A practical guide to choosing the right content workflow solution

Producing content at scale is not easy. There are too many moving parts—samples, shoot schedules, approvals, last-minute changes—and if your workflow isn’t built to handle that chaos, things start slipping. Deadlines get missed. Costs spiral. Teams waste time chasing files instead of creating content.

The truth is, not every content workflow solution is built to handle the complexity of high-volume production. Pick the wrong one, and you’re stuck with clunky processes, endless back-and-forth, and a system that feels like more work than the work itself.

Not ideal.

So before committing to one, ask yourself: Does it actually solve the problems you deal with every day? Let’s get into what really matters.

Not all workflow solutions are equal—here’s what to consider

Choosing a content workflow solution isn’t just another software decision, it’s the backbone of your production process. The right one keeps projects moving, eliminates bottlenecks, and makes collaboration effortless. The wrong one slows everything down, frustrates your team, and costs more in wasted time than you ever planned for.

Here’s what to check before you commit:

1. 1. Ease of use
      A tool is only useful if people actually use it. Complicated systems with clunky interfaces slow teams down. Look for something intuitive—your team should be able to jump in without extensive training, having to read multiple help articles or constant IT support. The faster the onboarding, the quicker you see results.

   2. Configurability & flexibility
      No two studios or brands work the same way. A rigid workflow system forces you to adapt to it, instead of the other way around. Your solution should let you configure workflows and task structures to fit your existing processes, not disrupt them.

   3. Scalability
      Your content production isn’t standing still. Whether you’re scaling up campaigns, adding new product lines, or expanding your team, your workflow solution should grow with you. If it starts lagging or breaking when volumes increase, you’ll be back to square one—looking for a new tool.

   4. Collaboration features
      Content production is a team sport. Everyone—producers, editors, designers, marketing, and external vendors—needs to be on the same page. Features like centralised feedback, version tracking, and real-time updates ensure nothing slips through the cracks (or gets lost in endless email chains).

   5. Integrations
      No one wants another standalone tool that doesn’t talk to the rest of their tech stack. Your workflow solution should integrate seamlessly with DAMs, PIMs, ERPs, and project management tools. If you have to constantly jump between systems to get things done, that’s a red flag.

   6. Reporting & analytics
      Gut feelings don’t scale—data does. A solid reporting system helps you spot delays, measure efficiency, and optimise workflows. Without visibility into what’s working (and what’s not), improving your process becomes a guessing game.

   7. Automation capabilities
      Repetitive tasks eat up time that could be spent on actual creative work. Automated workflows, approvals, retouching and asset routing keep things moving without manual intervention. Less clicking, more creating.

   8. Support & onboarding
      Even the best systems have a learning curve. A strong customer support team and a structured onboarding process make the transition smoother. If a platform leaves you to figure everything out on your own, expect a slow and painful rollout.

   9. Security & compliance
      Your content and data need to be protected. Whether it’s brand assets, product images, or sensitive brand information, make sure the platform follows industry standards for security and compliance. Because data breaches and lost files are a huge liability.

   10. Proven track record
       Who else is using it? If leading brands and studios trust a solution, it’s usually a good sign. Case studies, testimonials, and real-world examples can give you a clear picture of how well the platform performs in actual production environments.

Red flags to watch out for

Not every workflow solution lives up to its promises. Watch out for signs that a platform might cause more headaches than it solves, such as:

• Hidden costs: The base price looks great… until you realise essential features cost extra. If pricing isn’t transparent, expect surprises down the line.
• Rigid processes: If the tool forces you into workflows you can’t adapt, it’ll slow you down. You need something flexible enough to fit your studio—not the other way around.
• Minimal or no support: A solution is only as good as its support. If help seems hard to reach or takes forever to respond, that’s a recipe for frustration down the line.
  
• DIY setup: While configurability is important, solutions that require excessive self-configuration can become a time sink and lead to inconsistent results.

Recognising these warning signs early can save you from investing in a solution that creates more problems than it solves.

Why Lets Flo?

Choosing the right content workflow solution is all about finding a system that actually makes production easier, faster, and more organised. That’s exactly what Lets Flo does.

Designed for brands and retailers, Lets Flo streamlines everything from sample tracking to final asset delivery. No more chasing approvals across emails, losing track of products, or scrambling to meet deadlines. With Lets Flo, teams stay in sync, content moves seamlessly through every stage, and last-minute chaos becomes a thing of the past.

Here’s why brands trust Lets Flo:

• Intuitive & easy to use – No unnecessary complexity, just a clean, user-friendly interface that teams can pick up quickly.
• Scales with you – Handles everything from small teams to high-volume production for global brands.
• Seamless integrations – Connects effortlessly with DAMs, PIMs, ERPs, and more.
• Smart workflows – Eliminates repetitive tasks so your team can focus on what matters—creating high-quality content.
• Real support, not just a help centre – Dedicated onboarding and expert guidance when you need it.

The Lets Flo bonus—fully managed configurations

Most workflow tools expect you to figure out new configurations yourself, wasting valuable time learning the system instead of getting work done. Lets Flo does things differently.

With fully managed configuration, our customer success team takes your requirements, implements and tests them, and ensures everything runs smoothly without breaking. We handle the heavy lifting so you can focus on production, not system setup.

With Lets Flo, you don’t just get a tool, you get a team that ensures it works exactly how you need it to.