The Uncomfortable Truth About Patient-Centered Design in Health Tech that I Learned at CES 2026

The Uncomfortable Truth About Patient-Centered Design in Health Tech that I Learned at CES 2026

AI Caregiving Health Tech Med Tech UX

I went to the CES 2026’s Digital Health Summit in my new city of Las Vegas, and yes, I oohed and ahhed at the dancing robots and awesome cars and vehicles on display.

But this isn’t your usual “look at this shiny new device” content you’ll see everywhere else about CES. I’m going to share the hard truths that came directly from patients, caregivers, and the organizations who represent them.

If you’re building healthtech, this is what your users are actually saying about what works, what doesn’t, and what they desperately need you to stop doing. Let’s go!

Contents


Left to right: Jennifer Goldsack, Randall Rutta, Alice Pomponio, Jake Heller, and Yuge Xiao

Product Design Failures Nobody Talks About

Your product design isn’t neutral

Randy Rutta from The National Health Council shared a couple of stories that should make every product team pause:

  1. A major pharma company launched inhalable insulin with all the confidence in the world. The technology was solid, and the marketing was ready, but it flopped completely because they never asked patients if they’d actually use it.

    It turns out that people managing diabetes need precision. Something sprayed into your lungs doesn’t feel precise, even if the science says it is. Plus, patients hated the inhaler design itself. Simple focus groups made of their target user base would have caught both issues before millions were spent on development and launch.
  1. Another story hit even harder for me as a Black woman. Randy said a Black woman refused to wear a health monitoring device because it was a bulky black device on her waistband that made her afraid of being stopped by police. Her solution was painfully simple: “If it came in pink, it would have changed everything for me.”

This isn’t about inclusion for inclusion’s sake. It’s about building products that don’t put users at risk. Product design is literally life-or-death for some users.

Randy also mentioned patients with eczema and psoriasis who can’t wear certain devices because they’re too sensitive to materials touching their skin. That’s a deal-breaker for entire patient populations—a product design consideration that could eliminate your addressable market if you ignore it.

Engage patients early or pay later

Alice Pomponio from American Cancer Society’s venture capital arm sees this pattern constantly. You have to think beyond product features to systemic change. She asks founders: “What is not only the short-term product development strategy, but also the longer-term healthcare systemic step change you’re planning to deliver?”

Get patient voices around your cap table. Diversify your board perspective. Even if you have a great management team with good intentions, without a board that supports patient-centered decisions, you’ll lose the opportunity to make cost-effective strategic choices upfront.

It’s cheaper to fix problems during design than during M&A negotiations when your product strategy determines your acquisition price.

Women’s Health Tech Is Broken

Left to right: Sheena Franklin and Maya Friedman

Women are done waiting for tech that works for THEM

Sheena Franklin of K’ept Health interviewed Maya Friedman from Tidepool about how healthtech uses males as the default for AI.

Maya dropped a statistic that should embarrass the entire diabetes tech industry: 70% of women with type 1 diabetes experience insulin sensitivity changes around their menstrual cycles, but there are NO clinical guidelines or algorithms designed for this. Nothing. So women have to manually adjust their diabetes management systems every single month because the technology assumes their bodies work like men’s bodies.

“We need to stop thinking about women’s health as reproductive health. 𝘌𝘷𝘦𝘳𝘺 𝘴𝘪𝘯𝘨𝘭𝘦 𝘩𝘦𝘢𝘭𝘵𝘩𝘤𝘢𝘳𝘦 𝘤𝘰𝘮𝘱𝘢𝘯𝘺 𝘯𝘦𝘦𝘥𝘴 𝘪𝘯𝘧𝘳𝘢𝘴𝘵𝘳𝘶𝘤𝘵𝘶𝘳𝘦 𝘧𝘰𝘳 𝘥𝘢𝘵𝘢 𝘤𝘰𝘭𝘭𝘦𝘤𝘵𝘪𝘰𝘯 𝘢𝘵 𝘵𝘩𝘦 𝘪𝘯𝘵𝘦𝘳𝘴𝘦𝘤𝘵𝘪𝘰𝘯 𝘰𝘧 𝘸𝘰𝘮𝘦𝘯’𝘴 𝘩𝘦𝘢𝘭𝘵𝘩.”

The data gap is massive

Maya Friedman

Maya referenced a project called “The Library of Missing Data Sets,” an art exhibition of hundreds of empty filing cabinets labeled with data sets that don’t exist across different industries. When you look at what’s missing, you see where biases already exist in healthcare.

As AI becomes more prevalent, these data gaps will replicate the same biases we’re trying to fix. That’s why every healthcare technology company needs infrastructure for data collection at the intersection of women’s health. Not as a “nice to have.” As a business requirement.

Tidepool partnered with Oura to build the largest longitudinal data set of diabetes device data combined with biometric data. They’re distributing Oura rings to thousands of users already on the Tidepool platform. The data will include:

  • Activity tracking
  • Sleep patterns
  • Menstrual cycle data
  • Diabetes device data from the same individuals
  • Health surveys for contextual data

This is what infrastructure looks like when you take women’s health seriously.

Algorithms need to be smarter

Maya’s immediate priority: building algorithms that aren’t “cycle agnostic.” She wants systems that account for 30-day hormonal patterns, not just 72-hour learning horizons.

Women are not just tiny men. We have different needs. We need to display different data. We need algorithms that are potentially different for women versus men.” – Maya Friedman, Tidepool

And yes, that means maintaining multiple versions of products.

Yes, it’s more expensive. But it’s also addressing the actual market need instead of pretending half the population doesn’t exist.

It’s not just about menstrual cycles

Maya’s longer-term vision includes AI models that are dynamic across different reproductive milestones. What does an algorithm look like for someone in perimenopause who isn’t having regular periods? What are the learning horizons for that system?

The real moonshot? A fully closed-loop system that accounts for polycystic ovarian syndrome (PCOS), type 1 diabetes, and menstrual cycles without requiring patient interaction at all.

Women need tech that doesn’t make them choose between their health needs and their time.

Accessibility Creates Market Opportunities, Not Limitations

Left to right: Steve Ewell and Peter Kaldes

Peter Kaldes, CEO of Next50 Foundation, delivered a message that should change how every product designer thinks about their addressable market: “Guess what? You still have a point of view over 50. You still have buying power at 60. You can still use your iPhone at 70, and you need really great technology in the 80s and your 90s.”

Most product designers are under 35. Most assume older adults are technology Luddites. The data proves this assumption is completely wrong.

The buying power is enormous

The over-50 population has more buying power than younger generations. Yet, healthtech companies consistently ignore this market or, worse, design products that stigmatize older users. Peter’s frustration was that was crystal-clear:

“I’ve had conversations with some companies like, where are we going to find [older users to test with]? Well, why don’t you try, first of all, start with your company, and second of all, why don’t you start partnering with community organizations that have access to all these people. This is not hard. It’s just getting people out of their comfort zone.” – Peter Kaldes

Dual generational use is smart design

Peter loves technologies that serve multiple generations. If it’s good for older adults, it’s good for everyone. Examples he highlighted:

  • Hearing technology embedded in glasses to reduce stigma around hearing aids
  • AI tools that coordinate healthcare appointments along with transportation and nearby housing options
  • Financial fraud protection that helps older adults without treating them like children
Left to right: Meg Barron, Dominic King and Myechia Minter-Jordan

AARP CEO Myechia Minter-Jordan shared specific examples of products in AARP’s booth that reduce stigma:

  • Sneakers designed to prevent falls that look like regular athletic shoes (they appear to have laces, though velcro is involved)
  • Glasses with closed captions for people with hearing impairments
  • Glasses with hearing aids built into the stems (partnered with Sadika)

“We want to ensure tools don’t further stigmatize us but allow us to live with dignity and age well.” – Myechia Minter-Jordan

The accessibility-to-mainstream pipeline

Left to right: Natalie Zundel, Griffen Stapp, Ryan Easterly and Jack Walters

Griffen Stapp from Ability Central pointed out something product teams consistently miss: Products designed FOR the disability community often get adopted by everyone. But products made for the general population rarely get adapted later.

Examples are everywhere. Curb cuts help wheelchair users, but they also help parents with strollers, delivery workers with hand trucks, and travelers with rolling luggage. Closed captioning helps deaf users, but also people watching videos in noisy environments or practicing language skills.

Build accessibility in from day one, or you’re leaving both impact and revenue on the table.

Adaptable frameworks beat one-size-fits-all

Jack Walters, co-founder of HapWare (winner of the CTA Foundation Innovation Challenge), explained their approach: “Not everyone’s going to have similar care or similar treatments, so you need to be able to adapt to all those different types of needs and necessities in the community.”

They involve the disability community in design from the start, knowing common pain points and anticipating when certain issues might come up. That’s how you build solutions that actually solve problems instead of creating new friction.

Continuous Monitoring Changes Patient Behavior (Without Doctor Visits)

Left to right: Ami Bhatt, Tom Hale, Lucienne Ide and Jack Leach

Tom Hale, CEO of Oura, explained why continuous data matters more than episodic measurements: “Normal isn’t 98.6 degrees. Normal is what’s normal for you, and being able to see that deviation from the baseline allows us to make predictions.”

Oura’s “symptom radar” looks at temperature, heart rate, and other biometrics to predict when you might be getting sick—days before symptoms appear. That’s the intervention window where you can actually change behavior and potentially avoid getting sick entirely.

Patients change behavior when they see their own data

Jake Leach from Dexcom shared a pivotal study from the early days of continuous glucose monitoring. For years, the standard of care for diabetes was finger pricks, which are episodic, painful, and limited.

They ran a study where they put sensors on patients continuously measuring glucose, but they didn’t show patients the data for a week. They just collected baseline information. Then they turned on the display.

Within a day, people started making behavior changes based solely on their own knowledge of their disease and this information they’d never had before. No doctor intervention. No coaching. Just visibility into their own patterns.

The infrastructure problem doctors face

Source: Somebody Digital

Doctors are drowning in data with no infrastructure to process it.

Lucienne Ide from Rimidi left clinical medicine because she was disappointed by how electronic health records (EHRs) were implemented. She expected digital records with clinical decision support layered on top. Instead, she got data dumps with no insights.

As she put it: “I don’t know a single doctor who’s saying, ‘If only I had more data, I would be a better clinician.'”

What doctors need is not more data, but clinical decision support that turns data into actionable insights.

Tom from Oura said one doctor told him: “I want the Oura ring to give me information as if it was written by another doctor. Basically, a consult. Here’s what I know about this patient in clinical terms, and this is the information you need. Everything else, don’t give it to me.”

That’s the responsibility of device companies: Don’t just collect data. Provide insights that save clinicians time and help them make better decisions faster.

Prevention requires behavior change at scale

The consensus was clear: behavior change is what moves the needle on long-term health outcomes. Not medications or procedures. Sleep well, eat well, manage stress, and stay balanced.

Healthcare has failed at behavior change for 75 years because it requires data, user experience (UX), engagement, education, and reinforcement. Doctors don’t have time for that level of ongoing support. Educational content alone doesn’t work because people don’t retain or apply it without reinforcement.

But continuous monitoring combined with AI and smartphone engagement is the combination that finally makes prevention scalable.

As Ami Bhatt from the American College of Cardiology noted, “What has my attention besides my kids? My phone. And I’m looking at that, and that’s the power.”

AI That Actually Helps, Not Hypes

Source: Oxio Health

Dominic King from Microsoft AI cut through all the conference noise:

“The biggest challenge in healthcare today is the mismatch between global demand and constrained supply.” – Dominic King

AI isn’t replacing doctors. It’s closing the gap between what people need and what the healthcare system can deliver.

The future is proactive health companions

Chatbot woman and robot conversation

5 years ago, AI was good at classification and spotting single problems. Now we have thinking and reasoning models that can pass the same exams physicians take, often at higher rates than human test-takers.

Dominic’s vision for 5 years from now is A health companion that you wake up and it’s sitting in the background, doing the hard work for you and being more proactive. At the moment, everything is still very reactive.”

This means:

  • Identifying sleep issues before they compound
  • Flagging medication adherence problems
  • Coordinating complex care across multiple providers
  • Helping people navigate fragmented healthcare systems
  • Providing specialized opinions even in rural areas

The caregiver opportunity is massive

Myechia shared that one in four Americans are caregivers right now (63 million Americans). If you’re not currently a caregiver or need care yourself, one day you will be.

AI tools can help caregivers:

  • Communicate with provider teams more effectively
  • Ensure loved ones are safe at home
  • Coordinate the “universe of appointments” that comes with aging
  • Reduce information asymmetry (where only people with medical training understand how systems work)

The key is addressing privacy and data concerns upfront, not as barriers to innovation but as facilitators of trust.

The co-design imperative

Dominic emphasized that co-design is critically important. Building WITH users instead of just FOR them avoids the problems we see when products hit the real world.

At Microsoft, they’re seeing 50 to 60 million health questions a day through Copilot. That’s enormous insight into what people actually need help with.

But as he noted, “A lot of founders are young. They don’t have a good idea of what it’s like to be elderly or sick.”

That’s why bringing your end users (patients, clinicians, caregivers) into the development process isn’t optional. It’s the difference between building something that works versus something that sits unused.

The Digital Equity Gap Nobody’s Solving

Left to right: Steve Ewell and Peter Kaldes

Steve Ewell, Executive Director of CTA Foundation, laid out what he calls “the three legs of the stool” for digital equity:

“You need the hardware, you need the broadband access, and then you need the support and education to go along with it. And so often that last one is left off.” – Steve Ewell

That last leg of support and education is where healthcare technology adoption actually lives or dies.

Tech alone isn’t enough

Peter Kaldes from Next50 Foundation added context that should worry anyone in healthtech: nonprofits doing the heavy lifting of digital equity training are facing unprecedented cuts to federal grants.

As Peter noted: “I love going to an Apple Store and seeing these free classes, but you have to find an Apple Store which are not in the neighborhoods that need the help the most.”

The communities that need technology training the most are the least likely to have access to it. And the organizations that bridge that gap are losing funding.

The clinical trial proof

Source: Anatomy.app

Dexcom is running large clinical trials where half the participants come from underserved communities specifically to prove the technology works equally well regardless of service level. They want hard data showing these tools aren’t just for people with resources.

Rimidi partnered with community health centers during COVID to monitor high-risk pregnancies remotely using blood pressure monitors and texting protocols. They tracked engagement by ethnicity and primary language.

There was no difference in engagement. Everyone has a smartphone in that demographic (women of childbearing age), and everyone can text.

This proves that engagement isn’t the problem. The problem is getting access to the infrastructure and training on how to use it.

Mission-aligned capital as the solution

Source: Next50 Foundation

Next50 Foundation is one of the first private foundations to invest 100% of their endowment in aging-focused companies and infrastructure. Not just grant-making, but the other 95% of their capital.

They created an aging investment framework with JP Morgan that looks at four themes:

  1. Health
  2. Social connectivity (including technology)
  3. Economic opportunity (workforce and financial vehicles for longer lives)
  4. Built environment (mobility, housing, accessibility)

As of December, about 75% of their endowment was invested in this framework, and Peter offered a challenge to the investment community:

What if capital actually had values? Climate investors have successfully made money and helped power cleaner energy. The same can be true for aging. How can we possibly ignore that the globe is aging?” – Peter Kaldes

They also launched a new nonprofit called Leverage focused on advancing policies in Colorado to make aging more affordable—housing, living wages, caregiving resources.

Because you can’t solve systemic problems with technology alone. You need policy change too.

Patient Voices Need to Drive Startup Decisions

Jake Heller from Citizen Health is building AI tools that help patients with rare diseases query their own medical records and advocate for themselves at doctor’s appointments.

His philosophy: “Putting patients in the driver’s seat is one of the biggest opportunities we have right now.”

The journaling and documentation problem

Doctor and patient POCs

Sometimes when people with rare or complex diseases go to appointments and talk about their concerns, doctors don’t believe them. These patients need help translating their own experience in a way that clinicians will take seriously.

Citizen Health helps patients journal their symptoms and experiences, then presents that data in clinical terms. “Here’s a video of my daughter having this specific type of seizure. Here are the journal entries. Here’s how this has changed over time.”

That’s advocacy powered by data and AI.

The time-to-diagnosis crisis

Randy pointed out that if you have an autoimmune disease, it could be 3, 5, or even 7 years before diagnosis. For healthcare innovation, it can take 7 years just to move something through an FDA process.

Those time frames compound into suffering that’s completely preventable if we had better systems and patient input earlier in development cycles.

Patient organizations are ready to help. They’re trusted by their communities. They can broker relationships, speed recruitment, help startups get from lab to market faster with products that patients will actually use and that payers will actually reimburse.

The startup trap to avoid

Source: National Institute for Health and Care Research (NIHR)

Alice warned about companies that design products, then go looking for users to validate decisions they already made.

That’s backwards. Instead you should:

  • Find patient voices early.
  • Put them on advisory boards.
  • Include them in design sprints.
  • Listen to their feedback even when it’s uncomfortable or expensive to implement.

The successful companies in her portfolio think about long-term systemic change, not just short-term product development metrics.

What Healthtech Companies Need to Do Differently

The patient community isn’t a barrier to innovation. They’re the key to building products that actually work.

Stop designing in the dark

Source: Patient Better

If you’re building healthtech without continuous patient input, you’re wasting resources. You’ll miss market opportunities. You’ll build products that don’t get used or that put certain populations at risk.

Randy’s message was clear: “Come to us, and we will broker that relationship, because in the end, you’ll be more successful, and the patient community will get a better result.”

Measure what matters

Myechia challenged the AI industry on how they measure success: Don’t count the number of tools or features. Measure whether you’re closing the gap between lifespan and health span.

That gap is currently 13 years, which is the difference between how long people live and how many of those years are healthy years. If your technology doesn’t move that number, what’s the point?

Think systemically, not just tactically

Source: IQ Eye

Every speaker emphasized that technology is only one piece of a larger puzzle. You also need:

  • Policy changes that support adoption
  • Payment models that reward prevention
  • Training infrastructure for underserved communities
  • Clinical decision support that turns data into insights
  • Algorithms that account for biological differences across populations

If you’re only focused on your device or platform, you’re missing the bigger picture of how healthcare actually works.

The sales enablement angle

All of these insights about patient needs, accessibility requirements, women’s health gaps, digital equity challenges are the stories your prospects need to hear during long sales cycles.

B2B healthtech sales aren’t quick. You’re selling to health systems, payers, and large provider networks. The buying committees are complex. The evaluation periods stretch for months.

That’s exactly when prospects go cold or arrive at sales calls unprepared.

Daree headshot R side arms folded

I create educational email courses to bridge that gap. They keep prospects engaged with the exact kind of patient-centered insights I heard at CES. They position your company as one that understands real-world healthcare challenges, not just technology features.

In 2026 and beyond, healthtech companies that want to win understand their users deeply enough to build products those users will actually want, trust, and use.

The Measurement Challenge

A woman helping her elderly mother in a wheelchair

How do you know if you’re succeeding at patient-centered design? Myechia offered a simple test: “What do you want your life to look like at 75?”

You probably want to:

  • Stay in your home
  • Feel healthy
  • Stay empowered
  • Have information flow easily between you and loved ones
  • Remain connected to family and physicians
  • Be safe at home
  • Engage in daily activities with ease and without pain
  • Understand your medical information and chronic diseases
  • Control who has access to your data
  • Have a care plan you can execute yourself
  • Receive information you trust and can use readily

If your tech helps people achieve any of those goals, you’re on the right track. If it doesn’t, you need to rethink your approach.

Final Thoughts

CES 2026’s Digital Health Summit covered the hard work of actually listening to patients, caregivers, and the communities being served.

Startups who want to be successful in healthtech aren’t the ones chasing the next funding round or the flashiest AI feature. They’re the ones asking better questions:

  • Have we talked to patients who look different from our team?
  • Does our product work for women’s bodies, not just male bodies?
  • Can older adults use this without feeling stigmatized?
  • What infrastructure needs to exist beyond our technology?
  • Are we solving a real problem or just building something technically impressive?

Those questions lead to products that get adopted, outcomes that improve, and companies that actually make a difference. That’s the kind of healthtech worth building.


Make User-Centered FAQ Pages that Actually Help Your Potential Customers

Make User-Centered FAQ Pages that Actually Help Your Potential Customers

Content Marketing Copywriting UX

Imagine that one of your potential or current customers is desperately seeking help, and they land on your website. They find your FAQ page, scroll through dozens of entries about your “mission” and “values,” but can’t find the simple answer they need.

They leave and go on to the next website, still searching for answers. You’ve lost them.

91% of customers say they’d use an online knowledge base if it met their needs, but most FAQ pages fail them. They’re filled with corporate jargon and questions nobody actually asks.

The problem isn’t that FAQs don’t work—it’s that most companies build them backwards. They write questions they want to answer instead of questions customers actually ask. This guide shows you how to flip that script. You’ll learn exactly how to find the real questions your users are asking, organize them so people can actually find answers, and create an FAQ section that builds trust instead of frustration.

Contents

Source: ThirdEyeDesigners

Why Most FAQ Pages Are Inadequate

Most companies treat their FAQ section as a place to dump corporate talking points. They use it to explain policies that benefit the company, not to solve customer problems.

If your FAQ page isn’t helping people, it’s a waste of time.

The disconnect between company priorities and user needs

When you write “What makes our company special?” instead of “How do I return a damaged item?”, you’re wasting everyone’s time. Customers don’t care about your award-winning customer service philosophy when they’re trying to figure out shipping costs.

67% of customers prefer self-service over speaking to a company representative. They’ll only use self-service if it actually works.

But when your FAQ is full of vague answers and marketing speak, you force people to contact support anyway. That ineffective FAQ page increases your costs and frustrates your customers.

The cost of poor FAQs

Poor FAQs have real business consequences. They lead to:

  • Increased support tickets and calls for simple questions you could’ve answered online
  • Cart abandonment when shoppers can’t find basic information
  • Lost sales because customers give up and go to competitors
  • Damaged credibility when your “Help” section doesn’t actually help

Instead, of thinking about what you want to say, start thinking about what your customers need to know.

How to Find The Questions Your Customers Ask

You don’t need to guess what questions to answer. Your customers are already telling you—you just need to listen. Here’s where to find the real questions that matter.

Mine your customer support tickets and email inquiries

Your support inbox is a goldmine. Every ticket represents a question your FAQ should’ve answered but didn’t.

  • Start by reviewing your last 200 support tickets or inquiries. Look for patterns. You’ll notice the same questions appearing again and again.

    According to customer service data, about 70% of support inquiries fall into just 10 to 15 common question categories. Those repeated questions belong in your FAQ.
  • Pay attention to the exact words customers use. If 10 people ask “Can I change my order after I place it?” that’s an FAQ question.


Check your live chat transcripts

Live chat shows you what confuses people in real-time. Unlike support tickets, chat transcripts capture the moment of confusion. You can see exactly where customers get stuck in their journey.

Review 50 to 100 recent chat sessions or comments. Which pages do people visit where questions come up? If everyone chatting from your pricing page asks the same question, you need to add that to your FAQ.

Analyze your website search data

Your internal search bar tells you what people can’t find on their own. Log into your website analytics and pull up your site search reports.

Listen on social media

People ask questions on social media because they couldn’t find answers on your website. Check your:

  • Facebook and Instagram comments on your posts
  • Twitter mentions and DMs
  • LinkedIn company page comments
  • YouTube video comments if you have a channel

You’ll find questions you never thought to address. Social media gives you unfiltered feedback about what confuses people or what they wish you’d explain better.

Read your product and service reviews

Reviews aren’t just about ratings—they’re full of questions and confusion. Browse your reviews on your site, Amazon, Google, TrustPilot, Yelp, or industry-specific platforms.

Look for reviews that mention confusion or difficulty. Comments like “I wish I’d known this before buying” or “It would be helpful if they explained…” show you missing FAQ topics.

85% of consumers read up to 10 reviews before making a purchase decision, so addressing concerns in your FAQ can directly impact sales.

Talk to your sales and support teams

Your front-line teams hear everything. They know which questions come up daily and which explanations customers struggle to understand.

Schedule monthly FAQ check-ins with these teams. Ask: “What questions did you answer this week that we should add to the FAQ?” They’ll give you specific, actionable insights you can’t get from data alone.

The Best Research Methods to Find User Intent in Searches

Finding questions is step one. You need to understand why people ask them and how they think about their problems.

Set up a tagging system

Create a simple system to categorize every support inquiry. You can use tags like:

  • Pre-purchase questions
  • Shipping and delivery
  • Returns and refunds
  • Account issues
  • Technical problems

Tag at least 100 tickets/emails to find customers’ search patterns. You’ll quickly see which categories generate the most questions. Companies using structured ticket categorization reduced response times by 36%.

Track question frequency in a spreadsheet

Build a simple spreadsheet with columns for:

  • The question (in customer’s words)
  • How many times it appeared
  • Which channel it came from
  • Priority level (high/medium/low)

Update it weekly. Questions that appear 10+ times are high priority for your FAQ. Questions that appear once might not need to be there at all.

Use keyword research tools

Toolbox with different SEO monitoring icons

Tools like Google’s “People Also Ask” feature, Answer the Public, and your SEO platform show you what people search for online.

Enter your main topic and see what questions Google suggests. If Google thinks these questions are important enough to show in search results, they should probably be in your FAQ. Research shows “People Also Ask” (PAA) boxes appear in 85% of Google search results, making them a reliable indicator of common questions.

Run card sorting exercises with real users

Source: Interaction Design

Card sorting helps you understand how people naturally group information.

Test with 5 to 10 people from your target audience. Give your research participants 20 to 30 FAQ topics written on cards (physical or digital). Ask them to organize the cards into groups that make sense to them.

This is a great way to learn how they think about your content. Maybe they group all payment questions together, while you had them scattered across “Billing,” “Subscriptions,” and “Refunds.” Use their mental model to design the structure of your FAQs.

Conduct user testing on your current FAQ

Watch real people try to use your existing FAQ. Give them specific tasks like “Find out how to cancel your subscription” and observe where they struggle.

You can test with just 5 participants to see 85% of usability problems. You’ll see which questions are hard to find, which answers are confusing, and where your organization breaks down.

Write Answers That Actually Help People

Source: VRBO

Finding the right questions matters, but your answers need to deliver. Here’s how to write FAQ answers that people can actually use.

Use your customer’s language

Write like your customers talk, not like your legal team talks. If customers say “cancel,” don’t write “terminate your subscription agreement.” If they say “broken,” don’t write “manufacturing defect.”

Review 10 support tickets and note the exact phrases customers use. Those phrases become your FAQ vocabulary. Plain language improves comprehension. Readers with low literacy skills understand 70% of plain language content compared to just 30% of complex text.

Front-load the answer

Don’t make people read three paragraphs to find what they need. Start with the answer, then add details if needed.

  • Poor: “Our company values customer satisfaction. We’ve designed our return policy with flexibility in mind. After careful consideration of industry standards…”
  • Way Better: “You can return items within 30 days for a full refund. Keep your receipt and original packaging.”

The second version respects your reader’s time.

Keep answers scannable

Source: Ahrefs

Most people scan—they don’t read word by word. Make scanning easy with:

  • Short paragraphs (2-3 sentences max)
  • Bullet points for lists or steps
  • Bold text for key information
  • Clear headers that describe what’s in each section

People only read only 20-28% of words on an average web page. Make those words count.

Include specific examples

Abstract answers create more confusion. Concrete examples make everything clear.

  • Instead of: “Shipping times vary based on your location.”
  • Write: “Shipping takes 2-3 business days within the continental US, 5 to 7 days to Alaska and Hawaii, and 7 to 10 days internationally.”

Numbers, timeframes, and specifics eliminate ambiguity.

Add visuals when they help

Some answers work better with screenshots, diagrams, or short videos. If you’re explaining how to use a feature, a 30-second video beats 300 words of text.

But only add visuals when they actually clarify something. Don’t add images just for decoration. Every element should have a purpose.

Smart Ways To Organize Your FAQ Architecture

Source: ResearchGate

Even perfect answers won’t help if people can’t find them. Your FAQ structure determines whether users get help or give up.

Group by the customer journey stage

Source: Funnelytics

Organize questions around where customers are in their relationship with you.

Before buying:

  • Pricing and payment options
  • Product features and specifications
  • Shipping and delivery

During use:

  • Getting started guides
  • Common tasks and how-tos
  • Tips for better results

When there’s a problem:

  • Troubleshooting steps
  • Returns and refunds
  • Contacting support

This structure matches how people think. A potential customer doesn’t want to wade through troubleshooting questions. (Someone with a broken product doesn’t care about your payment plans.)

Create clear categories with descriptive names

Your category names should be obvious. Don’t get creative here—clear beats clever.

Clear, intuitive category names:

  • Orders and Shipping
  • Returns and Refunds
  • Account and Billing
  • Technical Support

Unhelpful category names:

  • Getting Started (too vague)
  • Miscellaneous (meaningless)
  • Customer Care (what does this include?)

Clear labeling can improve task completion rates by up to 35%.

Make your search function work hard

Source: SearchStax

Your FAQ search needs to be smart. But building a fancy search function might not be realistic or necessary.

  • If you have fewer than 25 FAQ questions, you probably don’t need search at all. A simple, well-organized page with clear categories and a table of contents at the top works fine. Users can scan and find what they need quickly.
  • If you’re using a website builder like Squarespace, Wix, or WordPress, many come with basic built-in search. Turn it on if you have it, because even simple search is better than none. Most platforms include this feature in their standard plans.
  • For growing solopreneurs with 50+ FAQs, consider these free options:
    • Use your platform’s native search and make sure your FAQ titles include the exact words customers use
    • Add a “jump to section” table of contents at the top of your FAQ page with clickable links (just like this article)
    • Try Algolia’s free tier (up to 10,000 searches per month) if you need something more powerful
    • Use Google Custom Search Engine (free with ads, or $5/month without ads)

Don’t stress about having the “perfect” search experience. A well-organized FAQ with clear headings and a ctrl+F-friendly structure beats a poorly organized FAQ with expensive search any day.

Don’t make everyone scroll to find common questions. Put your top 5 to 10 questions right at the top of your FAQ page where everyone can see them.

Update this list quarterly based on your analytics. The questions people viewed most last month should be prominently displayed.

Technical SEO For Your FAQ Content

Good FAQs help customers. SEO-optimized FAQs help customers find you in the first place.

Source: RankMath

Use FAQ schema markup

Schema markup is code that tells Google “this is a question and answer.” It can make your FAQs appear in search results as rich snippets; those expanded results that show the question and answer right on the Google search page.

Pages with FAQ schema have been shown to get more clicks than regular listings. It’s worth the technical effort or asking your developer to add it.

Structure each question as a heading

Use H2 or H3 (subheading) tags for your questions (the heading above is an H3). This helps screen readers, improves accessibility, and tells search engines these are important questions.

Don’t just bold your questions, use proper heading tags. Search engines pay attention to headings when deciding what your page is about.

Target long-tail keywords

Long-tail keywords are specific phrases people actually search for. “How do I track my order?” is a long-tail keyword. “Tracking” is not.

Write your FAQ questions the way people search. Google Search Console shows you the exact phrases people use to find your site. Use those phrases as your FAQ questions when relevant.

Source: StickyPins

Over 50% of internet queries use voice search to find answers. Voice searches tend to be longer and more conversational than typed searches.

So for your FAQ page, write questions in natural, conversational language that matches how people speak.

Source: Japanese Class

Maintain And Improve Your FAQs Over Time

Your FAQ isn’t a one-and-done project. It needs regular care to stay useful.

Review quarterly

Set a reminder to review your FAQ every three months. Check that:

  • All information is still accurate
  • Links still work
  • Product features haven’t changed
  • Policies are up to date

Nothing destroys trust like outdated information. If your FAQ says “we ship within 24 hours” but you changed that policy six months ago, you’re creating problems instead of solving them.

Source: Powerslides

Add new questions as they emerge

When you get the same question multiple times, add it to your FAQ page ASAP. Keep your FAQ fresh and responsive to current customer needs.

Archive outdated questions

If a question no longer applies, remove it. Don’t leave it there with a note saying “this feature no longer exists.”

Don’t neglect to update your FAQs because old, irrelevant questions make your FAQ harder to navigate. They waste your users’ time sorting through them, and make your business look sloppy.

Track your FAQ metrics

Guy with braids looking at analytics data lightbulb moment

Use analytics to monitor:

  • Which FAQ questions get the most views
  • How long people spend on FAQ pages
  • Whether people contact support after viewing an FAQ
  • Search terms that lead people to your FAQ

If a question gets 1,000 views a month but your bounce rate is 90%, that answer isn’t working. Test a clearer version and see if engagement improves.

Common FAQ Mistakes To Avoid

Even with good intentions, it’s easy to mess up your FAQ. Watch out for these common problems.

Source: RCR Financial

Writing in corporate voice

Your FAQ should sound like a helpful friend, not a legal document. Compare these examples:

  • Corporate: “Upon receipt of your inquiry, our customer success team will endeavor to provide resolution within the timeframe specified in our service level agreement.”
  • Helpful: “We’ll respond to your message within 24 hours on business days.”

The second version is easier to understand and gets to the point.

Making answers too long

If your answer is three paragraphs long, break it into smaller pieces or use bullet points.

Give people the core answer fast, then add details for those who need them.

Using your FAQ as a dumping ground

Just because someone asked a question once doesn’t mean it needs to be in your FAQ. Focus on questions that come up repeatedly. A FAQ with 200 questions helps nobody—it’s too overwhelming to use.

Forgetting mobile users

More than 50% of web traffic comes from mobile devices. If your FAQ is hard to navigate on a phone, you’re failing most of your audience.

Test your FAQ on your phone right now. Can you easily:

  • Scan the categories?
  • Use the search function?
  • Read the answers without zooming?
  • Navigate back to find another question?

If any of these are difficult, you need to fix your mobile design to give customers a better experience.

Wrap Up

Your FAQ page should be one of your hardest-working assets. When built with real user questions and organized around how people actually think, it reduces support costs, builds trust, and helps customers succeed faster.

The key is to stop guessing what people want to know and start listening to what they’re already asking.

Your customers are searching for answers right now. Give them a FAQ page that actually delivers. Your support team will thank you, your customers will trust you more, and your business will benefit from the reduced friction.

The best FAQ pages don’t feel like FAQs at all—they feel like a helpful friend who knows exactly what you need.


References

Customer Effort Is at an All-Time High — Is Search the Key? (2025). Coveo. Retrieved from https://www.coveo.com/en/resources/reports/2025-cx-relevance-report/

Customer Service Benchmark Report. (2025). Freshworks. Retrieved from https://www.freshworks.com/resources/customer-service-benchmark-report-2025/

CX Trends. (2025). Zendesk. Retrieved from https://www.zendesk.com/customer-experience-trends/

From me to we: The rise of the purpose-led brand. (2018). Accenture. Retrieved from https://www.accenture.com/us-en/insights/strategy/brand-purpose/

Hitches, L. (2024). Structured Data for FAQs: Using FAQ Schema for SEO. Lawrence Hitches. Retrieved from https://www.lawrencehitches.com/faq-schema/

How to optimize your Mobile app for voice search in 2025. (2025). Smarther. Retrieved from https://www.smarther.co/blog/how-to-optimize-your-mobile-app-for-voice-search/

Montii, R. (2023). FAQ Schema: A Guide for Beginners. Search Engine Journal. Retrieved for https://www.searchenginejournal.com/schema-markup-guide/faq-schema/

Nielsen, J. (1997). How Users Read on the Web. Nielsen Norman Group. https://www.nngroup.com/articles/how-users-read-on-the-web/

Nielsen, J. (2000). Why You Only Need to Test with 5 Users. Nielsen Norman Group. Retrieved from https://www.nngroup.com/articles/why-you-only-need-to-test-with-5-users/

Paget, S. (2025). Local Consumer Review Survey 2025. BrightLocal. Retrieved from https://www.brightlocal.com/research/local-consumer-review-survey/

Plain Language Guide Series. (n.d.). Center for Plain Language. Retrieved from https://www.plainlanguage.gov/about/definitions/

Scott, E. (2025). Baymard Institute. Retrieved from https://baymard.com/blog/ecommerce-navigation-best-practice/

The Seventh Edition State of Service Report. (2025). Salesforce. Retrieved from https://www.salesforce.com/resources/research-reports/state-of-service/

Make Your Site Pop: Master These Squint Test Strategies So Visitors See What Matters Most

Make Your Site Pop: Master These Squint Test Strategies So Visitors See What Matters Most

Content Marketing UX

Did you know that users form an opinion about your website in just 50 milliseconds? That’s faster than a blink. And that snap judgment often determines whether someone will stayad or leave.

You’ve spent hours crafting the perfect About page, meticulously describing your coaching methodology or consulting process and ways of working. But when visitors land on your site, they bounce in seconds, because the design is unclear, and hard to read or navigate.

The squint test is a simple technique that can make or break the user experience (UX) of your website. It’s a way to assess the whether websites, social media posts, and marketing materials guide attention effectively.

For solopreneurs like coaches, consultants, content creators, and voice actors, who often wear multiple hats and manage their own marketing, this technique can mean the difference between a visitor who converts and one who clicks away. 94% of users judge a website based on its design within the first impression, and effective visual hierarchy can increase conversion rates by up to 591% when applied strategically.

Contents

What’s the Squint Test?

The squint test is a quick way to make sure users notice the most important parts of a website or app first.

When you squint, details blur and only the strongest elements (shapes, colors, and buttons) stand out. The big picture becomes clear. Elements that grab attention first reveal themselves. Poor contrast disappears into the background.

This simple action works because it mimics how people actually process visual information: people often scan content before deciding to whether to read it.

When someone lands on your coaching website or scrolls past your LinkedIn post, they don’t carefully read every word. Instead, their brain rapidly scans for the most prominent visual elements to decide whether to engage further or move on. So the squint test helps you check whether the main elements of your content, like headlines, buttons, and main sections, are clear and easy to spot, or if they get lost.

For solopreneurs, this matters even more because you’re competing against businesses with dedicated design teams and marketing departments.

When someone searches for “life coach in Denver,” “African American voice actor” or “business consultant for small companies,” your website might appear alongside competitors who’ve invested heavily in professional design and SEO. The squint test levels the playing field by helping you make strategic visual choices that capture attention effectively.

Why visual hierarchy matters for your solo business

In the typical customer journey, potential client finds your website, landing page, or social media profile. Within seconds, they need to understand three things: what you do, who you help, and why they should choose you. If your visual hierarchy doesn’t guide them to these answers quickly, they’ll leave.

Trust signals are even more critical for solopreneurs. Unlike established companies with brand recognition, you’re often building credibility from scratch with each new web visitor.

Source: Jagadeesh Chundru

Your visual hierarchy needs to strategically highlight testimonials, credentials, and social proof to establish authority. Studies show that business credibility depends on website quality, and professional visual hierarchy signals competence before visitors even read your content.

The psychology works in your favor when done right. Clean, organized layouts create a halo effect where visitors assume your services are equally well-organized and professional. This perception can justify charging higher rates and differentiate you from competitors with cluttered, confusing websites.

For voice actors and content creators, visual hierarchy serves additional functions:

  • Portfolio/Demos: Your portfolio needs to guide attention to your best work first.
  • Contact info: Your booking information must be immediately accessible and easy to find. Prospective clients, casting directors and producers will NOT hunt for it–they’ll just move on to the next.

Research shows that conversion-focused design relies heavily on proper visual hierarchy. According to a study by Roger West, strategic use of visual hierarchy can significantly impact conversion rates by guiding users’ attention to key conversion points like calls-to-action (CTAs) and special offers.

Your personality should shine through consistent visual branding that supports your unique voice in a crowded market.

How the Squint Test Works for Better Content Design

Performing a squint test is surprisingly straightforward, but doing it at the right time and in the right way makes the difference.

How to do a squint test

Step 1

Start with your homepage open on your computer screen. Sit back about arm’s length from your monitor, and slowly squint your eyes until text becomes blurry but you can still make out shapes, colors, and general layout. Don’t strain—just gently reduce your vision until details fade. And always test in normal lighting since too much glare or darkness can distort results.

Step 2

Now ask yourself: How do your eyes travel across the page? What grabs your attention first? Is it your headline, a client testimonial, your professional photo, or perhaps a distracting graphic element you never intended to emphasize? The elements that remain most visible when squinting represent what your visitors will notice first.

Design elements to review

Pay attention to these key indicators during your test:

  • Size and spacing create natural focal points. Larger elements command attention, while generous white space around important content makes it stand out. If your call-to-action button disappears when squinting, it’s probably too small or lacks sufficient contrast with surrounding elements.
  • Color and contrast determine visual prominence. High contrast draws the eye, while similar tones blend together. Your most important information should maintain strong contrast even when squinting. If everything looks gray and muddy, your hierarchy needs work.
  • Typography variations should create clear levels of importance. Headlines should remain visible when squinting, subheadings should be secondary, and body text should recede into the background. If all your text looks the same size when blurred, you need stronger typographic hierarchy.

Repeat the test on mobile devices

Go back and repeat steps 1 and 2 with a phone and a tablet, staying about 12 inches from the screen. Mobile visual hierarchy differs significantly from desktop because of screen constraints and different usage patterns. Your squint test results should make sense for both viewing contexts.

Benefits of Using Squint Tests for Readability

When applied correctly, the squint test offers direct benefits to usability and readability.

Customers can digest your content much easier

Users need to process information in the right order. A squint test shows whether your information architecture guides users naturally through your content. When you blur details, the remaining elements should tell a clear story about what’s most important.

It also directly impacts user engagement, as people need clear visual cues to process information efficiently.

Enhanced contrast and color accessibility compliance

The squint test acts as a quick accessibility check. Elements that disappear when you squint likely have insufficient contrast. This is beyond aesthetics—proper contrast ratios are required for web accessibility compliance.

Source: San Diego State University

The Digital.gov accessibility guidelines emphasize creating “a clear hierarchy of importance by placing items on the screen according to their relative level of importance.”

Low contrast creates accessibility problems. The squint test naturally emphasizes contrast, making weak text-to-background combinations easy to spot. 90 million Americans over 40 have vision problems, and 7 million have vision impairment.

Orange you accessible?” featured a case where white text on orange buttons passed both squint tests and WCAG 2.1 color contrast checks. Before the fix, users with vision impairment missed key actions, but afterward, the click-through rate (CTR) improved by 18%.

Better font size and typography decisions

Typography choices become obvious during squint testing. Headers that should stand out but don’t indicate hierarchy problems. Body text that dominates the page suggests sizing issues.

If your body text disappears when squinting, your font size or weight may be too light. Adjusting typography can make a major impact.

NUMI Tech’s study on Typeform showed that the clearest forms were those with single, bold CTAs and solid font weight. People were more likely to finish forms if they quickly identified the main action, driving up completion rates.

Common Design Problems the Squint Test Reveals

Squint testing reveals hidden flaws that traditional review often misses, but many solo business owners unknowingly sabotage their own success with predictable visual hierarchy errors. These mistakes stem from trying to communicate everything at once instead of guiding visitors through a logical information sequence.

Cluttered layouts with too many competing elements

It may seem like everything is important on your website—especially the homepage. Your services, testimonials, about story, contact information, and credentials all compete for attention simultaneously. But when you squint at these sites, nothing stands out clearly because everything’s fighting for visual prominence. Then your web visitors leave because they can’t quickly identify the most relevant information.

Too many elements competing for attention creates visual chaos and overwhelms users. The squint test simplifies the noise, highlighting whether a dominant focus exists.

Ineffective CTA buttons, placement and styling

Source: EngageBay

CTAs that disappear during squint testing signal major conversion problems.

Your primary action button should be the star of your layout. If it vanishes when squinting, it’s likely too small, poorly colored, or positioned incorrectly. Conversion studies show button placement impacts click-through rates and increases revenue by 83%.

Your “Schedule a Discovery Call” or “Download My Free Guide” buttons should be among the most prominent elements when squinting. Yet many solopreneurs bury these important conversion elements in small text or low-contrast colors that disappear during the squint test.

Inconsistent branding across platforms

Your LinkedIn profile, website, email newsletters, and social media posts should pass the squint test with similar visual priorities. If your Instagram posts emphasize completely different elements than your website, you’re confusing potential clients about what matters most.

Web template constraints

Squarespace, Wix, Webflow and WordPress templates come with predetermined visual hierarchies that may not align with your business needs. Many solopreneurs accept these defaults without testing whether they actually guide attention to business-critical information.

Let’s get into more detail on the specific limitations of each platform.

Squarespace

Squarespace has beautiful templates but limits customization.

When performing the squint test on Squarespace sites, you’ll often find that template designers prioritized aesthetic appeal over conversion optimization. The large, gorgeous images that look stunning at full resolution might overwhelm your actual business message when viewed through the squint test lens.

To optimize within Squarespace’s constraints, focus on strategic content placement and typography choices. Use their built-in style editor to increase contrast on important elements. Choose templates where the navigation and primary call-to-action naturally pass the squint test, even if other elements need adjustment.

Wix

Wix provides complete creative freedom, which can be good and bad. The drag-and-drop interface allows you to place elements anywhere, but this freedom often results in layouts that fail basic hierarchy principles if you don’t have design experience.

Use Wix’s built-in design assistance features and grid alignment tools. Test your layouts frequently with the squint test as you build, rather than waiting until the site is complete. Pay special attention to mobile responsiveness, as Wix’s absolute positioning can create hierarchy problems on smaller screens.

Webflow

Webflow is best for advanced, tech savvy users, but offers powerful hierarchy control if you’re willing to learn it. The visual CSS editor allows precise control over typography, spacing, and color without coding knowledge. However, the learning curve can be steep for solopreneurs focused on growing their businesses rather than mastering web design.

WordPress

WordPress offers more flexibility but requires more decision-making.

The abundance of themes and customization options can actually hurt your visual hierarchy if you’re not careful. Many solopreneurs install multiple plugins and design elements that compete for attention, creating visual chaos that fails the squint test dramatically.

When working with WordPress, start with themes specifically designed for service businesses. Look for designs where testimonials, service descriptions, and contact information are visually prominent. Avoid themes with too many sidebar widgets or navigation options that could distract from your primary business goals.

Let’s shift to discussing how to use the squint test for your social media content.

The squint test for social media content

Social media platforms present unique visual hierarchy challenges because you’re competing for attention in crowded feeds with minimal time to make an impression. The squint test becomes even more critical when you have only seconds to capture someone’s interest as they scroll.

LinkedIn

LinkedIn requires professional hierarchy that builds authority.

Your posts need to establish credibility quickly while encouraging engagement. When you squint at successful LinkedIn content from coaches and other solopreneurs, you’ll notice that personal branding elements, key statistics, and clear value propositions remain most visible.

Here’s how you can do the same:

  • Start with an irresistible hook: Structure your LinkedIn posts with strong opening lines that remain readable when squinting.
  • White space and readable design: Use line breaks and formatting to create visual separation.
  • Branded photo: Include your professional photo consistently to build recognition.
  • CTA: Most importantly, ensure your call-to-action (whether it’s commenting, connecting, or visiting your website) stands out visually from surrounding content.

Instagram

Instagram demands immediate visual impact since the platform is inherently visual.

Your images need to pass the squint test independently of text elements. This is particularly important for content creators and voice actors who rely on visual storytelling to showcase their personality and expertise.

Test your Instagram posts by squinting at them in your phone’s preview before publishing. Your key message should be apparent even when details blur. Text overlays should contrast strongly with background images. For voice actors, ensure your recording setup or the subject of your post is prominently visible.

Facebook

Facebook’s algorithm favors engagement, making hierarchy crucial for organic reach.

Posts that capture attention quickly receive more comments and shares, which signals the algorithm to show them to additional people. The squint test helps ensure your most engaging elements like questions, compelling statistics, or striking visuals get noticed first.

YouTube

For video content across YouTube and all other social platforms, apply squint test principles to thumbnails and opening frames.

These elements determine whether people click to watch your content. Your face, key text, or compelling imagery should remain visible when squinting at thumbnail previews.

Use Visual Hierarchy in Your Email Marketing

Your email newsletters and marketing campaigns need strong visual hierarchy, because people scan emails even faster than websites.

Subject lines

Source: Grammarly

Subject lines represent the first level of your email hierarchy, but once opened, your email design takes over.

The squint test reveals whether your most important elements, like your value proposition, main CTA or key announcement, gets the appropriate visual emphasis.

Structure your emails with a single, clear focal point per message. If you’re promoting a new coaching program or event, that announcement should dominate the visual hierarchy. When you squint at the email preview, make sure the supporting elements like testimonials, bonus information, or secondary offers are visually subordinate to the main elements above.

Mobile optimization

According to Adestra, 61.9% of emails are opened on mobile devices. Your email hierarchy might work perfectly on desktop, but fail completely on phone screens. Always test your email campaigns with the squint test on both desktop and mobile before sending.

Many email marketing platforms provide mobile preview tools, but the squint test offers additional insight into whether your hierarchy actually works in practice. Your unsubscribe link should be minimally visible, while your main message and CTA should remain prominent even when squinting at a small screen.

How to Use the Squint Test for Your Content Marketing

Source: Styled Stock Society

Blog posts, resource guides, and lead magnets all benefit from strong visual hierarchy, particularly for solopreneurs who use content marketing to demonstrate expertise and attract clients.

Blogs

Long-form blog posts need hierarchical structure to maintain reader engagement. Your headline should pass the squint test by being significantly larger and more prominent than body text. Subheadings should create clear visual breaks that remain visible when squinting, helping readers scan for relevant information.

Use the squint test to evaluate whether your key points stand out sufficiently. Important statistics, quotes, or takeaways should be formatted to remain visible when details blur. This might mean using pull quotes, bullet points, or highlighting techniques that create visual emphasis.

Lead magnets

Lead magnets like webinars, checklists and resource guides serve 2 purposes: to provide immediate value to your audience and position you as an expert in your field. The squint test helps ensure these materials look professional and guide readers through the content logically.

Your lead magnets should have a clear visual hierarchy that makes them easy to scan and use. Key action items should be visually prominent, while supporting explanations can be less visually dominant.

Doing this makes your resources more valuable to busy professionals who need quick access to relevant information.

Case studies and testimonials

These items require strategic visual hierarchy to build credibility effectively.

The client’s results and your role in achieving them should be the most prominent elements when squinting. Supporting details about methodology or process can be visually secondary.

Measuring Squint Test Results and Success

Unlike large or mid-size companies with dedicated analytics teams, solopreneurs need simple ways to measure how visual hierarchy improvements impact business results. Understanding how to track and validate your design changes ensures continuous improvement in user experience.

Focus on the data that directly affect your business goals instead of vanity metrics that don’t drive revenue.

The value of squint testing shines when you measure real outcomes. All good design choices should have measurable impact. Squint testing delivers quick wins—and long-term gains.

Track website conversions

Monitor your consultation booking rates, email signup conversions, and resource download numbers before and after implementing squint test recommendations. Even small improvements in these metrics can significantly impact your business growth over time.

Set up Google Analytics goals for key actions like contact form submissions or resource downloads. Compare conversion rates month-over-month as you refine your visual hierarchy. A 1% improvement in conversion rate can mean substantial revenue increases for service-based businesses with high-value offerings.

Check your email engagement metrics

Source: Slide Team

Check whether your hierarchy improvements translate to better content performance. Open rates indicate whether your subject lines and sender name stand out in crowded inboxes.

Click-through rates (CTRs) show whether your email hierarchy successfully guides readers to take a specific action. CTRs on primary CTAs provide direct feedback about hierarchy effectiveness. If your main action button becomes more prominent after hierarchy adjustments, click-through rates should increase accordingly.

Monitor which types of visual hierarchy changes produce the best results for your specific audience. You might find that larger call-to-action buttons significantly improve click-through rates, or that restructuring your email templates increases consultation bookings.

Review your social media analytics

Source: BrandBastian

Track engagement rates on posts where you’ve applied squint test principles compared to older content. Look for patterns in which visual approaches generate more comments, shares, and profile visits.

Pay attention to the quality of engagement, not just quantity. Posts that successfully guide attention to your key messages should generate more relevant comments and inquiries from potential clients rather than just generic engagement.

Collect feedback

Qualitative feedback complements quantitative metrics. Ask visitors about their first impressions and navigation experience. This feedback often reveals hierarchy issues that metrics alone might miss.

Five-second tests work well for validating squint test improvements. If people can quickly identify your page’s purpose and main action within 5 seconds, your hierarchy is likely working effectively.

A/B test to validate squint test improvements

A/B testing validates squint test improvements with real user data.

Set up an A/B test where one design is optimized using findings from a squint test, while the other isn’t.

Focus on testing one hierarchy change at a time. This isolation helps you understand which specific improvements worked to drive results. Complex tests with multiple changes make it difficult to identify successful elements.

Monitor your design improvements over time

Visual hierarchy effectiveness can change over time as content updates and user expectations evolve. You should do squint testing regularly to be sure your design continues performing optimally.

Set up automated monitoring for key conversion metrics. Sudden drops might indicate hierarchy problems introduced during content updates or design changes. Regular testing catches these issues before they significantly impact performance.

Don’t stop testing after a single improvement. Monitor metrics monthly. Users’ expectations and devices change, so designs that pass now may need adjustments later.

Wrap Up

The squint test is a way to help improve how potential clients experience your marketing materials and websites. Instead of guessing if your content captures attention effectively, you can quickly evaluate and refine your visual hierarchy to guide visitors toward the actions that will grow your business.

Whether you’re using Squarespace templates, creating LinkedIn posts, or designing email newsletters, the squint test shows whether your most important messages get the appropriate visual emphasis. For coaches, consultants, content creators, and voice actors competing in crowded and competitive spaces, this competitive advantage costs nothing to implement, but can dramatically improve business results.

Every visual choice should either guide potential clients toward working with you or provide value that builds your authority in your field. The squint test ensures these priorities remain clear even when visitors are scanning quickly through their busy digital lives.

Start with your homepage. Squint at it, adjust what doesn’t work, and begin building a visual hierarchy that turns casual visitors into paying clients.


References

Accessibility for visual designers. (2018). Digital.gov. Retrieved from https://digital.gov/guides/accessibility-for-teams/visual-design/

Çakırca, S. (2025). 150+ UX (User Experience) Statistics and Trends (Updated for 2025). UserGuiding. Retrieved from https://userguiding.com/blog/ux-statistics-trends

Do You Look Legit? The Psychology Behind Website Design & Credibility. (n.d.). Rosewood. Retrieved from https://rosewoodmarketing.ca/do-you-look-legit-the-psychology-behind-website-design-credibility/

Fast Facts: Vision Loss. (2024). (n.d.). CDC. Retrieved from https://www.cdc.gov/vision-health/data-research/vision-loss-facts/index.html

Five-Second Testing: Step-by-Step Guide + Example. (2025). Maze. Retrieved from https://maze.co/collections/user-research/five-second-test/

Increase Conversion Rates with High Quality Design: A Comprehensive Guide. (2024). Roger West. Retrieved from https://www.rogerwest.com/design/increase-conversion-rates-with-high-quality-design/

Kennedy, E. D. (2020). UI Tutorial: Scheduling App Redesign (in under 10 Minutes). Learn UI Design. Retrieved from https://www.learnui.design/blog/squint-test-ui-design-case-study.html

Learning from the Best: Top CRO Case Studies. (2025). Retrieved from https://lineardesign.com/blog/conversion-rate-optimization-case-studies/

Lindgaard, G., Fernandes, G., Dudek, C., & Brown, J. (2006). Attention web designers: You have 50 milliseconds to make a good first impression! Behaviour & Information Technology, 25(2), 115-126. Retrieved from https://www.tandfonline.com/doi/abs/10.1080/01449290500330448

Looking Ahead: Improving Our Vision for the Future. (2024). CDC. Retrieved from https://www.cdc.gov/vision-health/data-research/vision-loss-facts/improving-vision-for-future.html

Nielsen, J. (2015). Legibility, Readability, and Comprehension: Making Users Read Your Words. Nielsen Norman Group. Retrieved from https://www.nngroup.com/articles/legibility-readability-comprehension/

Seastrand, E. (2019). Orange You Accessible? A Mini Case Study on Color Contrast. UX Design. Retrieved from https://uxdesign.cc/orange-you-accessible-65afa6cf0a2

Steven, K. (2024). 45 Urgent Call-to-Action Statistics for Marketers. Persuasion Nation. Retrieved from https://persuasion-nation.com/call-to-action-statistics/

The Squint Test: Accessibility Test for Every Interface. (n.d.). NUMI. Retrieved from https://www.numi.tech/post/the-squint-test-accessibility-test-for-every-interface

van Rijn, J. (2025). The ultimate mobile email statistics overview. Email Monday. Retrieved from https://www.emailmonday.com/mobile-email-usage-statistics/

Clean Up Your Website: Find SEO Success by Content Pruning

Clean Up Your Website: Find SEO Success by Content Pruning

Content Marketing SEO UX

As a solopreneur, every minute you spend on your website counts. Are you wasting time on content that’s actually hurting your SEO?

Content pruning is the process of removing or improving low-quality, outdated, or duplicate pages from your website to boost overall site performance.

Think of it as cleaning out your digital closet—keeping what works and tossing what doesn’t serve you anymore.

“Less is more” rings true in SEO—prune unhelpful content and watch your important pages grow. Removing old or weak web pages often leads to better search rankings. When you use content pruning as part of a content audit, you can boost traffic, streamline your site, and help search engines focus on your best work.

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You might think having more content is always a good thing, but that’s not the case.

Why Content Pruning Matters for Your Site

When I first started my business, I thought a bigger blog meant more traffic.

I was wrong. More content doesn’t necessarily equal better SEO results.

Google’s algorithm focuses on quality over quantity, which means weak pages can actually hurt your site’s authority.

According to a recent case study, HomeScienceTools.com saw a 64% increase in strategic content revenue after removing just 200 underperforming blog posts. That’s impressive results from deleting content, not adding it.

How much could your business benefit from a 64% increase in revenue? A lot, I bet.

Common types of content to prune

If you’re ready to get started, you need to know what kinds of pages to look for:

  • Thin content: Pages with little useful information
  • Outdated posts: Content with old dates or incorrect facts
  • Duplicate topics: Multiple pages targeting the same keywords
  • Zero-traffic pages: Content that gets no visits or engagement

Taking action to remove or improve your content is a crucial part of a full website review. The key is finding pages that drain your site’s SEO power without giving anything back in return.

Benefits you’ll see from pruning content

So, what’s in it for you? A clean website leads to some amazing results.

Content pruning plays a major role in comprehensive website and content audits. When you remove content with no value, you’re essentially telling search engines to focus on your best content instead of wasting time on weak material.

Robotic spider crawling the web with papers

Here’s what happens when you clean up your site:

A case study by Seer Interactive shows the real impact of content pruning. Their client experienced declining traffic for five years straight. After removing 14,000 low-value pages, they achieved a 23% increase in organic traffic year-over-year.

Imagine what a 23% traffic increase could do for your business.

Steps to Prune Your Website

Ready to clean up your site? Here’s a simple process that works for websites of any size.

4 steps to prune your website content

Conduct a full content inventory

Start by creating a complete list of all your pages. You can use tools like:

  • Google Analytics for traffic data
  • Google Search Console for search performance
  • Screaming Frog for technical crawls
  • Your content management system (CMS) export for a basic page list

Export everything into a spreadsheet so you can analyze the data easily. (I’ve listed more tools further in this article.)

Review analytics to find problem pages

Look for pages that meet these criteria:

  • Less than 50 organic sessions in the past 12 months
  • Fewer than 50 search impressions
  • No backlinks from other sites
  • High bounce rates with short time on page

CNET’s recent content pruning experiment shows how powerful this can be. They removed thousands of articles and saw a 29% increase in organic traffic in just two months.

What could a 29% traffic increase could do for your business in two months?

Make decisions about each page

For every underperforming page, you have four options:

  1. Keep as-is: High-quality content that just needs time
  2. Update: Good topics that need fresh information
  3. Merge: Combine similar pages into one stronger piece
  4. Delete: Remove pages that serve no purpose

Don’t rush this step. Take time to evaluate each page’s potential value.

To make sure you get the best results, it’s smart to follow a clear process that we’ll go over next.

Best Practices for Effective Content Pruning

Source: Styled Stock Society

Following a clear process helps you avoid mistakes and get better results from your pruning efforts.

Keep a regular schedule

Content pruning works best as an ongoing process, not a one-time cleanup.

You should review your content every quarter, or 6 to 12 months as part of your regular SEO maintenance to prevent low-quality content from building up over time and keep your site performing at its best.

Use a systematic approach

The most successful content pruning follows these steps:

  1. Inventory: List all your content
  2. Audit: Analyze performance data
  3. Decide: Choose what to keep, fix, or remove
  4. Act: Implement your changes carefully

Follow this methodical approach so you don’t accidentally delete valuable content or create technical difficulties.

When you delete pages, always set up 301 redirects to send visitors and search engines to relevant replacement content. This preserves any SEO value the old page had.

Also check for:

Avoid These Common Pruning Mistakes

Source: Inquivix

Even with a good plan, it’s easy to make pruning mistakes. Here are the biggest pitfalls to watch out for.

Removing valuable pages that need updates

Don’t delete content just because it’s old. Some pages have good bones or evergreen content, but need fresh information or better optimization.

Before removing any page, ask yourself:

  • Does this topic still matter to my audience?
  • Could I make updates to improve this content instead of deleting it?
  • Are there any valuable backlinks I’d lose if I delete this?

Source: Bluehost

One of the costliest mistakes is deleting pages without setting up proper redirects. This creates 404 errors and frustrated users. Always redirect deleted pages to the most relevant existing content on your site.

Not involving stakeholders

Content pruning can affect other parts of your business. For instance:

  • Marketing campaigns may link to pages you’re considering for removal.
  • Sales teams might reference specific articles.

Since solopreneurs make all the decisions, you don’t have a team to notify before making major changes and deletions. Just be sure to document your decisions in case you ever decide to outsource.

Make Content Pruning Easier with These Tools

Source: Webgator

The right tools can speed up your content audit and help you make better decisions about what to keep and what to get rid of.

Essential analytics tools

Start with these free options:

  • Google Analytics: Shows traffic, bounce rates, and user behavior
  • Google Search Console: Reveals search performance and indexing issues
  • Screaming Frog: Crawls your site for technical SEO problems

For deeper analysis, consider paid tools like:

  • Ahrefs: Comprehensive SEO data and competitor research
  • SEMrush: Keyword tracking and content gap analysis
  • Clearscope: Content optimization and performance insights

Simple scoring systems

Create a simple point system to evaluate each page:

  • Traffic: 0 to 10 points based on monthly visitors
  • Engagement: 0 to 10 points for time on page and bounce rate
  • Links: 0 to 10 points for backlinks and internal links
  • Relevance: 0 to 10 points for topic alignment with your goals

Pages scoring below 15 to 20 points are good candidates for pruning.

Organizing your audit data

Use spreadsheets to track your decisions and results. Include columns for:

  • URL and page title
  • Current performance metrics
  • Action taken (keep, update, merge, delete)
  • New redirect URL (if applicable)
  • Implementation date

This documentation helps you track results and avoid repeating work.

Wrap Up

Content pruning is a smart way to strengthen your SEO and help your site’s best content shine. Include regular audits to review and trim low-quality content, to keep your site health and support higher search rankings.

It may seem like a big job, but remember, every small step you take to improve your website’s health is a win for your business. By focusing on quality, you’re not just improving your SEO; you’re building a stronger, more efficient business that works for you.

Try content pruning in your next website audit for greater visibility.

References

Ashbridge, Z. (2025). Content pruning: Boost SEO by removing underperformers. Search Engine Land. Retrieved from https://searchengineland.com/guides/content-pruning

Content Pruning: Remove Low-Quality Content to Improve SEO. (2025). Conductor. Retrieved from https://www.conductor.com/academy/content-pruning/

Content Pruning Efforts Content Pruning. (2023). Seer Interactive. Retrieved from https://www.seerinteractive.com/work/case-studies/content-pruning-efforts-help-reverse-traffic-loss

Deleting Website Content? SEO Best Practices. (n.d.). Slim SEO. Retrieved from https://wpslimseo.com/deleting-website-content-seo-best-practices/

Goodwin, D. (2023). Improving or removing content for SEO: How to do it the right way. Search Engine Land. Retrieved from https://searchengineland.com/improving-removing-content-seo-guide-430571

Gray, T. (2022). Content Pruning Case Study: How This Online Store Increased Strategic Content Revenue by 64%. Inflow. Retrieved from https://www.goinflow.com/blog/content-pruning-case-study/

Højris Bæk, D. (2024). Content Pruning Case Study: CNET search data suggests it works. SEO.AI. Retrieved from https://seo.ai/blog/content-pruning-case-study-cnet

Huang, B. (2024). What is Content Pruning and Why it Matters for SEO. Clearscope. Retrieved from https://www.clearscope.io/blog/what-is-content-pruning

Patel, N. (2024). Examining a Content Pruning Case Study. BacklinkManager. Retrieved from https://backlinkmanager.io/blog/examining-content-pruning-case-study/

In a Time Crunch? Here’s How to Do a Content Audit in 15 Minutes

In a Time Crunch? Here’s How to Do a Content Audit in 15 Minutes

Content Marketing SEO UX

A full content audit can feel like a massive project, taking days or even weeks to complete. But you’re busy running a business—nobody’s got time for that.

What if you could find your biggest content problems and opportunities in the time it takes to drink your morning coffee? ☕

You don’t need to block out your entire week to make a real impact on your website’s performance. This guide will walk you through a simple, focused process to audit your website’s content in just 15 minutes.

We don’t need to find every little flaw. In 15 minutes, you can spot the “low-hanging fruit,” or quick fixes that can boost your organic traffic and improve your site’s user experience (UX) right now.

Let’s set a timer and get started.

Contents


What’s the difference between a content gap analysis and a content audit?

Before we dive in, let’s clear something up. People often use the terms “content audit” and “content gap analysis” interchangeably, but they are two very different tasks with different goals. Knowing the difference helps you choose the right tool for the job.

Define the terms “content gap analysis” and “content audit”

A content audit is like looking in the mirror. You’re analyzing the content you already have on your website. The goal is to evaluate its performance, find weaknesses, and see what’s working well. You’ll look at metrics like page views, keyword rankings, and bounce rates to decide if a piece of content should be kept, updated, or removed.

A content gap analysis on the other hand, is like looking out the window at your neighbors. You’re researching what content your competitors have that you don’t. The goal is to find topics and keywords that your audience is searching for but that you haven’t covered. This helps you plan future content that can attract a wider audience.

When to do a content gap analysis

You should run a content gap analysis when you’re focused on growth and expansion. It’s the perfect tool for when you need to:

When to do a content audit

You should perform a content audit when you want to improve what you already have. It’s your go-to move for content consolidation and optimization. An audit is ideal when you need to:

  • Improve the performance of underperforming content.
  • Clean up outdated or irrelevant pages (thin content).
  • Find quick SEO wins to boost your rankings.
  • Ensure your existing content still meets your quality standards and business goals.

For example, case studies by cognitiveSEO show that several companies who conducted content audits led to significant increases in organic traffic just by pruning and improving existing content.

Source: Search Engine Land

What a 15-minute content audit can show you

This quick audit is all about speed and impact, so we’re not getting lost in the weeds. We’re looking for a handful of actionable insights that can make a difference right away.

Here are some things to do before you start that 15-minute timer.

Set realistic goals for a quick audit

In 15 minutes, you won’t be able to analyze every single page on your site, and that’s okay.

Your goal is simple: find 3 to 5 high-impact action items. This could be identifying a blog post to update, a title tag to rewrite, or a broken page to redirect.

Focus on big problems, not small details

This audit uses the 80/20 principle. We’re looking for the 20% of problems that are causing 80% of your performance issues.

Don’t worry about a typo on a page that gets two visits a month. Instead, focus on a high-traffic page with a terrible bounce rate or a page that has high impressions but almost no clicks. These are the big problems that, once fixed, deliver the biggest returns.

Identify your content’s “low-hanging fruit”

“Low-hanging fruit” refers to opportunities that require minimal effort for maximum gain. In a quick content audit, this typically includes:

  • Pages ranking on the bottom of page one or the top of page two in Google search results.
  • Content with high impressions but a low click-through rate (CTR).
  • Popular posts that can be updated with new information to boost their rankings further.
Source: Ahrefs

Updating existing content is one of the fastest ways to see results. Ahrefs continuously refreshes and republishes old blog posts with new data and optimized keywords to increase their organic traffic.

Think of this as a first step, not a complete fix

This 15-minute audit is like a health screening, not major surgery. It’s designed to give you a quick, actionable snapshot of your site’s condition. It will give you a clear to-do list to get started on, but it won’t replace the need for a deeper, more comprehensive audit every 6 to 12 months.

Create a content inventory or content audit matrix

To keep your findings organized, you need a simple content inventory spreadsheet, sometimes called an inventory or matrix.

Don’t overcomplicate it. Create a new sheet with these basic columns:

  • URL: The address of the page.
  • Topic/Keyword: The main topic the page covers.
  • Traffic (30 days): The number of sessions from organic search.
  • Impressions (30 days): How many times it appeared in search results.
  • CTR (30 days): The click-through rate, or how many times someone clicked on your webpage.
  • Action: A simple note on what to do (“Update,” “Improve Title,” “Redirect”).

Here’s how to do a content audit in 15 minutes.


Minutes 1 to 2: Get your tools ready

Source: Styled Stock Society

Okay, it’s time to start the clock! ⏱️ The first two minutes are for getting your workspace set up. Efficiency is key, so have these tools open and ready to go.

Get these tools for an effective content audit

For this quick audit, you only need three things, and they’re all free:

  1. Google Search Console (GSC): Shows how your site performs in Google search.
  2. Google Analytics (GA): Reveals what visitors do once they are on your site.
  3. A spreadsheet: Google Sheets or Excel to create your content inventory.

(Paid tools like Ahrefs and Semrush are fantastic for deep dives, but you don’t need them for this rapid-fire check-up.)

Open your Performance report in Google Search Console

Log in to your Google Search Console account. Then go to the Performance report, and set the date range to the last 28 or 30 days.

This is where you’ll find data straight from Google, including impressions, clicks, CTR, and your average position for different queries.

Access your All Pages report in Google Analytics

In a separate tab, open your Google Analytics (GA4) account. Go to Reports > Engagement > Pages and screens.

Filter the report to show only organic search traffic. This view will show you your most visited pages, average engagement time, and other on-site metrics.

Prepare a simple spreadsheet or a notepad

Have your spreadsheet ready with the columns we discussed earlier. As you go through the next steps, you’ll quickly paste in URLs and jot down notes. This prevents you from getting sidetracked and ensures you have a clear action plan when the 15 minutes are up.

Use a timer to stay on track

Set a real timer on your phone or computer for 15 minutes. This creates a sense of urgency and forces you to stay focused on the high-impact tasks instead of falling down a rabbit hole of data analysis.


Minutes 3 to 7: Find your best and worst pages

With your tools open and your timer running, it’s time to dig in. In this four-minute block, you’ll be a detective, quickly scanning for clues about your content’s health.

Spot your top-performing content

In Google Analytics, sort your Pages and screens report by organic users to see your most popular pages. These are your workhorses.

For the top 3 to 5 pages, ask yourself: “Is this content fully up-to-date?” and “Can I add internal links from this page to other important pages?” Add these URLs to your spreadsheet with a note like “Check for internal linking opportunities.”

Find pages with high impressions but low clicks

Switch back to Google Search Console. In the Performance report, click the Pages tab. Then filter your results to find pages that have a high number of impressions but a low CTR.

Backlinko found that simply moving from position #3 to position #2 in search results can double your CTR, and improving your title tag is a key way to do that. So add 2 or 3 of these URLs to your spreadsheet with the action: “Rewrite title/meta to improve CTR.”

Look for important pages with almost zero traffic

Source: Ahrefs

Do you have important product pages or cornerstone or pillar blog posts that aren’t getting any love from Google?

Scan your page list in GA for these critical assets. If they have very few organic sessions, they are prime candidates for an update. Some estimates suggest for many sites, over 50% of their content gets almost no traffic, and with the rise of AI Overviews in search, zero-click searches are the new normal.

Mark 1 or 2 of pillar posts in your spreadsheet with: “Needs a full refresh and re-optimization.”

Note pages that get traffic but have a high bounce rate

Back in Google Analytics, look for pages that get a decent amount of traffic but have a low average engagement time. This often signals a mismatch between what the user expected to find (based on your title) and what the page actually delivers.

This is a red flag for a poor user experience. Add one of these pages to your spreadsheet with the note: “Review for search intent mismatch.”


Minutes 8 to 12: Look for quick SEO wins

Now that you’ve identified some key pages, let’s spend the next four minutes looking for technical and on-page issues that are easy to fix but can have a big impact.

Check for pages with missing title tags

A missing or duplicate title tag is a basic SEO mistake that can hold your webpage back. You can spot these using GSC or a free browser extension.

If you find any, fixing them is one of the quickest wins you can get. A unique, compelling title tag is critical for both search engines and users.

Find content that ranks for the wrong keywords

In GSC, click on a specific page from your list, then click the “Queries” tab. Are the keywords listed here relevant to your page’s content?

Sometimes a page will rank for an unexpected term. This isn’t always bad! It could be an opportunity to re-optimize the page for that term or create a new piece of content that serves that search intent even better.

Source: Zyppy

Internal linking is one of the most underrated SEO tactics. It helps Google understand your information architecture and spreads authority throughout your site.

Look at one of your top-performing blog posts you found earlier. Read through it and see if there are any places where you can naturally link to a weaker (but important) page. Strategic internal linking can boost your site’s organic traffic.

Note any obvious UX problems

Quickly open the pages on your list in a new tab. How do they look? Have you viewed these pages on a mobile device?

Check for things that would annoy a user, like:

  • Aggressive pop-ups that block the content.
  • Slow load times.
  • Text that’s hard to read.
  • Broken images or videos.

Make a quick note of any glaring UX issues in your spreadsheet. Fixing these can directly impact how long people stay on your site and how Google perceives its quality.


Minutes 13 to 15: Decide what to do next

The timer is about to go off! In these final minutes, your goal is to turn your messy notes into a clean, prioritized action plan. This is where the audit becomes truly valuable.

Use a simple “keep, update, or remove” framework

Source: SEOBuddy

For every URL in your spreadsheet, assign it one of three statuses:

  • Keep: The content is performing well and is up-to-date. No action is needed right now.
  • Update: The content has potential but needs work. This could be a small tweak (like a new title), combining elements from two or more posts, or a major rewrite.
  • Remove: The content is outdated, irrelevant, and gets no traffic. These pages can be deleted and redirected (using a 301 redirect) to a more relevant page, called content pruning. Pruning this “dead weight” can sometimes improve your site’s overall SEO health.

Prioritize tasks that will have the biggest impact

How do you choose your priorities? Go back to the 80/20 rule. Which task will likely drive the most traffic or conversions for the least amount of effort? Updating the title tag on a page with 50,000 monthly impressions is more important than fixing a typo on a page with 10 monthly impressions (although you can do the latter quickly).

Look at your list of “Update” and “Remove” tasks, and choose the 3 to 5 you think will have the biggest and fastest impact. This is your official to-do list. You can’t do everything at once—save the rest for later.

Schedule a deeper audit for a later date

Finally, acknowledge that this was just a sprint. Put a reminder on your calendar three or six months from now to perform a more in-depth site audit. Consistent, iterative improvement is the key to a long-term, successful content performance strategy.

Your 15-Minute Audit is Complete!

And just like that, within just 15 minutes, you’ve moved from feeling overwhelmed by your website’s content to having a clear, prioritized list of actions that can improve your SEO.

This quick content audit proves you don’t need weeks to make real progress. While it doesn’t cover everything, it gives you an actionable list to start improving your SEO and providing more value to your audience right away. Run this quick check today and take the first step toward more organic traffic.

You don’t need weeks to make progress. By focusing on high-impact tasks and ignoring the small stuff, you can make meaningful changes quickly. Now, take that short to-do list you created and schedule time to get it done. Run this quick audit every quarter, and you’ll build powerful momentum toward better rankings and a healthier website.


References

Antara. (2025). Google AI Search Impact: Website Traffic Slashes by 50%. Analytics Insight. Retrieved from https://www.analyticsinsight.net/news/google-ai-search-impact-website-traffic-slashes-by-50

Content pruning for SEO. (n.d.). LearningSEO. Retrieved from https://learningseo.io/seo_roadmap/deepen-knowledge/content/content-pruning/

Dean, B. (2022). We Analyzed 4 Million Google Search Results. Here’s What We Learned About Organic Click Through Rate. Backlinko. Retrieved from https://backlinko.com/google-ctr-stats

Hardwick, J. (2020). Republishing Content: How to Update Old Blog Posts for SEO. Ahrefs. Retrieved from https://ahrefs.com/blog/republishing-content/

Sauciuc, A. (2025). Is Content Pruning Good for SEO? Case Studies + Experts’ Opinions. cognitiveSEO. Retrieved from https://cognitiveseo.com/blog/17548/content-pruning-for-seo/

Shepard, C. (2025). 23 Million Internal Links – SEO Case Study. Zyppy. Retrieved from https://zyppy.com/seo/seo-study/

Soulo, T. (2023). 96.55% of Content Gets No Traffic From Google. Here’s How to Be in the Other 3.45% [New Research for 2023]. Ahrefs. Retrieved from https://ahrefs.com/blog/search-traffic-study/

“It Needs to Sound More Conversational”: Simple Hacks to Write More Human-Sounding Copy to Engage Your Audience

“It Needs to Sound More Conversational”: Simple Hacks to Write More Human-Sounding Copy to Engage Your Audience

Content Marketing Copywriting UX

Ever read a block of text and felt completely lost? It happens. A lot of writing sounds stiff, formal, and, well, robotic. It’s packed with jargon and complex sentences that make you feel like you need a secret decoder ring just to understand the main point.

But what if you could write in a way that truly connects with people? What if your words could make them feel like they’re having a friendly chat with you over a cup of coffee?

In a world where attention is the most valuable currency, how you say something is just as important as what you say.

A conversational style, with its simple language and direct address, is perfectly designed for this behavior. It grabs attention, pulls readers in, and holds them there.

Let me show you how to adopt a conversational writing style to build trust, boost engagement, and keep your readers hooked from the first sentence to the last.

Contents

What is a Conversational Writing Style?

Source: Styled Stock Society

Conversational writing is a style that mimics the patterns and rhythm of natural, spoken conversation. It’s warm, approachable, and personal.

Think of it as writing for a friend rather than for a panel of judges. The goal is to close the distance between you and your reader, making your message feel less like a lecture and more like a one-on-one dialogue.

This approach isn’t just about sounding friendly; it’s a strategic choice that can have a big impact on how your audience receives your message.

Write the way you talk (but better)

It’s popular advice to “write like you talk.” This is a great starting point, but actually, when you write the way you talk, you should make it clearer and more concise.

When we speak, we often ramble, use filler words (“um,” “like,” “you know”), and jump between ideas. But conversational writing takes the best parts of talking—the natural flow, the simple vocabulary, the personal touch—and edits out the messiness.

It’s a polished version of your spoken voice that keeps the personality, while ensuring the message is direct, organized, and easy to follow. (You’re aiming for the clarity of a great public speaker, not the rambling of a long, unfocused story.)

The difference between a conversational and a formal tone

The easiest way to understand conversational writing is to see it next to its opposite: formal writing. Formal writing is what you see in academic papers, legal documents, or traditional corporate reports. It’s impersonal, objective, and often complex.

A few examples:

Formal ToneConversational Tone
The organization will implement a new strategy to enhance customer satisfaction.We’re rolling out a new plan to make you, our customers, happier.
All employees are required to complete the mandatory training by the specified deadline.Hey team, please make sure you finish the required training by the deadline.
Further investigation is needed to ascertain the cause of the discrepancy.We need to look into what caused this issue.
It has been determined by management that remote work will be permitted on Fridays.Good news! We’ve decided you can work from home on Fridays.

See the difference? The conversational examples are direct, use personal pronouns, and feature simpler words. They feel more human and are much easier to understand at a glance.

How a conversational style builds trust with your audience

Trust is the foundation of any good relationship, which includes the one between you and your audience. A conversational tone helps build that trust by making your brand or message feel more authentic and relatable.

When you write in a stiff, corporate voice, you create a barrier. It can feel like you’re hiding behind a wall of formality. In contrast, a conversational voice feels open and honest. It signals that there’s a real person behind the words.

A brand voice that is authentic and consistent helps build customer trust and loyalty over time because it makes the brand more memorable and reliable (Gaidar, 2023). People trust what they can understand and who they feel connected to. By ditching the corporate-speak, you’re telling your readers, “We’re on the same level, and we want to help you.”

How it improves clarity and readability

Source: Styled Stock Society

Have you ever tried to assemble furniture using a poorly written instruction manual? It’s frustrating because it’s not clear.

Conversational writing is all about clarity. It prioritizes simple language, active voice, and shorter sentences—all elements that make your text easier to read and understand.

This isn’t just a matter of preference; it’s about how our brains process information. When text is easy to read, it lowers the “cognitive load,” meaning your reader doesn’t have to work as hard to get the message. This makes them more likely to stay on the page and absorb what you’re saying.

Plain language is for everyone—even experts—because all users appreciate content that is clear, concise, and easy to understand.

Now that you understand what conversational writing is and why it’s so effective, let’s get into the practical side of things. How do you do it?

Simple Tricks to Write in a Conversational Tone

Adopting a conversational tone isn’t about changing who you are; it’s about letting more of your natural voice shine through in your writing. Here are some simple, powerful techniques you can start using right now.

Use the first and second person (“we,” “I,” and “you”)

This is the fastest way to make your writing feel like a dialogue.

  • “You” and “Your”: These words speak directly to the reader, making them feel seen and included. It changes the experience from passive observation to active participation. Instead of “A user can benefit from this feature,” you’d write, “You can benefit from this feature.”
  • “I” and “We”: These pronouns establish your presence in the conversation. “I” adds a personal touch and shows you’re sharing your own perspective. “We” creates a sense of community and shared purpose, making the reader feel like they’re part of a team.

Write with simple words and avoid jargon

Source: Norman Nielsen Group

Imagine you’re explaining a topic to a friend who knows nothing about it. You wouldn’t use technical jargon or complicated vocabulary, would you? You’d use simple, everyday words. Do the same in your writing.

Industry-specific terms can make you sound smart to your peers, but they alienate everyone else. If you absolutely must use a technical term, take a moment to explain it in simple language.

For example:

  • Instead of: “We must leverage our core competencies to synergize our cross-functional teams.”
  • Try: “We need to use our team’s main strengths to work together more effectively.”

Clarity always wins over complexity.

Use contractions like “you’re,” “it’s,” and “don’t”

In spoken conversation, we naturally use contractions. We say “don’t” instead of “do not” and “it’s” instead of “it is.” Using them in your writing is a simple cue that tells the reader your tone is informal and friendly.

For a long time, formal writing guides advised against contractions, but for modern web content, they are essential for creating a natural, conversational flow. Omitting them can make your writing sound stiff and overly formal.

Ask your reader direct questions

Source: Learn English with Harry

Have you noticed how questions are used in this article? Questions are a powerful tool for engagement. They break up the text, create a mental pause for the reader, and encourage them to think about the topic in a personal way.

You can use questions to:

  • Introduce a new section.
  • Check for understanding (“Make sense?”).
  • Encourage reflection (“What would you do in this situation?”).
  • Make a point more impactful.

Asking questions turns a monologue into a dialogue, even if the reader’s answer is only in their head.

Keep your sentences and paragraphs short

When you talk, you naturally pause for breath. Short sentences and paragraphs create a similar rhythm in your writing. They serve as visual and mental resting spots for your reader.

Long walls of text are intimidating, especially on a screen. Here’s a good rule of thumb:

  • Sentences: Aim for an average of 15 to 20 words. Mix it up with some very short sentences for emphasis. Like this.
  • Paragraphs: Try to keep paragraphs to 3 to 4 sentences. A one-sentence paragraph can also be very effective for highlighting a key idea.

This structure makes your content more scannable and much less overwhelming for your audience.

Tell a story or use a good analogy

Source: Techfunnel

Humans are wired for stories. We’ve been using them to share information and connect with each other for thousands of years. A well-placed story or analogy can make even the most complex topic relatable and memorable.

Neuroeconomist Paul J. Zak’s research, featured in Harvard Business Review, shows that our brains release oxytocin—a chemical associated with empathy—when we are engaged in a compelling narrative. This neurochemical response makes us more likely to trust the storyteller and internalize the message.

  • Instead of: “Our software improves efficiency by 30%.”
  • Try: “Meet Sarah. She used to spend 10 hours a week on manual data entry. After switching to our software, she now gets the same work done in 7 hours, giving her more time to focus on what really matters.”

Stories stick with people long after they’ve forgotten the statistics.

Once you’ve written your draft using these techniques, the most important step comes next. It’s a simple action that can make the biggest difference in your writing.

Read Your Copy Aloud to Find Awkward Phrasing

This might be the single most effective editing trick in a writer’s toolkit. When you read your work aloud, you engage a different part of your brain. You’re not just seeing the words; you’re hearing them. This process reveals awkward phrasing, clunky sentences, and unnatural rhythms that your eyes might have skimmed over.

Why your ear catches what your eye misses

When you read silently, your brain is incredibly efficient. It often autocorrects small mistakes, fills in missing words, and glides over slightly awkward sentences without you even noticing. You read what you intended to write, not necessarily what’s on the page.

However, when you speak the words, that shortcut is gone. You are forced to process each word and sentence structure exactly as it is. Your ear, trained from years of listening to conversations, is a natural detector for what sounds human and what sounds robotic. If it sounds weird when you say it, it will definitely feel weird for your audience to read it.

How to spot clunky sentences and unnatural words

As you read your text aloud, listen for specific red flags:

  • Sentences where you run out of breath: This is a clear sign the sentence is too long or convoluted.
  • Words that make you stumble: If you have trouble pronouncing a word, it’s probably too complex. Swap it for a simpler alternative.
  • Clumsy or repetitive rhythms: Does every sentence sound the same? Do you use the same word too many times in one paragraph? Your ear will pick up on this monotony.
  • Phrases that just don’t sound like something a real person would say: If you find yourself thinking, “I would never say this in a real conversation,” that’s your cue to rewrite it.

A step-by-step process for an “out loud” edit

To get the most out of this technique, follow a simple process:

  1. Find a quiet space. You need to be able to hear yourself clearly without distractions.
  2. Read at a natural pace. Don’t rush. Speak the words as if you were having a conversation.
  3. Use a pen or your cursor. As you read, mark or highlight any part that feels awkward, clunky, or confusing. Don’t stop to fix it yet—just mark it and keep going to maintain the flow.
  4. Review your notes. Once you’ve finished reading, go back to the parts you highlighted. Now is the time to edit.
  5. Read it aloud again. After making your changes, do one final read-aloud to make sure the new version flows smoothly.

What to do when you find an awkward phrase

When you hit a stumbling block, don’t panic. The fix is usually straightforward.

  • If a sentence is too long, break it into two or three shorter sentences.
  • If a word is too complex, find a simpler synonym. (Use an online thesaurus to find them.)
  • If the phrasing is unnatural, ask yourself, “How would I say this to a friend?” Then write that down. Often, the most natural-sounding fix is the one that comes to mind first.

While your own ear is your best tool, you don’t have to go it alone. Technology can offer a helpful second opinion.

Tools That Help Your Conversational Tone

Modern writing tools can act as a great co-pilot, helping you spot issues and refine your tone. They can analyze your text in seconds and provide data-driven suggestions to make your writing more conversational and accessible.

Use a readability score checker

Source: Readable

Readability scores measure how easy your text is to understand. The most common one is the Flesch-Kincaid Grade Level. This score estimates the U.S. school grade level required to comprehend the text. For most web content, the best practice is to aim for a maximum 7th- or 8th-grade reading level.

Many platforms, like WordPress with the Yoast SEO plugin, have built-in readability checkers. You can also use free online tools where you simply paste your text to get a score.

How apps like Hemingway help simplify your text

The Hemingway App is a fantastic tool specifically designed to make your writing bold and clear. It doesn’t just check for spelling and grammar; it highlights common problem areas that hurt readability:

  • Sentences that are hard to read: It flags long, complex sentences in yellow.
  • Sentences that are very hard to read: These get highlighted in red.
  • Use of passive voice: It points out instances of passive voice, which can make your writing weaker and less direct.
  • Complex words: It suggests simpler alternatives for multisyllable words.
  • Adverbs: It helps you cut down on weak adverbs.

Using Hemingway is like having a tough but fair editor looking over your shoulder, constantly pushing you to be more direct and clear.

The benefit of grammar tools for flow and clarity

Source: Grammarly

Tools like Grammarly have also evolved beyond simple spell-checking. The premium versions now offer sophisticated suggestions for tone, clarity, and fluency. Grammarly can detect if your tone sounds formal, confident, or friendly, and it will offer changes to better match your intended voice.

It can also help you rewrite wordy sentences to be more concise and rephrase passages that might be unclear to the reader. These AI-powered suggestions can be incredibly helpful for catching subtle issues and ensuring your conversational style is consistent throughout your piece.

A conversational tone is powerful, but like any tool, it can be misused. To keep your writing effective and professional, you need to be aware of the common pitfalls.

Common Mistakes in Conversational Writing

Writing conversationally doesn’t mean abandoning all the rules. The goal is to be clear, engaging, and professional—not sloppy. Here are a few common mistakes to watch out for.

Overusing slang and emojis

Source: Intellum

While a well-placed emoji or a bit of modern slang can add personality, it’s easy to overdo it. The key is to know your audience. A blog post for Gen Z marketers might benefit from a 🔥 or a bit of slang, but the same approach would likely fall flat in a report for C-suite executives.

Overusing these elements can make your writing seem unprofessional or, even worse, like you’re trying too hard. Use them sparingly and only when you’re confident they match your audience’s expectations and your brand’s voice.

Mismatching the tone to your brand voice

Your conversational style should always align with your overall brand identity. Is your brand playful and witty? Or is it more helpful and reassuring? Your tone should be a reflection of that personality.

A consistent brand voice is essential for building brand recognition and fostering customer loyalty. When customers can reliably predict a brand’s personality through its voice, it builds a stronger, more trusting relationship.

If your website’s homepage is formal and corporate, but your blog is suddenly filled with casual banter, that inconsistency can be jarring for your audience. Make sure your conversational efforts feel authentic to your brand.

Forgetting basic grammar and spelling rules

Source: Your Dictionary

Conversational does not mean careless. Proper grammar, spelling, and punctuation are still essential for credibility. Errors can make your writing look unprofessional and distract the reader from your message.

While you can bend some rules (like starting a sentence with “And” or “But”), the fundamentals still matter. Always proofread your work or use a grammar tool to catch any mistakes before you publish. A clean, error-free copy shows respect for your reader’s time and attention.

Using filler words

Filler words are the verbal clutter of writing. They sneak into sentences and add length without adding any meaning. They weaken your message and make you sound less confident.

Here are some common filler words to watch out for and cut:

  • Just
  • Really
  • Very
  • Actually
  • Basically
  • In order to (just use “to”)
  • That (often unnecessary, e.g., “He said that he was going” vs. “He said he was going”)

Many filler words are adverbs (words that end with “-ly”).

Be ruthless in your editing. If a word doesn’t add value, delete it. Your writing will be stronger and more direct as a result.

Wrap Up

Mastering conversational writing doesn’t happen overnight, but it’s a skill that pays off in every piece of content you create. By using simple language, writing directly to your reader with “you,” and telling stories, you can make your work more relatable, engaging, and effective.

But if you take only one thing away from this guide: read your work aloud. It’s the most powerful tool you have for bridging the gap between the words on the screen and the human voice you want your audience to hear. It’s simplest and fastest way to ensure your message sounds natural, clear, and, most importantly, human.

Try one or two of these tips in your next email, LinkedIn article or blog post. You’ll be surprised at how a friendly, conversational tone can help you connect with your audience on a much deeper level.

References

Loranger, H. (2017). Plain Language Is for Everyone, Even Experts. Nielsen Norman Group. Retrieved from https://www.nngroup.com/articles/plain-language-experts/

Zak, P. J. (2014). Why Your Brain Loves Good Storytelling. Harvard Business Review. Retrieved from https://hbr.org/2014/10/why-your-brain-loves-good-storytelling

How to Create Consistent, High-Quality Content to Stand Out and Attract More Clients

How to Create Consistent, High-Quality Content to Stand Out and Attract More Clients

Content Marketing Copywriting UX

Ever wonder why some brands just feel more trustworthy? It’s not magic—it’s consistent high-quality content.

But producing great blog posts, videos, and social media updates week after week isn’t easy — especially when you’re a solopreneur without a team. One week you’re ahead of schedule; the next, you’re scrambling to post something.

This guide gives you a clear, repeatable content creation system to produce high-quality content every time.

Contents

Summary

To create high-quality content consistently, define a clear content style guide, use a content calendar to plan topics, follow a structured workflow for writing and editing, and leverage tools like Grammarly and Hemingway for proofreading. Maintain a consistent brand voice across all platforms, adapt your message for each format, and repurpose existing content to maximize reach. This combination builds trust, improves SEO, and keeps your audience engaged.

Why content quality and consistency matter

Before we dive into the “how,” let’s talk about the “why.”

You might think producing a lot of content is the goal. But what’s the point if it’s messy, off-brand, or full of errors?

High-quality, consistent content isn’t just a “nice-to-have.” It’s the engine that drives brand growth, builds relationships with your audience, and ultimately, helps your business succeed.

Consistency drives real results. Here’s how.

Source: Buffer

Build brand trust and authority with your audience

Trust is the currency of the modern internet. When your content is consistently helpful, well-researched, and professional, your audience learns to see you as a reliable expert.

This brand trust is critical. 77% of customers are more likely to buy a product or service if they follow that brand on social media. An audience can sense whether you’re reliable.

Every error-free article or on-brand video you publish is like a deposit in your audience’s trust bank. Inconsistent messaging or sloppy work does the opposite, eroding the confidence you’ve worked so hard to build.

Improve user experience and keep readers engaged

High-quality content creates a positive user experience. It’s easy to read, answers the user’s questions, and guides them smoothly. This engagement is a signal to search engines that your content is valuable. Clear, valuable, and predictable content keeps people on your site longer, and coming back for more.

HubSpot found that companies publishing 16+ blog posts per month get 3.5× more traffic than those posting 0 to 4 times per month.

When users enjoy your content, they stay longer, share more, and are more likely to become loyal followers.

Boost your SEO and search engine rankings

SEO vs Creativity Venn diagram

Google’s mission is to give people the best possible answers to their questions, which is why they prioritize high-quality, authoritative, and helpful content. Google’s Helpful Content update rewards sites with original, helpful, well-structured, people-first content posted consistently.

While keywords are important, Google’s algorithms have become incredibly sophisticated at recognizing content that truly satisfies user intent. Backlinko found a strong correlation between in-depth, high-quality content and top search engine rankings.

Consistently publishing excellent content sends signals to search engines that your site is a trustworthy source, which can lead to better visibility and more organic traffic over time.

Create a recognizable and memorable brand voice

Source: VTiger

Your brand voice is your company’s personality. Is it witty and fun? Professional and authoritative? Warm and friendly?

Consistency in your tone and style makes your brand instantly recognizable, no matter where someone encounters it, whether on your blog, on TikTok, or in an email newsletter. This consistent personality builds a stronger connection with your audience.

When your tone and style are consistent, readers know what to expect. This familiarity builds a stronger emotional connection as your audience gets to know you.

Your Foundation for Quality: The Style Guide

If you want to build a sturdy house, you need a blueprint. For content, that blueprint is a style guide.

A style guide is a document that outlines all your brand’s content rules. It’s the single source of truth that ensures everyone on your team—from writers to designers to marketers—is on the same page.

Think of a style guide as your brand’s rulebook for content creation. This document is what turns chaotic content creation into a smooth, streamlined process. It saves time, prevents mistakes, and ensures every piece sounds like you.

Define your brand voice and tone

Your brand voice is what you say, while your tone is how you say it in different situations. Your style guide should clearly define this.

For example, your voice might be “helpful expert,” but your tone could shift from “reassuring and calm” on a support page, to “exciting and energetic” for a new product announcement.

Your style guide should include a list of “we are” and “we are not” words (“We are: clear, friendly, direct. We are not: academic, silly, vague”).

Think: who are you online? Friendly? Straight to the point? Formal or casual? Inspirational or instructional?

Mailchimp, for example, describes its voice as “plainspoken with a dry sense of humor,” and every piece matches it.

Write a few sample sentences in your brand’s voice. Then test them: do they feel right? Ask a friend, then take the time to develop your brand personality.

Establish your editorial guidelines for grammar

Nothing shatters credibility faster than a typo. Your style guide must set clear rules for grammar, spelling, and punctuation.

Do you use the Oxford comma? Do you write out numbers one through nine? How do you format titles? These small details add up to a professional and polished final product.

A 2022 survey by a professional editing service found that 59% of consumers would be less likely to buy from a company with obvious grammar or spelling mistakes on its website (Global Lingo, 2022).

Decide whether to follow AP, Chicago, or a custom style. Document preferred word choices, and how and when you will use things like serial commas, capitalization, numbered lists, and contractions in your writing.

Make a QA checklist: “Use Oxford comma? Yes.” “Capitalize ‘Internet’? No.” Stick to it. Your brain will thank you when it’s time to review a draft.

Clear rules and guidelines make it easier to edit your content and keep a consistent look and feel.

Set content formatting rules

How your content looks is just as important as what it says. Good formatting makes your content scannable and easy to digest. Your style guide should specify standards for formatting items like:

  • headings and subheadings
  • bullet points
  • paragraph length
  • use of bold or italics

Choose heading styles (like H2 for sections, H3 for steps), bullet styles, and link style. Then build a template to write your draft copy.

Include guidelines for visual elements

Source: 350

Consistent use of colors, fonts, and imagery strengthens your brand identity and improve brand recall.

When using screenshots, charts, logos and other visuals in your content, determine and document the following in your style guide:

  • brand color palette
  • fonts and font sizes
  • exact logo sizes (in pixels)
  • hex codes (for your brand colors)
  • logo placement rules

Keep a style sheet or brand kit in Google Slides or a Canva template, and refer to it when creating visuals or approving them.

Canva Pro lets you set brand kits so every design matches your style guide, something I rely on often (affiliate link)!

Pro tip: If you’re not using Canva Pro, store your style guide in a shared, easily accessible location like Google Docs or Notion.

Now that your foundation is set, let’s build a process that uses it like a well-oiled machine.

A Simple Process for Content Creation

A style guide gives you the rules, but a defined process tells you how to win the game. A streamlined content workflow prevents bottlenecks, reduces stress, and ensures nothing falls through the cracks.

Without a standard, documented content creation process, you’ll waste hours deciding what to write next or redoing work. Here’s a simple, repeatable workflow to keep things going smoothly.

Start with a content calendar for planning

Source: Semrush

A content calendar helps you map topics weeks or months in advance. Planning your content in advance helps you stay organized, align your content with marketing campaigns, and ensure a steady flow of posts.

Use a simple calendar or tool like Notion, ClickUp or Asana to plan:

Seeing your schedule at a glance helps you stay on track and avoid gaps. Revisit it weekly and adjust ideas if needed.

Use content briefs for every piece you create

A content brief is your blueprint that outlines the goal, target audience, main points, and SEO keywords of a piece before you write it. This keeps writing focused, and freelance writers love a good content brief.

In your content brief, include the:

  • Topic or title
  • Target audience
  • Primary/focus keyword and related semantic keywords
  • Goal (drive sign ups, increase awareness)
  • Outline with key points
  • Word count
  • Format or media (blog, checklist, video)
  • Call-to-action (CTA)
  • Links to resources/research

Source: Narrato

When you have a templated content brief, it’s fast to fill and saves time later. Keep a brief template handy, duplicate it each time, and fill it in before you start writing. Jasper is an AI tool that’s great for generating content briefs.

By using briefs with freelancers, you ensure every writer starts with the same clear vision, dramatically reducing the need for heavy edits later on. While specific data on briefs is sparse, marketing agencies widely report using content briefs cuts down on revision cycles and improves alignment between strategy and execution.

Implement a clear review and approval workflow

A documented approval workflow is essential for quality control. It defines the steps a piece of content must go through before it goes live.

Even as a solopreneur, build in a pause before publishing to re-read your work with fresh eyes. Your workflow might be:

Draft → Self-edit → Editor/peer review → Final review → Publish.

Source: SpeechSilver

If you have a team, assign each step, set realistic deadlines, then mark tasks done and move on. This could be as simple as:

  1. Writer – Completes the first draft.
  2. Editor – Reviews for grammar, style, and clarity.
  3. Subject Matter Expert (SME) – Checks for technical accuracy. Use comments in Google Docs or Trello cards for feedback.
  4. Approver – You, a manager or stakeholder gives the final sign-off.

Following a clear review process prevents you from publishing content with errors or inaccuracies, which can hurt your brand reputation.

Establish a feedback loop

Your content process shouldn’t be set in stone. A feedback loop is a system for gathering insights to make your content better over time.

Once content is live, track its performance. Look at analytics like comments, shares, time on page, and bounce rate monthly to see what’s working.

  • Did it rank for its target keyword?
  • Did it engage users?
  • Also, gather feedback from your team (if you have one): Was the brief clear? Did the review process work smoothly?
Source: Emgage (sic)

This agile approach allows you to continuously refine your strategy based on real-world data and team input, ensuring your content engine gets more effective over time.

Ask readers for feedback in posts or via forms. Double down on topics that get engagement, then tweak future topics, tone, or formatting to improve your content.

With your core workflow dialed in, tools can make each step faster and more reliable.

Essential Tools for Editing and Proofreading

Even great writers make mistakes. The right editing tools act as a safety net to catch mistakes and help refine your message. Integrating these tools into your workflow automates parts of the quality control process, saving you time and improving the final product.

The tools in this section can catch mistakes, improve clarity in your writing, and keep your content fresh.

Make grammatical mistakes and spelling errors obsolete

Grammarly and ProWritingAid are tools that spot grammar errors, typos, and style issues instantly. While they have similar stats, you can compare them.

Run your draft through one tool, then skim suggestions. But don’t accept everything they suggest—these tools are meant to assist you, not to be prescriptive. Use your own judgment and style guide.

Check for originality with plagiarism checkers

Source: Elsevier

Original content is non-negotiable for building trust and for SEO. Plagiarism can damage your brand, hurt SEO, and erode audience trust. Plagiarism checkers scan your content against online sources to flag potential matches, catching poor paraphrasing, AI-generated text, and hidden text tricks.

No tool is perfect, so always review the results. Free tools offer basic protection but have smaller databases and weaker privacy. Paid tools provide better accuracy, access to premium sources, and stronger security. Tools like Copyscape and Unicheck ensure your content is unique, which is critical for SEO.

Protect your brand by ensuring every blog, ad, and social post is original before it goes live. If you find overlap, tweak phrases, and reword your ideas so they feel fresh and unique.

Improve clarity with readability analysis tools

Hemingway desktop homepage
Source: Hemingway

Readability is a measure of how easy your text is to understand. These tools analyze your writing and provide suggestions for making it clearer and more concise.

Apps like Hemingway App and Readable check sentence length, active voice, and grade level, and suggest simpler options as needed. Research shows that content written at a 7th-grade level improves engagement for a wider audience.

Paste in your draft, fix long sentences and simplify words. Your audience will thank you.

Track progress with project management tools

Trello, Monday, Asana Notion, or ClickUp can keep you on track with deadlines and help you manage your entire content workflow, from idea to publication.

Use them to assign tasks, track drafts, reviews, and schedules. Set up boards like “Ideas,” “Writing,” “Review,” “Published.” It keeps work visible and momentum strong.

These tools help polish your work. But how do you maintain quality across all kinds of content?

Maintain Quality Across Different Content Formats

Your brand exists in many places at once. You might have a blog, a YouTube channel, an Instagram account, and a weekly newsletter.

Maintaining content quality and consistency across all these different content formats is a major challenge, but it’s essential for a seamless brand experience.

Quality means consistency, no matter the format. Here’s how to repurpose your content while keeping your message strong, clear, and consistent.

Adapt your messaging for different content types

Longer content lets you go deeper. Social media content needs punch.

You can’t just copy and paste a blog post into Twitter (X). Each platform has its own language and expectations.

Long-form blog posts allow depth, while a platform like Instagram demands brevity and visuals. A detailed “how-to” guide on your blog can become a quick tip video on Instagram, a professional discussion on LinkedIn, and a short, punchy thread on Twitter.

Source: Aufgesang

Write your core ideas first, then repurpose them: It’s best to start with cornerstone or macro content like a pillar blog post, and then chunk it out to smaller pieces of content.

A quick checklist:

  • Blog – Headline + intro + body + CTA
  • Social post – Teaser copy + link + hashtag

Use templates

Templates speed up production and keep your branding consistent. Save time with reusable layouts:

  • Infographics – title, sections, icons, brand color pallette
  • Videos – intro, outro, text overlay, color palette

Duplicate, then customize.

Repurpose long-form content into smaller pieces

Source: sitecentre

Don’t let your best content die after you publish it once.

Repurposing increases the life of your content, and its reach, without increasing workload. For instance, you can re-use content from a blog post for a/an:

This strategy allows you to get the maximum value out of the time and effort you put into creating your cornerstone content pieces. It ensures your core message is distributed widely across all your channels in a format native to each one.

Bonus Tips to Keep Your Content Engine Running

Let’s add some power-ups to your content system:

  • Audit content regularly – Every few months, review what performed well and what didn’t. Delete or update posts that are outdated.
  • Batch your work for efficiency – Write three posts or make two videos in one sitting instead of piecemeal. Use that focus time to draft, then edit in batches.
  • Stay in the know – Continue learning about topics, news and trends your audience cares about. Watch for comments, questions, and common themes in social media for clues, then adapt your plan to deliver on them.
  • Keep a swipe file and resource list – Save headlines, design ideas, formats, and hooks that inspire you. When writer’s block hits, open it up for fresh ideas. (It’s ok to be inspired as long as you don’t plagiarize.)

Wrap Up

Achieving consistent, high-quality content isn’t about luck — it’s about having the right system.
By creating a style guide, following a clear content process, and using the right tools, you’ll produce work that earns trust, boosts SEO, and grows your audience.

start small—draft your style guide, make a calendar, pick your editing tools. Then add visual standards, reuse content smartly, and keep improving. Stick with your system, and in no time, your work will shine—every post, video, and update—day in, day out.Over time, you’ll see your brand authority rise, one post at a time.

References

Adelmann, J. & Kharbach, M. (2025). How Does Plagiarism Checking Work? Educators Technology. Retrieved from https://www.educatorstechnology.com/2025/04/plagiarismcheck.html

Dean, B. (2023). We Analyzed 11.8 Million Google Search Results. Here’s What We Learned About SEO. Backlinko. Retrieved from https://backlinko.com/search-engine-ranking

Dey, M. (2025). Grammarly vs ProWritingAid Statistics – Which Is Better (2025). Retrieved from https://electroiq.com/stats/grammarly-vs-prowritingaid-statistics/

Google Search Central. (2023). Helpful Content Update. https://developers.google.com/search/blog/2022/08/helpful-content-update

Johnson, H. (2020). The Big Question: Does Poor Grammar and Spelling Affect Your Business Reputation? Linguix. Retrieved from https://linguix.com/blog/the-big-question-does-poor-grammar-and-spelling-affect-your-business-reputation/

The 2025 Sprout Social Index: Edition XX. (2025). Sprout Social. Retrieved from https://sproutsocial.com/insights/index/

Ultimate Showdown: Grammarly vs ProWritingAid. (2024). Toolify. Retrieved from https://www.toolify.ai/gpts/ultimate-showdown-grammarly-vs-prowritingaid-337115

Vora, A. (2024). How Often Should You (or Your Company) Blog? [New Data]. HubSpot. Retrieved from https://blog.hubspot.com/marketing/blogging-frequency-benchmarks

Create a Brand Voice Guide in 4 Steps

Create a Brand Voice Guide in 4 Steps

Content Marketing Copywriting UX

Ever wonder how some brands just feel right? Their emails, their social media posts, and their website copy all sound like they come from the same person.

It’s not an accident. It’s the result of a strong, well-defined brand voice, and it’s one of the most powerful tools you have for connecting with your audience. Without a clear and consistent brand voice, your messages can become a jumbled mess, confusing your audience and weakening your brand identity.

In fact, consistent brand presentation across all platforms can increase revenue by up to 33%. That’s a massive advantage that comes from simply being consistent.

But you can’t be consistent without a plan. A brand voice guide IS that plan.

Your brand voice guidelines are your company’s rulebook for communication. They define your brand’s personality to ensure everyone who works for or represents your brand is speaking the same language.

This guide will walk you through the simple steps to create a brand voice guide of your own. You’ll learn how to define your voice, document it, and use it to build a stronger, more recognizable brand that truly connects with people.

Contents

What a Brand Voice Is (and Isn’t)

Source: Skrapp

Before we start building your guide, let’s make sure we’re on the same page about what a brand voice actually is. Getting this right is the foundation for everything else.

Your brand’s voice is its personality and the unique way it communicates with the world. Without defining it, your messages can become mixed, confusing your audience and weakening your identity.

The difference between brand voice and tone

Source: Brandloom

Think of it this way: Voice is your brand’s personality, while tone is its mood. Your personality (voice) stays the same, but your mood (tone) changes depending on the situation.

You have one personality, but you probably don’t speak to your boss the same way you speak to your best friend or your grandma. Your core personality doesn’t change, but your tone adapts to different situations.

It’s the same for your brand. Your brand voice should be consistent, but your tone should be flexible.

  • Voice: Who your brand is at its core (helpful, witty, inspiring).
  • Tone: How your brand expresses its voice in a specific context (e.g., using an encouraging tone in a tutorial video or a more serious tone when addressing a customer complaint).

40% of consumers want memorable content from brands, and 33% want a brand with a distinct personality. You can’t achieve either of those without first understanding the difference between your core personality (voice) and its situational expression (tone).

A brand voice is more than just a list of words

While your guide will include preferred words and phrases, your brand voice is so much bigger than a vocabulary list. It’s the underlying feeling you create. It’s the rhythm of your sentences, your use of punctuation, and the emotions you evoke.

Consumers who feel an emotional connection to a brand have a 306% higher lifetime value and are 71% more likely to recommend the company. Your voice is the primary tool for building that emotional connection.

Common mistakes

It’s easy to get style guides, brand voice, and mission statements mixed up because they are all part of your larger brand identity. But they serve very different functions. Here’s a simple breakdown:

DocumentPurposeAnswers the Question…
Brand Voice GuideDefines your brand’s communication personality.How do we sound?
Visual Style GuideDefines your brand’s look and feel.How do we look?
Mission StatementDefines your brand’s core purpose and goals.Why do we exist?

All three need to work together, but your brand voice guide is specifically focused on the words you use to bring your brand to life.

Why Your Business Needs a Brand Voice Guide

Source: Sprout Social

Okay, now you understand what a brand voice is. But is creating a whole guide for it really worth the time and effort?

Absolutely. A brand voice guide isn’t just a “nice-to-have” document for your marketing team. It’s a critical business tool that impacts everything from customer trust to your bottom line.

How a guide builds consistency across all channels

Your customers interact with you in dozens of places: your website, social media, email newsletters, chatbots, and paid ads. A brand voice guide is the single source of truth that ensures the experience is seamless everywhere.

This consistency is what separates the amateurs from the professionals.

Maintaining brand consistency across all platforms can significantly increase revenue, so a unified message is not just good for branding but also for business growth. When your voice is consistent, your brand feels more stable and reliable.

Consistency builds trust and recognition

Source: Filecamp

Humans are wired to trust what is familiar and predictable. When your brand consistently sounds the same, your audience learns what to expect. This familiarity builds trust over time.

Think about it: if a friend acted cheerful and bubbly one day, then cold and formal the next, you’d feel confused and unsure of them. The same is true for a brand.

The Edelman Trust Barometer emphasizes that consumers are more likely to trust and buy from brands that are reliable and authentic—qualities that are impossible to convey with an inconsistent voice. A consistent voice shows that your brand is dependable.

How it helps freelancers and new hires

How much time do you spend editing content from a new employee or a freelance writer to make it “sound right”? A brand voice guide practically eliminates this guesswork.

It’s an essential onboarding tool that helps new team members understand your brand’s personality from day one. It empowers your entire team to create content with confidence and reduces the time managers spend on revisions. This efficiency is a huge, often overlooked, benefit. Instead of constantly correcting people, you empower them to get it right from the start.

A strong voice makes your brand more memorable

In a crowded market, a distinct personality helps you stand out. A great case study for this is the language-learning app Duolingo.

Duolingo’s voice is famously unhinged in a playful way. Its social media presence, led by its mascot Duo the owl, is quirky, persistent, and hilarious. The brand’s TikTok is full of videos of Duo causing mischief and chasing users to do their daily lessons. This unique and consistently applied voice has made the brand a viral sensation, especially with younger audiences.

It’s memorable because it’s so different from the typically dry and educational tone of other learning apps. An analysis of their strategy shows their “entertainment-first” approach to content has been key to their massive organic reach and brand recognition.

Gather Your Core Brand Info

Ready to get practical? The first phase of creating your brand voice guide is all about gathering information. You need to look inward at your company’s foundation to define a voice that is authentic and true to who you are.

Start with your company’s mission statement

Source: Investopedia

Your mission statement is your “why.” It’s the reason your company exists beyond making money. Your brand voice should be a direct reflection of this mission:

  • If your mission is to “make technology accessible to everyone,” your voice should be simple, clear, and encouraging.
  • If your mission is to “challenge the status quo,” your voice might be bold, direct, and provocative.

Consumers are 4x to 6x more likely to purchase from, trust, and defend companies with a strong, clear purpose. Your mission is that purpose, and your voice is how you express it. Start here to ensure your voice has substance.

Review your brand values

Your values are the principles that guide your brand’s behavior. Are you honest, innovative, sustainable, or community-focused? These values should be woven into every word you write.

Source: Patagonia

A perfect example is the outdoor apparel company Patagonia. One of their core values is environmentalism. Their communication is often brutally honest, educational, and focused on activism.

Their famous “Don’t Buy This Jacket” ad campaign was a direct expression of their value of sustainability. By living their values so publicly, their voice has become one of the most trusted and authentic in any industry.

Describe your target audience or customer persona

You can’t have a conversation without knowing who you’re talking to. Take time to clearly define your target audience. Go beyond basic demographics and think about their psychographics:

  • What are their goals and motivations?
  • What are their pain points?
  • What kind of humor do they appreciate?
  • What other brands do they love?
Source: Freshworks

The more deeply you understand them, the better you can tailor your voice to resonate with them. 71% of consumers expect companies to deliver personalized interactions, and 76% get frustrated when this doesn’t happen.

Speaking in a voice that understands and reflects your audience’s world is a key form of personalization.

Use examples of existing content

Go on a treasure hunt through your own marketing materials. Look at past blog posts, emails, social media updates, and ad copy. Find the pieces that you feel “just work.”

Create a folder and save screenshots or links to these examples. For each one, ask yourself: What makes this so good? Is it the word choice? The humor? The sentence structure?

This exercise will help you identify the natural voice that may already exist within your brand, giving you a tangible starting point.

Define Your Brand’s Personality in 4 Steps

Now for the creative part. With your foundational information gathered, it’s time to translate it into a distinct personality. This is where you move from abstract ideas like “values” to a concrete communication style.

Step 1: Brainstorm 3 to 5 adjectives

Source: Stephanie Schwab

If your brand was a person, how would you describe them? Try to use personality traits for adjectives when describing how a company should sound.

Make a list of 3 to 5 core adjectives that are also personality traits. (This exercise is about making choices. You can’t be everything to everyone.) Here are some example adjectives to get you started:

  • Passionate
  • Witty
  • Authoritative
  • Playful
  • Caring
  • Formal
  • Irreverent
  • Sophisticated

This approach is rooted in the “Brand Personality Dimensions” framework, which organizes brand traits into five core dimensions (Sincerity, Excitement, Competence, Sophistication, and Ruggedness).

Choosing a few key traits gives your brand a clear and consistent character that consumers can recognize. These adjectives will become the pillars of your brand voice.

Step 2: Use a “This, not that” chart

Source: Branded Agency

This is one of the most effective tools for refining your voice. For each adjective you chose, add more context by defining what it is not. This helps clarify nuance and sets clear boundaries for your writers.

Here’s an example for a fictional tech support brand:

We Are…We Are Not…
HelpfulPatronizing
ExpertArrogant
FriendlyOverly familiar or silly
DirectAbrupt or cold

This chart is incredibly useful for course-correcting. If a piece of content feels “off,” you can check it against the “We Are Not” column to see where it went wrong.

Step 3: If your brand was a person, describe them

Source: The Hoth

This is a fun exercise that solidifies the concept: take your adjectives and your “trhis, not that” chart and write a short paragraph describing your brand as a person. This is often where brand archetypes can be useful.

Archetypes are universally recognized characters that can help provide a shorthand for your brand’s personality (The Hero, The Sage, The Jester).

For example, Nike is the classic Hero archetype, focused on mastery and overcoming challenges. Their voice is inspirational, competitive, and empowering. Google is The Sage, focused on knowledge and truth. Their voice is helpful, knowledgeable, and clear.

Choosing an archetype can give you a well-established framework to build upon, ensuring your brand’s personality feels both unique and familiar. Branding agencies still rely heavily on this framework to quickly establish a brand’s core identity.

Step 4: Use simple analogies

Imagine your brand is a person at a party. What kind of person is it?

  • Is it the friendly, approachable host making sure everyone feels welcome? That might be a brand like Zappos.
  • Or is it the witty intellectual in the corner sharing fascinating facts? That could be a brand like The New Yorker.
  • Is it the energetic life of the party telling hilarious stories? You might be thinking of a brand like Old Spice.

This “person” is your brand voice. It doesn’t matter if they’re talking to one person or a group, their personality remains the same.

Build the Sections of Your Guide

Source: Incrementors

You have the ingredients. Now, let’s structure your cookbook. A good brand voice guide is well-organized, easy to scan, and full of practical examples. Here are the essential sections to include.

Brand character

This is the introduction to your guide. It’s a high-level summary of your brand’s personality. This section should include:

It’s the first thing someone reads, giving them an immediate feel for your brand’s voice.

Tone of voice

Source: Semrush

Here, you’ll show how your voice adapts to different situations. You don’t need to cover every possible scenario, but you should outline the most common ones. For each situation, provide a short description of the tone and a “before and after” example.

For example:

  • Situation: A customer is frustrated with a product bug.
  • Tone: Empathetic, clear, and reassuring.
  • Example:
    • Before (wrong tone): “Your ticket has been received. We will investigate the issue.”
    • After (correct tone): “I’m so sorry you’re running into this bug—that sounds incredibly frustrating. I’ve passed all of your details to our engineering team, and we’ll get back to you with an update within 24 hours.”

Vocabulary and phrasing

This is where you get specific about the words you use. Create simple lists that are easy to reference.

  • Words we use:** (“team,” “folks,” “clients,” “customers”).
  • Words we avoid:** (“users,” “synergy,” “utilize,” “ninja”).
  • Company and Product Names:** How do you write your company name? Is it “MyCompany” or “My Company”? Be specific.

This section removes ambiguity and helps maintain consistency down to the smallest detail.

Grammar and punctuation

This might seem tedious, but it makes a huge difference in how professional your brand appears. 97% of readers consider brands with poor grammar and spelling as less credible. Your guide should provide clear rules on your most common style choices.

Source: Tidio

Do you use:

  • the Oxford comma? (“red, white, and blue”)
  • title case or sentence case for headlines?
  • contractions (“you’re,” “it’s”)?
  • numbers as numerals (10) or words (ten)?

You don’t need to write a full grammar textbook. Just document your top 5 to 10 rules.

Put Your Brand Voice Guide to Work

A guide sitting on a server is useless. A great brand voice guide is a living document that you should actively use and integrate into your company culture. Here’s how to make that happen.

Store the guide in an easily accessible place

Source: SecureNet Consulting

Don’t bury your guide in a complex folder system. It should be one click away for anyone who creates content. Store it in a central, cloud-based location that your whole team can access, like:

  • A pinned page in your company’s Notion or Slack.
  • A shared Google Doc with a memorable URL.
  • Your company’s internal wiki or intranet.

The key is to make it frictionless for you and those you hire to find and use.

Introduce the guide to others

Don’t just email the guide and hope people read it. Launch it! Hold a short workshop or a “lunch and learn” session to walk your team through the document and how to use it.

Make it engaging. Explain why you created it, walk through the key sections, and do a few fun exercises. You could have your team try rewriting a few sentences to match the new voice. This gets them involved and helps them understand the principles in a practical way.

Share tips on using the guide to review content

Source: Styled Stock Society

The guide should become part of your content creation workflow. One effective way to do this is to create a simple editing checklist based on the guide.

Before publishing any piece of content, the creator (or an editor) can run through the checklist:

  • Does this reflect our 3 core adjectives?
  • Does it align with our “This, Not That” chart?
  • Is the tone appropriate for the context?
  • Does it use our preferred vocabulary?
  • Does it follow our grammar rules?

This turns the guide from a static document into an active quality control tool.

Revisit your brand voice guide periodically

A brand voice guide isn’t something that you set and forget.

Your brand isn’t static, and your brand voice guide shouldn’t be either. As your company grows, your mission evolves, and your audience changes, you may need to tweak it.

Plan to review your brand voice guide at least once a year. See what’s working, what’s not, and what might be outdated. This follows agile marketing principles, where continuous iteration leads to better results over time.

According to the Content Marketing Institute, successful content marketers are much more likely to have a documented strategy and review it regularly to adapt to new challenges and opportunities. Treat your guide the same way–as a living document.

Wrap Up

Creating a brand voice guide isn’t just an exercise—it’s one of the most important steps you can take to build a powerful and consistent brand identity. By defining your character, choosing your words with intention, and setting clear communication guidelines, you empower your team and/or those you hire to speak with one, authentic voice.

This clarity and consistency will do more than just make your content better. It will build deep, lasting trust with your audience, make your brand instantly recognizable, and create a stronger connection with the people you want to serve. Use this plan to start building your guide today and watch your brand communication become clearer and more effective than ever before.

References

12 Brand Archetypes and How to Know Which to Use for Your Business. (2025). No Boring Design. Retrieved from https://www.noboringdesign.com/blog/12-brand-archetypes

Aaker, J. L. (1997). Dimensions of Brand Personality. Journal of Marketing Research, 34(3), 347–356. https://doi.org/10.2307/3151897

Arora, N., Ensslen, D., Fiedler, L., Liu, W. W., Robinson, K., Stein, E., & Schüler, G. (2021). The value of getting personalization right—or wrong—is multiplying. McKinsey & Company. Retrieved from
https://www.mckinsey.com/capabilities/growth-marketing-and-sales/our-insights/the-value-of-getting-personalization-right-or-wrong-is-multiplying

Brand Consistency: Why It’s Important and How to Achieve It. (n.d.) Marq. Retrieved from https://www.marq.com/blog/brand-consistency

Edelman. (2025). 2025 Edelman Trust Barometer. Retrieved from https://www.edelman.com/trust/2025/trust-barometer

Honigman, B. (2022). How Duolingo built a successful $250 million brand by being kind of a jerk. Fast Company. Retrieved from https://www.fastcompany.com/90741819/how-duolingo-built-a-250-million-brand-by-being-kind-of-a-jerk

Joshua. 25 Emotional Marketing Statistics – Key Facts + Case Study. (2025). eComBusinessHub.com. Retrieved from https://ecombusinesshub.com/emotional-marketing-statistics/

Meester, A. (2024). Competing On More Than Price: How Branding Can Build Revenue. Retrieved from https://www.forbes.com/councils/forbesbusinesscouncil/2024/05/09/competing-on-more-than-price-how-branding-can-build-revenue/

Our Core Values. (2022). Patagonia. Retrieved from https://www.patagonia.com/core-values/

Szaniawska-Schiavo, G. (2024). Grammar Drama: These Common Grammar Mistakes Make You’re* (sic) Company Look Dumb. Tidio. Retrieved from https://www.tidio.com/blog/common-grammar-mistakes/

Stahl, S. (2024). B2B Content Marketing Benchmarks, Budgets, and Trends: Outlook for 2025 [Research]. Retrieved from https://contentmarketinginstitute.com/b2b-research/b2b-content-marketing-trends-research

The 2025 Sprout Social Index: Edition XX. (2025). Sprout Social. Retrieved from https://sproutsocial.com/insights/index/

Unveiling the 2020 Zeno Strength of Purpose Study. (2020). Zeno Group. Retrieved from https://www.zenogroup.com/insights/2020-zeno-strength-purpose

voice. (n.d.). Duolingo Design. Retrieved from https://design.duolingo.com/writing/voice

Get Search Traffic Year-Round with Evergreen Blog Posts

Get Search Traffic Year-Round with Evergreen Blog Posts

Content Marketing Copywriting SEO UX

Are you tired of the website traffic rollercoaster? One month you’re up, the next you’re down. This feast-or-famine cycle can really slow down your business growth, especially as a solopreneur doing everything by yourself.

But what if there was a way to get a steady stream of visitors to your site, month after month?

There is! It’s called evergreen blog content. Unlike trending topics that quickly lose appeal, evergreen content keeps working for you months and YEARS after you hit publish.

Contents

What Makes Content Truly “Evergreen”?

So, what exactly is “evergreen” content?

Imagine a pine tree – it stays green all year round, right? Evergreen content is similar. It’s information that remains useful and relevant to your audience for a long time. This is different from timely content, like news about a current event, or a seasonal trend, which loses its importance quickly.

How to determine whether your content is evergreen

Your content will stay fresh over time if it:

  • Covers foundational topics in your field.
  • Answers common questions and/or solves your audience’s persistent problems.
  • Doesn’t become outdated quickly.

So if you’re a business coach, an evergreen topic could be “How to Set Realistic Business Goals.” This is something new and experienced entrepreneurs will always search for.

A time-sensitive topic, on the other hand, might be “Reacting to the Latest Social Media Algorithm Change.” While it’s a hot topic for a moment, it won’t be as relevant next year (or whenever the algorithm changes again).

Myths about evergreen content

Common misconceptions about evergreen content are:

  • You write it once and never touch it again.
    While it’s low-maintenance, occasional updates can keep it performing at its best.
  • Any long-form article or “ultimate guide” is automatically evergreen.
    But if the core topic isn’t timeless, even a detailed guide will lose relevance. The key is lasting value. You’ll have to maintain this type of content as well.

Why Solopreneurs Need an Evergreen Content Strategy

Running a business on your own comes with unique challenges. You’re often juggling everything–marketing, sales, and service–not to mention personal obligations and demands on your time. Unlike larger companies with big marketing teams, you probably don’t have the resources to constantly churn out new content just to stay visible on social media.

This is where using an evergreen content strategy becomes a game-changer.

Imagine publishing a helpful blog post today that continues to attract visitors and potential clients for months, or even years, with little extra effort from you. That’s how evergreen content creates passive marketing for your business. It’s like having a marketing assistant working 24/7, even while you sleep!

This consistent traffic generation can smooth out feast-or-famine cycles. But there are more benefits of evergreen content.

Evergreen content is great for SEO

Source: Ahrefs

The SEO benefits of evergreen content grow over time.

Search engines like Google love high-quality content that thoroughly answers searchers’ questions. As your evergreen post gathers more views, shares, and backlinks from other sites, its authority (and yours) grows.

Older webpages tend to rank higher in SEO, and evergreen content is perfectly suited to become that aged, authoritative content. This means your posts are more likely to show up on the first page of search results, driving organic traffic to your website.

Evergreen content is cost-effective

Source: Search Engine Land

Creating content with long-term value is also very cost-effective.

Think about the time and energy you spend creating a blog post. With timely content, that effort yields results for a short period. With evergreen content, your initial investment continues to pay off for a much longer time.

This makes it a smart approach to content marketing for a small business, especially when you’re managing a tight budget. It’s about working smarter, not harder, to achieve sustainable business growth.

But what types of content offer this lasting power? Let’s look at some proven formats.

5 Types of Evergreen Blog Posts That Drive Consistent Traffic

Certain types of blog posts are naturally more suited to being evergreen. They address ongoing needs and questions. Here are five powerful formats you can use.

How-to guides and tutorials that solve common, persistent problems

Woman reading tablet search engine bot in the corner with a thumbs up

These are classic evergreen pieces. People are always searching for instructions on how to do something. As a solopreneur, you have specific skills and knowledge, so share it!

For example, if you’re a web designer, “How to Choose the Right Colors for Your Brand Website” would be a great idea for an evergreen how-to guide.

Backlinko analyzed almost 1 billion blog posts, and found that “how-to” posts, listicles and infographics tend to receive a high number of backlinks, which is great for SEO and long-term traffic.

Resource lists and toolkits that remain useful year after year

Curated lists of valuable resources save your audience time and effort. These can become go-to references in your niche.

So for a virtual assistant, “The Top 10 Productivity Tools for Busy Solopreneurs” could be a highly valuable resource list.

Specific tools can change, but the categories of tools (project management, communication) often remain constant. You can update the specific tools every year or so to keep the list fresh.

Ultimate” guides that cover foundational topics in your industry

These are comprehensive, in-depth pieces that aim to be the definitive resource on a particular subject, and build extensive authority.

Say you’re a financial planner for solopreneurs. You could write “The Ultimate Guide to Retirement Planning for the Self-Employed” and continue adding to it as one of your content pillars on your site.

Orbit Media Studios’ annual blogging survey often highlights that bloggers who write longer, more in-depth content tend to report stronger results.

Ultimate guides fit this description perfectly.

Case studies of timeless principles applied to real situations

Colorful case study graphic on desk

A piece showcasing how fundamental principles work in practice can be very insightful. If the principles are timeless, the case study will remain relevant.

So a marketing consultant might share something like: “Case Study: How a Local Bakery Tripled Its Online Orders Using Core Email Marketing Principles.” Even if the bakery is an older example, the core email principles likely still apply.

Focus on the “why” and “how” behind the success, linking it to enduring strategies instead of fleeting tactics.

FAQ posts that address universal questions in your niche

Woman thinking at her desk and holding a pen

Every industry has questions that prospects and customers ask over and over again. Compiling these questions into a comprehensive FAQ post can be incredibly helpful and drive targeted traffic to your site continuously.

A business lawyer could create an FAQ post called, “Your Top 15 Questions Answered: Legal Basics for Starting Your Solo Business.”

Answering common questions directly can help your content appear in Google’s featured snippets and “People Also Ask” boxes and at the top and bottom (respectively) of search results, significantly boosting visibility for these FAQ posts.

These formats provide a great starting point for your evergreen blog content for solopreneurs. Next, let’s talk about making sure people can find these amazing posts.

Creating Evergreen Content That Ranks

Creating great evergreen content is one thing; making sure it gets found by search engines is another. You want your hard work to pay off with consistent organic traffic. Here’s how to create content that ranks.

Keyword research techniques for finding evergreen search terms

Source: Ahrefs

Keywords are the search terms people type into Google. For evergreen content, you need to find keywords that have steady search interest over time, not just seasonal spikes.

  • Focus: Look for “long-tail keywords,” which are long, specific phrases like “how to create a content plan for solo business” instead of just “content plan”. They often have less competition and attract a more targeted audience.
  • Tools: Use tools like Google Keyword Planner, AnswerThePublic, or Ahrefs’ Keywords Explorer to find terms people are searching for. Look for questions people ask related to your core topics. For instance, searching for “content ideas for solopreneurs” may reveal many related long-tail keywords.

The majority of searches are for long-tail keywords. Targeting these can be a smart SEO strategy for solopreneurs.

Tips for crafting headlines that attract clicks month after month

Your headline is the first thing people see. Here’s how to create a compelling headline they just have to click, now and in the future:

  • Be clear and specific: Tell the reader exactly what they will get. “5 Simple Steps to Writing Your First Evergreen Blog Post” is more specific than “Writing Blog Posts.”
  • Use numbers or questions: Headlines with numbers (like listicles) or that pose a question often perform well.
  • Include your target keyword: Your target keyword (also known as a primary keyword or focus keyword) helps search engines understand what your content is about.

How to structure content for both readability and SEO

Source: HardSplash Media

People online tend to scan content. Make your posts easy to read and digest. Search engines favor well-structured content with this formatting:

  • Properly-tagged headings and subheadings (H2, H3, H4): Break up your text and guide the reader.
  • Short paragraphs and sentences: Aim for clarity and conciseness.
  • Bullet points and numbered lists: Make information easy to skim.
  • Bold and italic text: Highlight key takeaways.

Nielsen Norman Group’s research consistently shows that users scan web pages, and clear, concise, scannable content performs best.

Strategies to make your content comprehensive yet accessible

Evergreen content should be thorough, but not overwhelming. You want to be seen as an authority, but your audience (especially if you’re aiming for an 8th-grade reading level) needs to understand you. So be sure to:

  • Define jargon: If you must use industry-specific terms, explain them simply.
  • Provide examples: Illustrate your points with relatable scenarios. If you’re referencing a success story, focus on the enduring principles, not short-lived tactics.
  • Logical flow: Organize your content in a way that makes sense from start to finish.

Enhance content with timeless visuals

Visuals can make your content more engaging and easier to understand. Choose images and examples that won’t quickly look dated.

  • Use diagrams or simple charts: To explain complex ideas.
  • High-quality stock photos: Avoid overly trendy or cliché images.
  • Screenshots: Ensure they illustrate a process that isn’t likely to change drastically anytime soon.

By focusing on these elements, you can create evergreen blog posts that not only provide lasting value but also have a strong chance of ranking well in search results, becoming a cornerstone of your traffic-driving blog posts strategy.

But if your competitors are also creating evergreen content, how do you make yours stand out?

Making Your Evergreen Content Stand Out from Competitors

It’s likely your competitors are also trying to create lasting blog content. So, how do you ensure your evergreen pieces get noticed and become the go-to resource? You need to add that extra something special.

Research methods to find content gaps in your market

Source: SERPninja

A content gap is a topic your target audience is searching for, but there isn’t enough high-quality content available, or existing content is missing key information.

  • Analyze competitor content: Look at top-ranking posts for your target keywords. What questions are they not answering fully? What perspectives are missing? You can often find these content gaps by reading comments on their blogs or social media.
  • Use SEO tools: Tools like Semrush and Ahrefs have features to identify keywords your competitors rank for that you don’t, or where their content might be thin. This helps identify content creation opportunities.
  • Listen to your audience: What questions do your clients or social media followers ask you repeatedly? These are prime candidates for evergreen content that fills a real need.

Techniques to add unique insights and personal expertise

This is where being a solopreneur can be a real advantage. Your unique experiences, voice, and perspective are things no one else can replicate. This is key for personal branding through content.

Some ways to weave in your unique insights and perspectives:

  • Share personal anecdotes: Illustrate points with your own stories.
  • Offer a contrarian view: If everyone says “X,” but your experience shows “Y” can also work, explain that. This can create thought leadership content.
  • Develop your own frameworks or models: Simplify complex topics by breaking them down in a unique way.

A survey by Demand Gen Report cites that customers are increasingly looking for content that offers new perspectives, not just rehashed information.

How to incorporate original data or research when possible

Even small-scale original research can make your content stand out. A few ways to conduct research:

  • Survey your audience or network: Collect data on a topic relevant to your niche via a poll or survey, and share the findings.
  • Conduct mini-experiments: If applicable to your field, document a process and its results.
  • Analyze publicly available data uniquely: Find a new way to interpret existing industry reports or statistics.

Say you’re a productivity coach, you could survey 50 fellow solopreneurs about their biggest time-wasting activities and publish the results. This becomes unique, citable data.

Refresh your approach to common topics

Many evergreen topics have been covered extensively. Your goal is to bring a fresh angle:

  • Target a more specific niche within the topic: Instead of “Content Marketing Basics,” try “Content Marketing Basics for Handmade Business Owners.”
  • Focus on a different outcome or benefit: If most articles on “time management” focus on productivity, perhaps yours could focus on how it reduces stress for solopreneurs.
  • Use a unique format: Could you present the information as an interactive quiz, a detailed checklist, or a series of short videos embedded in the post?

By finding those content gaps and injecting your unique value, your evergreen content will not only rank but also resonate deeply with your audience, building your authority. Now, let’s explore a powerful platform to amplify that authority: LinkedIn.

Why LinkedIn Should Be Part of Your Evergreen Strategy

Source: Sprout Social

You’ve crafted some fantastic evergreen blog content for your website. But did you know that LinkedIn can be a powerful ally in your content strategy, especially for solopreneurs? It’s more than just a professional networking site.

LinkedIn’s SEO advantages for solopreneurs with new websites

LinkedIn is a massive website with very high domain authority (DA). This means content published there often gets indexed by Google quickly and can rank well in search results, sometimes even outranking content on newer, less authoritative personal blogs.

  • Benefit: If your own website is new and still building its SEO strength, publishing evergreen articles on LinkedIn can give your ideas visibility in search results much faster. This is a great way to drive organic traffic indirectly.
  • Case study: Many solopreneurs report that their LinkedIn articles appear in Google searches for their name or key topics they write about, often within days of publishing.

LinkedIn articles often rank faster than new blog content

Source: Oryn

As mentioned, LinkedIn’s authority helps its content get noticed by search engines quickly. Your brand-new blog might take weeks or months to get similar traction for a competitive keyword.

Think of LinkedIn articles as a way to “test” the ranking potential of certain evergreen topics or to gain initial visibility while your website’s SEO builds.

The unique algorithm benefits LinkedIn provides for individual creators

LinkedIn encourages creators to publish content directly on its platform. Its algorithm tends to favor native content, including articles.

  • Engagement signals: When your connections and followers engage with your LinkedIn article (by likes, comments, and shares), it signals to the algorithm that your content is valuable, potentially increasing its reach within the LinkedIn ecosystem.
  • LinkedIn’s “Creator Mode: LinkedIn’s push for more original content means that individuals who consistently publish quality material, like evergreen thought leadership content, can see increased visibility on the platform.

Statistics showing LinkedIn’s content reach compared to personal blogs

While direct comparison stats are tricky and vary widely, LinkedIn offers a built-in audience.

  • Built-in network: When you publish an article, your connections are often notified, providing an immediate potential readership that a brand-new blog post might struggle to achieve without promotion.
  • Reach potential: According to data from Sprout Social (2023), LinkedIn is a top platform for B2B marketers, and well-crafted content can achieve significant organic reach among professionals, your likely target audience as a solopreneur. While your blog aims for global search reach, LinkedIn offers targeted professional reach.

Using LinkedIn as part of your evergreen content strategy doesn’t mean abandoning your blog. It’s about smart repurposing and leveraging LinkedIn’s strengths.

Anything can happen to a social media platform, but the content on your website is yours. So, how do you take your amazing blog posts and make them shine on LinkedIn?

Repurposing Evergreen Blog Content for LinkedIn Success

Source: Styled Stock Society

When you’ve got valuable evergreen blog posts on your website, don’t let them just sit there! Repurposing that content as LinkedIn articles can expand your reach and reinforce your expertise. Here’s how to adapt your content effectively.

Step-by-step process for adapting blog posts to LinkedIn articles

It’s not just a copy-paste job from your blog to LinkedIn—you need to tailor it.

  1. Choose the right posts: Select evergreen blog posts that are highly relevant to a professional audience, and align them with your LinkedIn personal branding.
  2. Condense and refocus: LinkedIn articles are often best when a bit shorter and more direct than a comprehensive blog post. Focus on the key takeaways or one core idea from your original post.
  3. Rewrite the introduction: Hook the LinkedIn reader immediately by addressing a pain point or a professional aspiration relevant to them.
  4. Adjust the body of the article: Keep paragraphs short. Use bullet points or numbered lists for readability.
  5. Craft a LinkedIn-specific call to action (CTA): What do you want LinkedIn readers to do? Comment with their experiences? Connect with you? Visit your website for a related resource?

How to modify content structure for LinkedIn’s specific format

LinkedIn’s article editor has its own nuances:

  • Shorter paragraphs: Use for 2 to 4 sentences per paragraph on LinkedIn. This improves scannability on both desktop and mobile.
  • Use LinkedIn’s formatting: Add bolding, italics, blockquotes, and bullet points to break up text and highlight key information.
  • Consider “native” feel: Even though this isn’t an original article only for LinkedIn, make it feel like it was written for LinkedIn. This might mean a slightly more direct or professionally conversational tone.
  • Link back to your site: Create your own backlink for SEO by including a hyperlink to the article back to the original blog post on your website

For example, a 3,000-word “ultimate guide” blog post could be broken down into two or three focused LinkedIn articles, each tackling a specific sub-topic from the original guide. Or you could just use a portion of the blog to make an abridged version for LinkedIn.

Tips for creating LinkedIn-specific headlines that gain traction

Headlines are crucial on LinkedIn. They need to stop the scroll.

  • Lead with a benefit: “How Solopreneurs Can Triple Their Leads with Evergreen Content” is stronger than just “Evergreen Content Guide.”
  • Use numbers and keywords: Similar to blog headlines, but ensure the keywords resonate with a professional searcher on LinkedIn.
  • Intrigue or urgency: “The One Evergreen Content Mistake Most Solopreneurs Make.”

LinkedIn’s own publishing guidelines often emphasize the importance of clear, compelling headlines that promise value to the reader.

Ways to enhance engagement through LinkedIn-specific features

LinkedIn isn’t just a publishing platform, it’s a social one. So don’t just post and run:

  • Ask questions: End your article with a question (as a CTA) to encourage comments and discussions.
  • Tag relevant people/companies as appropriate: If you mention a tool or an influencer respectfully, tagging them might increase visibility.
  • Share your article as a post: After publishing the article, create a separate LinkedIn post linking to it, adding some personal commentary or a key takeaway to encourage clicks and engagement.
  • Engage with comments: Respond to comments on your article to keep the conversation going and show you’re active.

Repurposing your evergreen content for your LinkedIn content strategy extends its life and impact, helping you build authority and drive traffic from multiple sources.

Of course, even “evergreen” content needs a little care over time.

Maintaining and Refreshing Your Evergreen Content

The beauty of evergreen content is its longevity. But “long-lasting” doesn’t mean “set it and forget it forever.” To keep your best pieces performing well and staying truly relevant, occasional maintenance is key.

How often to review and update evergreen posts

Source: Styled Stock Society

There’s no single magic number, but a good rule of thumb is to review your top-performing evergreen content at least once a year. For other pieces, every 18 to 24 months may be sufficient.

Also, set up Google alerts or regularly check if there’s been a significant industry change, a new major tool released, or if you notice a dip in traffic to a previously popular post.

According to Orbit Media Studios, bloggers who update older content are significantly more likely to report “strong results” from their content marketing.

Signs that your content needs refreshing

Source: Zeal Digital

Keep an eye out for these tell-tale signs:

  • Declining organic traffic: If a post that used to bring in steady visitors is slipping, it might be losing relevance or getting outranked.
  • Outdated information or statistics: Facts, figures, or examples that are clearly from years ago.
  • Broken links: Links to external resources or even internal pages that no longer work.
  • New, better competitor content: If others have published more comprehensive or up-to-date articles on the same topic.
  • Changes in your own offerings: If your services or products have evolved, your content should reflect that.

Simple updates that can boost existing content performance

Source: Styled Stock Society

Refreshing doesn’t always mean a complete rewrite. Often, small changes can make a big difference.

  • Update statistics and dates: Swap out old data for the latest available numbers.
  • Add new examples or case studies: Keep your illustrations fresh.
  • Improve readability: Break up long paragraphs, add more subheadings, or create bullet points.
  • Enhance visuals: Add new images, update screenshots, or create a simple infographic.
  • Expand a section: If a particular subtopic has gained more importance, add more detail.
  • Internal linking: Add links to newer relevant content on your site, and ensure older posts link to this refreshed piece. This helps with content with long-term value.

Tools to track content performance over time

Dashboard upward trending report

You need data to know what’s working and what needs attention.

  • Google Analytics: Track page views, bounce rate, time on page, and traffic sources for each blog post.
  • Google Search Console: See which keywords your posts are ranking for, their click-through rates, and any crawl errors.
  • SEO software (Semrush, Ahrefs, Moz): Monitor your positions for target keywords using their rank tracking features.

When you review and refresh your evergreen content regularly, you ensure it continues to be a valuable asset for your solopreneur business, driving organic traffic and reinforcing your authority for years to come. This commitment to content refresh strategies is vital. (And of course, I’m available to help with that!)

Now, how do you fit this all into your busy schedule?

Creating a Content Calendar That Balances Evergreen and Timely Content

Source: Styled Stock Society

As a solopreneur, your time is precious. A content calendar is essential to manage your content creation effectively, and ensure you consistently publish valuable pieces without feeling overwhelmed. It also helps you balance foundational evergreen articles with more timely posts.

Ideal ratio of evergreen to timely content for solopreneurs

Source: Breeze

While it varies by industry and audience, a good starting point for many solopreneurs is an 80/20 rule of 80% evergreen content and 20% timely content.

Evergreen content provides a stable foundation for traffic and authority. Timely content (like industry news commentary, responses to current trends, or seasonal promotions) can create buzz and show you’re current, but its value fades faster.

This ratio isn’t set in stone. If a major industry event happens, you might temporarily shift to more timely content. The key is having a strategic content planning approach.

Planning techniques for consistent content creation

Consistency is more important than frequency when creating content, especially when you’re just starting. A few ideas to help keep you stay consistent:

  • Theme months or quarters: Focus your content around a specific theme for one time period such as a month or a quarter.

    This can make brainstorming evergreen blog ideas easier and create a cohesive experience for your audience. For example, one quarter could focus on “Productivity for Solopreneurs,” with various how-to guides, resource lists, and FAQ posts on that theme.
  • Pillar content and topic clusters: Create a large, comprehensive evergreen “pillar post” on a broad topic, then create several smaller “cluster” posts that do a deep dive into specific subtopics, all linking back to the pillar post. This is great for SEO and provides a wealth of content ideas.

How to batch-create evergreen content efficiently

Source: Styled Stock Society

Batching in this context means dedicating blocks of time to specific stages of content creation. This can significantly boost your productivity.

  1. Brainstorming and outlining: Dedicate a few hours to brainstorm a list of evergreen topics and create rough outlines for several posts at once.
  2. Research and writing: Set aside dedicated days for writing multiple first drafts.
  3. Editing and visuals: Another block of time for editing those drafts, creating or sourcing images, and optimizing for SEO.

You could spend one Monday morning per month outlining four evergreen posts, then write one post each following Monday. This DIY content marketing approach makes the task less daunting.

Tips for managing content creation alongside other business tasks

Content creation is just one hat you wear as a solopreneur.

  • Time blocking: Schedule specific, non-negotiable time slots in your week for content creation, just like you would for client work.
  • Use a simple content calendar tool: Google Calendar, Trello, Asana, or even a spreadsheet can work. The goal is to have a visual plan.
  • Don’t aim for perfection immediately: Get the core ideas down. You can always refine and update later.
  • Repurpose aggressively: One evergreen blog post can become several social media updates, key points for a YouTube video, a LinkedIn article, and even part of an email newsletter. This maximizes your effort.

By strategically planning and batching your work, you can build a rich library of evergreen blog content without burning out. This content marketing approach is sustainable, supports long-term website traffic growth, and establishes you as a go-to expert.

Your Path to Lasting Online Presence

As a solopreneur, you need marketing strategies that work smarter, not harder. Evergreen blog content offers exactly that. It consistently attracts your ideal audience, builds your credibility, and generates leads long after you’ve hit the publish button. Think of it as building a valuable library of resources that works for your business around the clock.

Investing time in writing in high-quality, well-researched evergreen pieces has significant long-term traffic and authority benefits. These posts become foundational assets for your online presence, driving organic traffic and positioning you as a knowledgeable leader in your field. The effort you put in today continues to pay dividends for months—even years—creating a more stable and predictable flow of visitors to your website.

Source: Styled Stock Society

If you feel overwhelmed about where to start, begin with just one high-quality evergreen blog post that addresses a core need or question for your audience. Once it’s live on your blog, take the next step and repurpose its key insights into a LinkedIn article to expand its reach.

Your challenge this week? Start planning your evergreen content strategy. Identify some evergreen blog topics you can develop. You’ve got the knowledge; it’s time to share it in a way that brings enduring value to both your audience and your solo business.

References

2023 B2B Content Preferences Survey Report: Personalized, Data-Backed Content Enables B2B Teams to Fast Track Buyer Enablement, Speed Up Path to Purchase. (2023). Demand Gen Report. Retrieved from https://www1.demandgenreport.com/2023-content-preferences-survey-report-0323-dd/

Barnhart, B. (2025). Mastering LinkedIn content marketing: Strategies and examples. Sprout Social. Retrieved from https://sproutsocial.com/insights/linkedin-content-marketing

Creator update: New and improved tools now available. (2022). LinkedIn Pulse. Retrieved friom https://www.linkedin.com/pulse/creator-update-new-improved-tools-now-available-li4c/

Dean, B. (2019). We Analyzed 912 Million Blog Posts. Here’s What We Learned About Content Marketing. Backlinko. Retrieved from https://backlinko.com/content-study

Morkes, J & Nielsen, J. (1997). Concise, SCANNABLE, and Objective: How to Write for the Web. Nielsen Norman Group. Retrieved from https://www.nngroup.com/articles/concise-scannable-and-objective-how-to-write-for-the-web/

Parsons, J. (2024). Business Blogging vs LinkedIn Articles: Which is Better? Retrieved from https://www.contentpowered.com/blog/blogging-linkedin-articles-better/

Pros and Cons of Posting Articles on LinkedIn Instead of Your Blog. (2024). MeetEdgar. Retrieved from https://meetedgar.com/blog/pros-and-cons-of-posting-articles-on-linkedin-instead-of-your-blog

SERP Features: FAQ. (n.d.). Semrush. Retrieved from https://www.semrush.com/kb/1326-serp-features-faq

Soulo, T. (2021). Long-tail Keywords: What They Are and How to Get Search Traffic From Them. Ahrefs. Retrieved from https://ahrefs.com/blog/long-tail-keywords/

Stox, P. (2025). How Long Does It Take to Rank in Google? And How Old Are Top Ranking Pages? Ahrefs. Retrieved from https://ahrefs.com/blog/how-long-does-it-take-to-rank-in-google-and-how-old-are-top-ranking-pages/

The 2025 Sprout Social Index Edition XX. (2025). Sprout Social. Retrieved from https://sproutsocial.com/insights/index/

Online Research for Solopreneurs, Bloggers and Content Creators

Online Research for Solopreneurs, Bloggers and Content Creators

SEO UX

Finding the right information when writing blog posts is a major challenge for many solopreneurs. According to the 11th Annual Blogger Survey by Orbit Media, blog posts with quotes and statistics have better traffic and engagement than those with just images.

And that requires thorough online research.

Good research helps you create content that stands out in a crowded online space. So let’s go through the practical ways to research for a blog post or other content, including how to:

  • Find reliable information quickly,
  • Organize your findings, and
  • Turn your research into engaging content your audience will value.

Contents

Why Good Research Matters for Your Blog

How quality research builds your credibility with readers

When you publish a blog post, you’re asking readers to trust your expertise. But in general, blogs aren’t considered credible sources by academic standards.

Why? Because unlike academic publications, blogs typically don’t go through rigorous peer review or fact-checking processes. This is why thorough research matters so much.

Quality research helps bridge this credibility gap. When readers see that you’ve backed up your claims with data, expert opinions, and reliable sources, they’re more likely to trust what you have to say.

63% of readers consider blogs with multiple authors to be more credible than one single source. This suggests that diverse perspectives and expertise from good research directly impact how trustworthy your audience finds your content.

Think about it–would you trust health advice from someone just sharing personal opinions, or from someone who quotes medical studies and expert physicians?

The connection between well-researched content and better search rankings

Search engines like Google are constantly improving their ability to identify and reward quality content. Did you know that simply having a blog increases your chances of ranking higher in search results by 434%? Now imagine what happens when that blog is backed by well-researched, accurate content.

When you research thoroughly, you naturally:

These factors show search engines your content is valuable.

Well-researched content also tends to earn more backlinks from other reputable websites, which remains one of the strongest SEO ranking factors. When other site owners see you’ve done your homework, they’re more likely to link to your content as a reliable resource.

Fact-checking prevents mistakes that hurt your reputation

Making factual errors in your content can quickly damage the reputation you’ve worked so hard to build, and you may lose credibility. This is easy to do if you rely on AI tools like ChatGPT and others to write your content without verifying its accuracy.

This is particularly critical in industries where incorrect information could have serious consequences. For health, finance, or legal topics, mistakes aren’t just embarrassing–they could potentially harm your readers. Even in less sensitive niches, factual errors signal carelessness and make readers question everything else you publish.

Fact-checking is a great way to avoid mistakes and build a foundation of trust with your audience that keeps them coming back for more of your content.

How research helps you find unique angles others miss

With over 7.5 million blog posts published every day, standing out requires more than just good writing-it requires fresh perspectives. Thorough research helps you discover angles and insights other content creators miss.

When you dig deeper into a topic than your competitors, you’ll uncover statistics, case studies, and expert opinions that aren’t featured in every other article on the same subject. This gives your readers a reason to choose your content over the countless other options available to them.

Research also helps you identify content gaps–questions your audience is asking that existing content doesn’t answer. By addressing them, you position yourself as a go-to resource in your niche.

Essential Online Research Tools for Solopreneurs

Free and paid search tools beyond basic Google searches

Google is just the tip of the iceberg when it comes to online research. As a savvy solopreneur, you’ll want to expand your toolkit to include specialized search engines that can uncover insights you’d miss otherwise:

  • Google Scholar gives you access to academic papers and citations without university credentials.
  • Google Trends shows you how search interest in topics changes over time, helping you identify trending subjects within your niche.

For market research:

  • Ahrefs, Keysearch, and SEMrush are excellent tools for keyword research.
  • BuzzSumo has a content analyzer that can help you evaluate which types of content perform best in your industry.

These tools let you see which topics get the most engagement, what questions your audience is asking, and how your competitors are approaching similar content.

Free alternatives:

  • DuckDuckGo for privacy-focused searches that aren’t influenced by your previous search history, or use
  • Million Short to discover sources that typically don’t rank on the first few pages of Google.

Scribendi and university sites have many more free research databases to choose from.

Academic databases you can access without university credentials

You don’t need a university email address to access quality research. Several academic and scientific databases offer free or partial access to journal articles and research papers:

  • JSTOR offers free read-only access to a limited number of articles each month.
  • PubMed provides free access to medical research abstracts and some articles.
  • ScienceDirect and ResearchGate often include free full-text versions of health-related research and scientific papers.
  • Mendeley, which I rely on most, is a database of scholarly journals. Pop in your topic and sort the results by year and access level (some are Open Access, so they’re free for everyone).
  • Google Scholar, mentioned earlier, indexes scholarly literature across disciplines and often links to free PDF versions of papers when they’re available through university repositories.

For industry reports, check if your local public library offers access to premium databases like EBSCO or LexisNexis. Many public libraries provide these resources to cardholders at no additional cost.

Compare different databases so you can spend time where you’re more likely to find the info you need.

Browser extensions that make research faster and more organized

Source: Robots.net

The right browser extensions can change how efficiently you conduct research. However, choose carefully. In 2024, Georgia Tech found that thousands of browser extensions pose significant privacy risks by extracting sensitive user data from web pages.

Safe, helpful research extensions (with free and paid tiers) include:

  • Zotero Connector: Saves articles, web pages, and PDFs to your Zotero library with a single click
  • Grammarly and Quillbot: Checks your writing for clarity and accuracy as you work
  • Evernote Web Clipper: Saves articles and web pages to your Evernote account
  • Hypothesis: Allows you to annotate web pages and save your notes

These tools help you collect and organize information as you find it, streamlining your research process and ensuring you don’t lose valuable sources.

Digital note-taking systems

The best research system is one you’ll actually use consistently. For busy content creators, simplicity and accessibility are key.

Consider using one of these notes tools:

  • Notion: Combines notes, databases, and project management in one flexible workspace. (I’ve used this tool for free since inception and I love it!)
  • Roam Research: Uses a networked note-taking approach that connects related concepts
  • Obsidian: Creates a personal knowledge base with linked notes stored locally on your computer
  • Evernote or OneNote: Offers straightforward note organization with robust search capabilities

Whatever system you choose, es

Establish a consistent method for tagging sources, organizing notes by topic, and connecting related ideas. This makes it much easier to repurpose your research into cohesive content later.

Finding Reliable Sources Online

How to tell if a website is trustworthy

Not all information online is created equal. When evaluating a website’s credibility, start by checking its URL-one of the quickest ways to judge a site’s reliability.

Government websites (.gov), educational institutions (.edu), and established organizations (.org) tend to provide more trustworthy information, though this isn’t a guarantee. Commercial websites (.com) vary widely in credibility depending on their reputation and transparency.

Beyond the URL, look for:

  • Author credentials and expertise in the subject matter
  • Publication date (especially important for time-sensitive topics)
  • Citations and references to back up claims
  • Professional design and absence of excessive ads
  • Editorial standards and review processes

Blogs written by recognized experts in their field and backed by solid references can also provide valuable information, but you must still do your due diligence.

Techniques to verify facts across multiple sources

Information from multiple independent sources is generally more reliable than claims from a single source. This principle, known as corroboration, is fundamental to quality research.

Source: UC San Diego

When you find an interesting fact or statistic, take these steps to verify it:

  1. Trace it to the primary source whenever possible.
  2. Check if multiple reputable sources report the same information.
  3. Look for consensus among experts in the field.
  4. Be wary of claims that only appear on one website.
  5. Consider whether the information aligns with established knowledge in the field.

For example, if you find a surprising statistic about blogging engagement, check whether it comes from a reputable marketing research firm and whether other industry reports mention similar findings.

Industry-specific resources worth bookmarking

Different industries have their own gold-standard sources. Building a collection of reliable, industry-specific resources saves time and improves the quality of your research.

For digital marketing:

  • Google‘s official blogs and research publications
  • Hubspot‘s research reports
  • Content Marketing Institute‘s annual benchmarks and trends

For health and wellness:

  • PubMed for peer-reviewed medical research
  • Mayo Clinic and Cleveland Clinic websites
  • National Institutes of Health (NIH) resources

For technology:

  • IEEE publications
  • Tech company research papers (Google, Microsoft, etc.)
  • MIT Technology Review

Create your own curated list of trustworthy sources in your niche, and you’ll always have a solid starting point for research.

How to reach out to experts for quotes

Sometimes the best research comes directly from subject matter experts. Don’t be afraid to reach out to them via LinkedIn, their website (or wherever you find them online), to get quotes that can elevate your content.

When approaching experts:

  1. Do your homework first-research their background and previous statements.
  2. Craft specific, thoughtful questions that respect their time.
  3. Explain clearly how their input will be used.
  4. Give them a reasonable deadline.
  5. Offer to share the published piece with them.

Expert quotes add credibility and bring fresh perspectives to your content. They can provide insights that aren’t available through published sources alone.

Research Organization Strategies

Simple systems to track your sources and notes

The average blog post takes about 4 hours to write, but disorganized research can double that time. A little organization upfront saves significant time when crafting your content.

Source: QuillBot (formerly Lumen Learning)

The simplest approach is to create a dedicated document or spreadsheet for each content project with:

  • Source URLs and access dates
  • Key quotes (with page numbers for longer documents)
  • Your own notes and insights
  • Tags or categories to group related information

For visual thinkers, mind-mapping tools like MindMeister or XMind can help organize information spatially, showing connections between different concepts and sources.

Organizing your research from the beginning of your content planning will prevent confusion and frustration later when you’re writing.

How to create research templates you can reuse

Why reinvent the wheel for each new article? Create templates to streamline your research process:

  1. Source evaluation template: Fields for URL, author credentials, publication date, and your assessment of credibility.
  2. Content research brief: List of questions your article needs to answer, competitor articles to review, and target keywords.
  3. Fact-checking checklist: Standard verification steps for different types of claims.

These templates ensure consistency in your research approach and help you avoid missing critical steps when you’re in a rush.

Tools to save and organize your findings

Besides note-taking systems, here are more specialized tools to manage your research workflow:

  • Pocket: Save articles to read later (even offline).
  • Feedly: Track new content from your favorite sources.
  • Diigo: Highlight and annotate web pages, then organize with tags.
  • ReadCube Papers: Manage a list of scholarly articles and references.

Choose tools that integrate well with your existing workflow, instead of forcing yourself to adapt to complicated new systems.

Tips to avoid information overload

With so much information available, it’s easy to get overwhelmed. Set clear boundaries for your research:

  1. Define specific questions you need to answer.
  2. Set a time limit for initial research.
  3. Stop collecting new sources once you have 3 to 5 solid references for each major point.
  4. Schedule breaks to process what you’ve learned.

Perfectionism in research can lead to analysis paralysis. At some point, you need to start writing with the information you have.

Turning Research into Engaging Content

Techniques to weave facts and data into compelling stories

Data without context is just numbers. To make research engaging, you need to tell a story with data that will resonate with your audience.

You can think of data storytelling as “the ability to effectively communicate insights from a dataset using narratives and visualizations.” This approach makes complex information accessible and memorable.

Source: Springboard

Try these techniques:

  • Open with a surprising statistic that challenges assumptions to hook your audience.
  • Use real examples that illustrate the data in action.
  • Connect numbers to real-life implications for your audience.
  • Compare statistics to familiar concepts for better understanding.

For example, when using data in a story, instead of giving a stat like “71% of B2B buyers consume blog content during their buyer journey,” you could say: “Nearly three out of four B2B buyers will read blog content before deciding to purchase from you. That’s why your blog isn’t just nice to have–it’s an essential part of your sales funnel.”

Changing the perspective from 71% to “3 out of 4” paints a clearer picture for your readers and makes the story more engaging.

How to use research to create helpful visuals and graphics

Visual content helps readers digest complex information quickly. Use your research to create:

  • Charts and graphs showing key statistics.
  • Comparison tables highlighting differences between options.
  • Infographics summarizing multi-step processes.
  • Timeline graphics showing historical developments.

Keep visuals simple and focused on one main insight. The average reader spends just 52 seconds reading a blog post, so your visuals need to communicate clearly at a glance. It’s easy to do this in tools like Canva with templates where you can just plug in the info, or AI tools like Canva AI or Google’s ImageFX where you can enter a prompt to generate the image.

When creating data visualizations, always cite your sources directly on the graphic to maintain credibility when the image is shared separately from your article.

Ways to present complex information in simple terms

Source: Hemingway App

The best research-based content makes complex topics accessible without dumbing them down. With the average blog post now about 1,400 words, you need strategies to keep readers engaged throughout. You can:

  • Break down complex concepts into step-by-step explanations.
  • Use analogies that connect new ideas to familiar concepts.
  • Define technical terms using plain language.
  • Provide real-world examples that illustrate abstract concepts.

Try writing or editing to a 7th- or 8th-grade reading level by using shorter sentences, familiar words, and clear explanations. This doesn’t mean talking down to your audience-it means making your content accessible to more readers. Tools like Hemingway (pictured above) and Readable can help you gauge the reading level of your content.

Tips for citing sources properly without breaking your writing flow

Source: Examples.com

Citations build credibility but can interrupt your narrative if you don’t integrate them smoothly. Here’s how:

  • Mention the source naturally within your sentence: “According to a 2025 report from OptinMonster, blog posts with odd-numbered headlines perform better than even-numbered ones”
  • Use hyperlinks for online sources without cluttering text with URLs. (You can also shorten a sentence like the example above and simply hyperlink to the source.)
  • Save detailed citations for a resources section at the end of longer content (like all my blogs do).
  • When directly quoting, integrate brief quotes into your own sentences.

Proper attribution protects you legally and ethically, while building reader trust.

Common Research Mistakes to Avoid

Using outdated or inaccurate information

Not all published information is accurate or current. You can spot and avoid spreading misinformation with these steps:

  • Check publication dates – information from before 2020 may be outdated in fast-changing fields.
  • Be skeptical of claims that seem too good to be true, and verify them with primary sources (the original source of the information).
  • Look for signs of bias, such as one-sided presentations of issues.
  • Verify statistical claims by checking the research methods and sample sizes used.
  • Cross-reference information across multiple reliable sources.

Periodically audit your website for outdated and stale content. And when researching online, approach the info with healthy skepticism.

Relying on a single source

Multiple independent sources saying the same thing greatly increases reliability, but you still need to verify the info with a primary source.

Source: Inspired Pencil

If you notice a blog or article references other research, check it—it may be the primary (original) source.

Relying on just one source weakens your content, and can create several problems:

  • You risk perpetuating any errors or biases in that source
  • You miss important perspectives that could enrich your content
  • Your article appears less thoroughly researched, and less credible.
  • You become vulnerable if that source is later discredited

Think of corroboration as insurance for your content’s credibility. When multiple experts or studies point to the same conclusion, you can cite it with greater confidence.

Spending too much time researching

Research is important, but it shouldn’t become a form of procrastination. Here are signs you’ve fallen into a research rabbit hole:

  • You keep finding “just one more” source before you start writing
  • You’re collecting information on tangential topics not central to your article
  • Your notes are becoming disorganized or overwhelming
  • You’ve spent more than twice your planned research time

The average blog post takes about 4 hours to write. If your research takes longer than your writing, you may need to set clearer boundaries.

Confirming your own biases

Source: The Decision Lab

We tend to seek out information that confirms what we already believe. This confirmation bias can seriously undermine your research quality if you’re not careful, since objectivity is key in research analysis.

To counter this natural tendency:

  • Look for sources that challenge your assumptions.
  • Pay attention to nuances and limitations mentioned in studies.
  • Include counterarguments in your content when appropriate.
  • Ask others to review your research for potential blind spots.

Key Takeaways

Thorough, effective online research gives you the edge needed to create truly valuable content for your readers. It’s a skill that gets better with practice.

By using the right tools, finding trustworthy sources, and organizing your findings well, you’ll create content that truly helps your audience and earns their trust. And in today’s information-saturated world, that trust is the most valuable currency you can earn.

Good research requires a focused effort that leads to better content. Start applying these research methods to your next blog post, and you’ll notice the difference in both quality and the time you save. Which research method will you try first?

References

21 Legit Research Databases for Free Journal Articles in 2024. (2024). Scribendi. Retrieved from https://www.scribendi.com/academy/articles/free_online_journal_and_research_databases.en.html

23 Research Databases for Professional And Academic Use. (2025). Indeed. Retrieved from https://www.indeed.com/career-advice/career-development/research-databases

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