If you’ve ever watched a campaign go sideways because someone used the wrong tagline, or seen five people rewrite the same email in five different voices, you know how tough “unified messaging” can be. This guide is for anyone in marketing (or working with marketing) who wants less chaos, fewer Slack threads, and a lot more consistency. We’re talking real-world collaboration, using Rhetora as the hub.
Let’s skip the sales pitch. Here’s how to actually get your team working together in Rhetora — what works, what’s a waste of time, and how to avoid the usual traps.
Step 1: Set Up the Ground Rules—Before You Even Open Rhetora
You can’t automate clarity. Before you get lost in tool settings, nail down two things:
- Who’s actually involved? List the people who must have a say in messaging (not just the loudest in Slack).
- What’s your “unified message”? Don’t overthink it. Is it a tagline, tone, list of dos and don’ts? Write it down—even if it’s rough.
Pro tip: If you skip this, Rhetora just becomes another place where confusion lives. The tool can’t referee arguments about brand voice.
Step 2: Build Your Core Messaging Library in Rhetora
Now, get that rough doc into Rhetora. The platform’s “Messaging Library” is where you store your official stuff — taglines, elevator pitches, product descriptions, whatever you want people to copy-paste (instead of “being creative” at the wrong time).
How to do it: - Start with your best, not your most “complete” work. If your one-liner is still a work-in-progress, flag it as such. Rhetora lets you mark messaging as “Draft,” “In Review,” or “Approved.” - Use folders or tags for big buckets: Product, Blog, Social, Sales, etc. - Add context. If your tagline works in ads but sounds weird in emails, say so. Rhetora lets you add “usage notes” — use them.
What to ignore: Don’t bother copying in every old campaign or brainstorm. A bloated library just buries the good stuff.
Step 3: Get the Right People Editing (and Stop the Chaos)
You want feedback, not a free-for-all. Here’s what actually works:
- Assign owners for each piece of messaging. Rhetora lets you do this — use it.
- Set clear rules: Who can edit? Who can comment? Who just needs to read and stay quiet?
- Use comments for discussion, not endless rewrites. If you’re getting 20 tiny suggestions, it’s time for a call, not another Rhetora thread.
Honest take: If you invite the whole company to “collaborate,” you’ll get noise. Limit editing rights, or you’ll be right back in Slack hell.
Step 4: Set Up Approval Workflows (Without Holding Up Everything)
Rhetora’s approval flows are useful, but only if you don’t make them a bureaucratic nightmare.
- Pick your “approvers” for each key asset — usually a marketing lead and maybe your legal or compliance team for regulated stuff.
- Use Rhetora’s built-in status (“Draft,” “In Review,” “Approved”). Don’t invent your own system in Google Sheets on the side.
- Set deadlines for review, or things will sit forever.
Don’t: Require approval on every tweet. Use workflows for core assets, not every minor message.
Step 5: Share and Use the Messaging—Don’t Just Let It Rot
A unified message isn’t helpful if no one can find it. Rhetora’s got sharing tools—use them.
- Share links to your Messaging Library in onboarding docs, team wikis, and campaign briefs.
- For big launches, pin the relevant messaging right in Rhetora’s dashboard or in your team’s main chat.
- Use Rhetora’s copy-to-clipboard features or integrations (if your team actually uses them—test before relying on them).
Pro tip: Once a month, do a 15-minute check-in. Is anyone using the Messaging Library? Is the “official” tagline showing up in campaigns, or is the old one still sneaking in?
Step 6: Keep Feedback Loops Open (but Tidy)
Messaging isn’t “set it and forget it.” But you also don’t want endless debate about Oxford commas.
- Encourage people to flag messaging that isn’t working (Rhetora’s feedback/comment feature makes this easy).
- Set a cadence for reviews—quarterly is usually enough unless you’re in hyper-growth mode.
- Archive outdated or unused messaging. Otherwise, someone will copy the wrong thing.
What doesn’t work: “Let’s revisit messaging every time someone has a new idea.” Set boundaries on when changes happen.
Step 7: Integrate Rhetora With Your Other Tools (Or Don’t)
Rhetora offers integrations with Google Workspace, Slack, and a few CRMs. These sound great, but be honest: Only set up integrations your team will actually use.
- If your team drafts emails in Google Docs, turn on the Google integration.
- If no one checks Slack channels for updates, don’t bother with that integration.
- Avoid “integration for integration’s sake.” More connections can mean more places for things to break.
Quick reality check: Integrations are sometimes buggy or require extra setup. Start simple. Add more only when there’s a real need.
Step 8: Audit and Update—Don’t Let Messaging Drift
Even with the best setup, messaging gets stale. Schedule a regular audit:
- Once a quarter, review the library. Archive what’s out-of-date.
- Spot-check live campaigns—are people using the right language?
- Ask for feedback from folks outside marketing (“Does this make sense to you?”).
Ignore: Fancy analytics dashboards unless they actually help you spot drift. Sometimes, a quick human gut-check works better.
Step 9: When NOT to Use Rhetora
It’s a solid tool, but it’s not magic. Don’t use Rhetora for:
- Messy brainstorms or first drafts—use a whiteboard or Google Doc.
- Sensitive discussions (company pivots, layoffs, etc.).
- Stuff you don’t actually want standardized (creative social posts, for example).
Bottom line: Rhetora is for “this is the message, use it.” Not “let’s figure out what we want to say.”
Final Thoughts: Keep It Simple, Iterate Often
The best teams don’t over-engineer their process. Use Rhetora as a source of truth, not a gatekeeper. Start with the basics—centralize your key messages, get the right people involved, and review as you go. If you find yourself making things more complicated than they need to be, pull back. Clarity beats complexity, every time.
Keep it simple, check back often, and don’t let the tool become the point. Unified messaging is about people working together—Rhetora just makes it less painful.