so you can easily find and reuse previously created content. We’re going to start by addressing two areas of confusion: the relationship between boilerplate and content libraries and the difference between a content library and an archive.

THE RELATIONSHIP BETWEEN BOILERPLATE AND CONTENT LIBRARIES

“Boilerplate” is content that addresses standard components that appear in proposals, contracts, and other business documents. Nonprofits frequently collect and reuse boilerplate that addresses typical proposal requirements. Common examples of boilerplate include descriptions of an organization’s mission and vision and the organization’s history and major accomplishments. Standard contract terms that a nonprofit uses in partnership and consultancy agreements are other examples of boilerplate.

Most content libraries will include boilerplate. However, content libraries shouldn’t be limited to boilerplate. In addition to storing boilerplate, content libraries can also include reference materials such as full-length copies of reports and proposals and graphics pulled from previous proposals.

Your content library is essentially like a filing cabinet, with boilerplate text just one of the folders stored in the cabinet.

ARCHIVING CONTENT VERSUS ADDING IT TO A CONTENT LIBRARY

Just as a content library does not consist entirely of boilerplate, a content library is also not equivalent to an archive.

Your organization may maintain an archive where only certain things are stored, perhaps documents of a specific type or created within a particular time period. More commonly, organizations use an archive to store all the content they have ever generated—the good, the bad, and the mediocre. In the context of seeking funding, an organization’s proposal archive might include a copy of every proposal ever written as a record of what has been produced and submitted over the years.

Your content library will consist of a subset of the content found in your archive. The difference between the two is that while the archive may include everything, regardless of quality or relevance, the content library will consist only of those documents and excerpts that represent your best work and can serve as sources of inspiration or material for future projects. However, it’s important to note that just because it is high-quality doesn’t mean the material in your content library can be used as-is. Most content will require updates before being reused.

If you already have an established archive, you may be wondering why you can’t just dip into your archive to pull out what you need. If everything is there, why go through the hassle of creating yet another storage area?

The challenge with relying on an archive is that typically an archive organizes files by date—or by date and project—not by relative quality, current relevancy, or topic. So while the archive has what you seek, the best content may not be easy to surface. This is especially true if you are looking for a discrete piece of content such as a single graphic or a small section of text that addresses a specific issue.

CREATING A CONTENT LIBRARY

Content libraries address the challenge of unearthing good content by putting the content through two filters:

1. Quality: The basic premise behind a content library is that all the content in the library should be high quality (well written, clearly organized, vetted for accuracy, quality data, etc.).

With an archive, the burden is on you to filter the content to find high-quality examples of what you need. With a content library, the filtering for quality has already happened, allowing you to focus on other variables, such as identifying the most appropriate content for your current needs.

2. Relevancy: Second, unlike an archive where content might be organized by year, content libraries are often structured by type of content, which can help you more easily locate what you need, whether that’s a copy of a report that you want to use as a template, a graphic, or a snippet of text that covers a particular subject matter.

Organizing content is one thing but figuring out what to put in your library is another. In the following sections, we have some tips on populating your content library and recommendations for storing and organizing your content.

DECIDING WHAT CONTENT TO INCLUDE IN YOUR LIBRARY

A common mistake when setting up a content library is not discriminating between high-quality content and something that contains high-quality content.

For example, a grant proposal that results in an award very likely contains content worth adding to a content library. However, the entire proposal may not be worth adding to the library. To create a library that’s going to be truly helpful, you must look through each completed proposal to determine if there’s anything there—individual graphics, proposals sections, or excerpts of text—that represents “best of” material worthy of harvesting and adding to your library.

Unsuccessful proposals can also include excellent content, so don’t limit yourself to gathering content only from funded proposals. Organizations often assume that if a proposal has been funded, it should be held up as an example to guide future submissions. The truth is more nuanced.

All proposals, including those that result in awards, have weak sections. The reverse is also true: just because a proposal was unsuccessful does not mean every section was poorly executed. Funded or not, a proposal may include great content worth extracting and adding to your library. In a similar vein, all projects, successful or not, can generate valuable, reusable content like work templates, graphics, and strategy documents.

If you submit a proposal and are lucky enough to receive feedback from the funder, the funder’s feedback on the proposal’s strengths and weaknesses can help you identify content that should be added to your library.

DESIGNATING CONTENT EVALUATORS

Once you decide what kind of content to include in your library, the next question is: Who should decide what content to add? The answer depends on several variables, including the type of content under consideration and the size of your organization.

For content that requires specialized knowledge to understand, you will want one or more persons with the relevant expertise to evaluate potential content for inclusion in your library.

For more general content, the number of people who can serve as content evaluators expands. However, the evaluators still need to be familiar with the type of content and how it will be used in the future. For example, if the content under consideration is a results framework, you would want to pick evaluators who have proposal writing experience and an understanding of what makes a good results framework.

NAMING YOUR FILES

For maximum usability, you will want to employ some type of naming convention for your library that makes it obvious what the content is, its source, and the content’s date of creation or expiration.

For example, a graphic that depicts a project workflow might be labeled graphic_workflow_X_c.2.2021, where X would be the name of the project or document that was the source of the workflow and “c” stands for the date the graphic was created. To organize your content library so that it is easily searchable by date, you would reverse the file name so the date appears first, followed by the project name and type of content, as in 2021.2_X_graphic_workflow.

Indicating an expiration date for each file can help keep your library current. To add an expiration date, an easy solution is to place the expiration date directly into the file name (e.g., Vax_Protocol_StateY_e.9.2021, where “e” stands for expiration). You can also insert a document history log directly within the document (or note) to track any changes to the material along with the expiration date.

Depending on the platform you use to store your content library, you may need to create a folder structure to organize your content. If you are using a system of nested folders, you can organize your main folders by content type (i.e., graphics, proposals, white papers, etc.) with the subfolders labeled with the date of creation and individual project names. The ideal folder structure depends on who will use the content library and how they tend to think about the content. One organization might find it more natural and intuitive to sort content by content type and then by project. In contrast, another organization may prefer to have everything organized first by date of creation followed by the project name and type of content.

While some naming strategies have definite advantages for sorting content, such as adding creation and expiration dates, ultimately, what’s most important is adopting a system that can be easily understood and consistently applied by the library’s primary users.

ONGOING MANAGEMENT OF YOUR LIBRARY

After you establish your content library, someone has to oversee it. Your content library will require constant care and feeding to stay current and orderly. To reduce the workload, you may want to assign several people to manage the library. In addition to maintaining the files, these caretakers can be tasked with sending regular reminders to staff to submit copies of reports and other materials for potential inclusion in the library.

In terms of maintenance, for organizations that do not generate a lot of content, a quarterly review of the library’s content could be adequate to keep it current. For larger organizations with multiple program areas that generate a steady flow of reports, proposals, and other content, the library may require monthly reviews.

If your content library is hard to use or full of outdated materials, it will not serve its purpose and will fall into disuse. Regularly removing older materials and adding new and better content will help keep the library relevant.

OPTIONS FOR HOUSING YOUR CONTENT LIBRARY

You’ve decided what content to save, how to label it, and how to keep it current. Next, you need to decide where your content library should live.

To help you find a platform that may fit your needs, we’ve prepared a few questions to uncover your preferences and work style. In our answers, we refer only to software platforms we have first-hand experience using, which are Microsoft OneDrive, Microsoft Teams, Google Drive, Slab, and Notion.

WHAT’S YOUR IDEAL WORKSPACE? SEVEN QUESTIONS TO HELP YOU FIND THE BEST LOCATION FOR YOUR CONTENT LIBRARY

1. Will you be storing excerpts of text or primarily images and full-length documents?

If you mainly intend to store complete documents (i.e., an entire report or proposal, not excerpts from a document) or full graphics (i.e., the entire graphic image such as an organizational chart as opposed to graphical elements such as a single icon), Microsoft’s OneDrive or Google Drive would be good options.

If you plan to save excerpts from documents, and especially if you think you’ll be saving small sections of text such as a single paragraph, a knowledge management tool/wiki like Notion or Slab might be a better match. Both Notion and Slab have a note feature that allows users to save discrete bits of information as individual notes or as a part of larger, easily searchable threads.

2. Do you prefer seeing content organized as lists or images?

If you prefer seeing files listed by name instead of as thumbnails, your needs can be met by Microsoft Teams, OneDrive, Dropbox, or Google Drive. All these platforms allow you to organize your files into folders; you can view your folder contents in a grid format (i.e., small thumbnail images) or, in the case of OneDrive, in a gallery view.

In their list views, Google Drive and Dropbox show small thumbnails for image files such as PNGs; for Word documents, PDFs, and similar files, Dropbox and Google Drive use generic images in the list view. The grid view of both platforms displays thumbnails of image files and PDFs. Google Drive also shows thumbnail images of other file types, including Word and Excel, in its grid view.

If you like to see large thumbnail images of your files in a grid view, Google Drive and Dropbox would be good choices.

List, gallery, and grid views are some of the options you have to choose from depending on the software you use.

Slab: You can upload images and files to Slab, which will appear in a vertical format. To make it easier to find specific files, we upload cover images of documents (PDFs in this case) first and then save the text files beneath.

Dropbox: Files in Dropbox appear in a list view with small thumbnails for image files and generic icons for PDFs, MS Word documents, and other non-image file types. Dropbox also has a grid view option that will display either large or small thumbnails of various file types.

Google Drive, like Dropbox, offers two views, a grid view and a list view.

3. Are browser-based applications okay, or do you require applications that can be accessed from your desktop or mobile device?

If you want the ability to work from your desktop or mobile device, you will be able to do that with Google Drive, Dropbox, Microsoft OneDrive and Teams, as well as Notion. Slab does not currently have a desktop version or mobile app.

4. Do you search for content using an application’s dedicated search tool, or do you prefer scrolling around to find the content you’re seeking?

For those who like to rely on the search function of the applications they use, some software is more adept than others. We recommend using Google Drive, Dropbox, or Slab over Microsoft’s tools or Notion for the fastest search capabilities and quality of results.

5. When looking for the content you need, do you prefer to scan folder names or see a menu?

Another factor to consider is navigation. If you want to go to a single landing page and see all your content laid out as rows of folders, OneDrive, Google Drive, or Dropbox are going to work for you.

If you find it faster and more intuitive to locate content through a navigation menu, Notion or Slab might be a better match. Both have a sidebar format that displays your content in a hierarchical structure, which is perfect for seeing folders and subfolders at a glance.

Notion is also a good choice if you want a highly customizable workspace. The number of customization options in Notion can be overwhelming, so to help new users get started, Notion offers a selection of templates for different kinds of projects and data.

6. Is your natural inclination to put information into databases and spreadsheets, or do you prefer organizing content in narrative form?

Some people like using spreadsheets and databases to organize most of their data, while others use spreadsheets for numerical data but prefer saving text-based data in a document format.

One advantage of choosing Microsoft OneDrive or Google Drive to host your content library is that in addition to uploading files to your library, you can also create spreadsheets and documents from their suite of in-house tools (Excel, Google Sheets, MS Word, and Google Docs, respectively).

While OneDrive, Google Drive, and Dropbox are great for creating and storing larger files, they aren’t as convenient for saving small chunks of data like a paragraph of text.

Slab might be the better fit if you think you will be storing and cataloging excerpts of text in your content library. With Slab, you can upload a variety of files (PDFs, PNGs, Word and Excel files, etc.); save bits of text from external sources as separate posts (aka notes); consolidate information from multiple sources into a single, searchable post; or use Slab’s editing tools to write short blocks of text and create tables.

For those who like organizing information into databases, we recommend Notion. Databases are central to how Notion operates; after creating a database in Notion, users can link data stored anywhere in their account to the database. Data can also be viewed in various ways, including by completion status or in a timeline in addition to a traditional table format.

7. Do you need specific security features for your data?

If you require your data to be protected by two-factor authentication, you’re probably going to be looking at enterprise-oriented platforms such as Dropbox, Microsoft, and Google, all of which offer two-factor authentication. Slab and Notion encrypt data in transit and at rest but do not offer two-factor authentication at this time.

If you require end-to-end encryption for your data, none of the applications we’ve mentioned are going to meet your needs. For an overview of the difference between encrypting data in transit and at rest and end-to-end encryption, you may find it helpful to read this Reddit thread.

CHOOSING A SOFTWARE PLATFORM THAT WILL WORK FOR YOU

If you are not sure which software platform will meet your needs, we suggest testing several in real-world situations to see how well each performs. To give each application a fair run, plan on having several people in your organization use the application for at least two weeks.

A few things you might want to evaluate include:

• Upload speed: Loading speeds can vary considerably. Does the software you’re interested in perform well, given the average quality of your internet connection?

• Ease of use: Is the software easy to navigate? Does the software have a decent help section and tutorials?

• Login process: Is the login process straightforward? Will you need to set up a new account, or can you use an existing account to sign on?

• Accessibility: Are you limited to accessing your account through the Web, or does the software offer desktop and mobile versions?

• Security features: Does the software offer the level of security your organization requires? Can you limit access to particular files or folders?

• Customizability: Can you customize how your workspace appears (font, colors, etc.)?

• Guest access: If you frequently collaborate with consultants or partner organizations, will the software allow you to share content with individuals external to your organization?

NOT SURE WHERE TO START? TRY CREATING YOUR CONTENT LIBRARY WITH SLAB.

If you are not limited to using a particular software or workspace and want to get up and running as quickly as possible, we recommend trying Slab.

Here are several reasons why we think Slab is a good option:

• Intuitiveness: Slab is straightforward to use. We think most people will be comfortable uploading and adding content after going through Slab’s brief orientation. If you’ve tried Notion and liked many of its features but found it difficult to set up, Slab is a good alternative. Slab and Notion both offer a way to organize and store information, collaborate and share with others, generate text and tables, and export content in several formats, including PDFs. Although Slab lacks a few of Notion’s features, if your content library doesn’t require a multi-layered database structure, Slab should meet your needs.

• Speed: In terms of its launch time, upload speed, and search function, Slab is among the fastest of the options we’ve tried. Slab is noticeably more responsive than Notion, which can be sluggish at times.

• Appearance: Regarding core features like ease of navigation, speed, and search performance, Slab ticks all the boxes. An application’s overall aesthetic also influences whether people will embrace it, and here too Slab gets high marks. Although we recognize that what qualifies as an attractive design is a matter of opinion, we believe many people will find Slab’s uncluttered interface appealing. Additionally, Slab allows for some customization, with the ability to upload header images on certain pages (see an example below). As a bonus, Slab’s colorful logo helps Slab stand out in your browser when you have several tabs open.

• Cost: For nonprofits, cost is always going to be an important variable. All the applications we’ve mentioned offer discounts for nonprofits, including Slab. Slab is free for nonprofits and for teams with 10 or fewer people. For businesses with teams larger than 10 and to access premium features, Slab offers several paid tiers, which start at $6.67 user/month (paid annually).

You can learn more about Slab’s features in our post Simplify Your Knowledge Management System with Slab.

SUMMARY: KEY POINTS ABOUT CONTENT LIBRARIES

If you work on proposals, you probably have found yourself answering the same questions repeatedly. These questions could be about roles and responsibilities, organizational history and structure, or your organization’s mission, direction, and expertise. You may also find yourself having to prepare certain types of graphics frequently, such as results frameworks and organizational charts.

A content library can save time during proposal preparation by providing high-quality examples of commonly used proposal components.

If your content library consists of “best of” graphics and responses to common proposal sections, you’ll always have current, high-quality material to address common requirements. In addition to serving as a reference library and a source of inspiration, the text and graphics saved in a content library can be used in new proposals, either as-is or with only minor tweaks.

For a content library to serve its intended purpose, it needs to be continually monitored and updated.

Your content library should be stored on a software platform that makes it easy to save, find, and share different types and forms of content, from graphics and fragments of text to entire documents.

Many organizations use the Microsoft or Google suite of products to create, manage, share, and store information. Both Microsoft and Google, through OneDrive and Google Drive, can be used to create a content library.

If you are not limited to Microsoft and Google, you might want to explore using knowledge management tools like Slab or Notion to house your content library.

An advantage of using Slab or Notion is that they allow you to save various file types and generate, share, and update information in the form of notes, making them ideal for cataloging excerpts from longer documents.

Microsoft, Google, Slab, and Notion all offer either discounted or free plans for nonprofits, removing cost as a barrier so you can focus on what will work best for your organization.