If you’re part of a team that creates content—whether that’s blog posts, landing pages, or knowledge base articles—you know the pain of collaborating in messy Google Docs, endless email threads, and Slack messages that get buried in hours. If you’re using Frase to draft and optimize content, you’ve already taken a step toward sanity. But let’s be honest: just because a tool lets you “collaborate” doesn’t mean everyone magically knows how to work together well.
This guide is for writers, editors, marketers, and anyone who wants real, practical advice for actually making collaboration in Frase work. No fluff, no vague tips—just what you need, what to avoid, and a few shortcuts.
Step 1: Set the Ground Rules Before You Touch a Draft
You can’t wing team collaboration and expect it to work. Before you open Frase, answer these together:
- Who owns the draft? One owner keeps things from getting messy.
- What’s the deadline? Nail it down. “ASAP” isn’t a deadline.
- Who edits what? Separate writing, editing, and reviewing roles.
- How will you communicate? Comments in Frase? Slack? Email? Pick one and stick to it.
Pro tip: Write this down somewhere your team can find it—every time. It saves arguments later.
Step 2: Use Frase’s Sharing and Permissions Wisely
Frase lets you share drafts with your team, but not all sharing is created equal. Here’s what actually matters:
- Invite Only Who Needs In: Don’t add the whole company. Just the people working on this draft.
- Set Permissions: Decide if people can edit, comment, or just view. Editors should be few. Commenters can be many.
- Don’t Rely on Default Settings: Double-check who has access every time. It’s too easy for old team members to linger or the wrong person to get edit rights.
What to skip: Don’t waste time setting up elaborate folders and hierarchies unless your team is huge. Most small teams just need clear naming and a bit of discipline.
Step 3: Name, Organize, and Version Your Drafts
Nothing kills momentum faster than hunting for “final_v2_reallyfinal.docx.” Get a system:
- Use Clear, Consistent Names: For example, “2024-07-Homepage-FAQ-Draft-1.”
- Archive Old Drafts: Move them out of the main view so nobody edits the wrong one.
- Keep Track of Versions: Frase has basic version history, but don’t assume it’ll save you from accidental overwrites. If you’re making big changes, duplicate the doc first.
Pro tip: Don’t trust any tool (including Frase) to magically sort out version control for you. Manual discipline beats a fancy system that nobody follows.
Step 4: Draft Together—But Not All at Once
Frase supports real-time editing, but piling everyone in at once leads to chaos. Here’s what actually works:
- Assign Sections: Divide up the outline—one writer per section.
- Work in Passes: One person drafts, the next reviews, then another polishes. Assembly-line style beats free-for-all.
- Use Comments, Not Inline Edits: If you see a problem, leave a comment instead of changing someone’s words without context. It’s respectful and avoids confusion.
What to ignore: Don’t obsess over everyone writing in the same “voice” during the draft phase. Fix it in editing.
Step 5: Use Comments and Suggestions, Not Long Chat Threads
Frase lets you leave comments right on the draft. Use this—don’t default to Slack or email unless the conversation truly needs to be private.
- Tag People: Use @mentions so feedback doesn’t get missed.
- Be Direct: Say what you mean (“Cut this paragraph” beats “Maybe we should consider…”).
- Resolve Comments: Mark threads as resolved when done, so the draft doesn’t turn into a graveyard of old notes.
What doesn’t work: Don’t try to use comments for big-picture debates. That’s a meeting—or at least a quick call.
Step 6: Tame Frase’s AI Features—Don’t Let Them Run Wild
Frase has some AI-powered tools to help with outlines, drafts, and optimization. They’re handy, but don’t let them take over:
- Use AI for Structure and Research: Let it suggest headings or find gaps, but don’t auto-generate whole articles and call it a day. Readers can tell.
- Review Everything: AI can hallucinate or get facts wrong. Always check sources and rewrite as needed.
- Don’t Force Everyone to Use AI: Not every team member will love it. Use where it fits, skip where it doesn’t.
Pro tip: Combine AI outlines with human insight. The best drafts come from both.
Step 7: Edit and Approve—One Person at a Time
Editing by committee is a recipe for watered-down content. Instead:
- Assign a Lead Editor: One person gets final say on structure, tone, and clarity.
- Limit Approval Chains: The more people who have to “sign off,” the slower (and worse) the draft gets.
- Batch Revisions: Collect suggestions, then make a single editing pass. Don’t tinker endlessly.
What to skip: Don’t use Frase to collect endless “votes” on wording. If you need consensus, talk it out live, then move on.
Step 8: Export, Publish, and Follow Up
Once you’re happy with the draft:
- Export Cleanly: Use Frase’s export options—don’t get stuck copying and pasting, unless you like broken formatting.
- Hand Off With Notes: If someone else is publishing (in WordPress, HubSpot, etc.), add a quick note on anything special (links to check, meta descriptions, etc.).
- Debrief: After publishing, take five minutes to ask: What worked? What didn’t? Jot it down for next time.
Quick Dos and Don’ts
Do: - Set clear expectations before you start. - Use Frase’s comments for feedback, not random chat apps. - Assign one owner at every stage.
Don’t: - Add everyone to every draft by default. - Trust AI or version history to fix sloppy habits. - Let endless feedback derail the process.
Keep It Simple—And Keep Iterating
Collaboration in Frase can be a huge time saver, but only if you stay disciplined. Set ground rules, use the features that actually help, and don’t get bogged down in tech for its own sake. The best teams focus on clarity and speed, not perfection. Try a process, see what breaks, and tweak as you go. That’s how you get better drafts—and happier teammates—every time.