If you’ve ever tried to wrangle a marketing team into working together on content, you know the pain: endless email chains, random Google Docs, and “final_v3_reallyfinal” files everywhere. It’s exhausting. If your team is using Writesonic and you want to actually use its workflow features, not just click around and hope for the best, this guide’s for you. I’ll show you how to set up a process that doesn’t make everyone want to quit, what works (and what doesn’t), and how to avoid the usual traps.
1. Know What Writesonic Can—and Can’t—Do for Teams
Before you even touch a workflow, get clear on what Writesonic is actually good at. It’s an AI writing tool with some built-in collaboration features: think projects, folders, shared workspaces, commenting, and basic approval flows.
But don’t kid yourself: it’s not a full project management suite. It won’t replace Trello, Asana, or Slack. If your team expects real-time chat or granular task tracking, you’ll still need those tools. Writesonic is best for drafting, reviewing, and refining content together—especially when you want AI involved.
What works: - Drafting blog posts, ads, emails, and landing pages as a team. - Collecting feedback directly on content. - Keeping all your marketing content in one place.
What doesn’t: - Managing big, complex campaigns with lots of non-writing tasks. - Deep integrations with other marketing tools (Zapier helps, but it’s not magic). - Real-time editing like Google Docs (it’s more async).
Keep that in mind as you plan your process.
2. Set Up Your Workspace the Right Way
The best collaboration starts before anyone writes a word. Don’t let everyone just log in and start creating their own folders and chaos. Take five minutes to set up a workspace that matches how your team actually works.
Step-by-step:
- Create a Shared Workspace
- In Writesonic, set up a workspace for your marketing team. Name it something obvious (“Marketing Team 2024,” not “Workspace 1”).
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Invite everyone who’ll be involved—copywriters, designers (if they need to review), managers, and maybe a client or two if you trust them.
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Define Roles Early
- Assign roles (Writer, Editor, Admin). Don’t give everyone Admin rights unless you like surprises.
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Set expectations: who’s drafting, who’s reviewing, who hits “publish”?
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Organize with Folders or Projects
- Break things up by campaign, channel, or content type (e.g., “Q2 Blog Posts,” “Ad Copy,” “Email Sequences”).
- Don’t let people create random folders. Agree on a naming system. Seriously, this saves hours later.
Pro tip:
Have one person (preferably the person who cares most about staying organized) own the workspace. This isn’t about power—it’s about avoiding folder anarchy.
3. Draft Together—Without Tripping Over Each Other
Once your workspace is set, you’re ready to write. Here’s where most teams go wrong: they treat Writesonic like a solo tool and just dump finished drafts in at the end. Instead, use it to actually draft and iterate together.
How to do it:
- Start with a Brief or Template
- Use Writesonic’s built-in templates for blogs, ads, or whatever you’re working on.
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Attach a clear brief in the project’s description or comments. Don’t assume people know what you mean by “funny, but not too funny.”
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Generate Drafts—But Don’t Trust AI Blindly
- Let the first writer use Writesonic’s AI to generate a rough draft.
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Don’t just copy-paste AI output. Edit, rewrite, and add your own voice. The AI is a good starting point, not an end product.
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Use Comments, Not Side Channels
- Give feedback using Writesonic’s commenting feature.
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Don’t start a Slack thread about a Google Doc about a Writesonic draft. Keep feedback where the content lives.
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Version Control Matters
- If you’re making big changes, duplicate the document first. That way, you can compare versions (and recover old ideas if you mess up).
What to ignore:
Don’t get bogged down by every AI suggestion. If something sounds off, it probably is. Trust your gut over the machine.
4. Stay on Top of Feedback and Approvals
This is where most collaboration breaks down: feedback gets lost, nobody knows what’s approved, and deadlines start to slip. Writesonic’s workflow features can help—if you use them right.
Here’s a process that actually works:
- Assign Reviewers
- For each piece, assign a clear reviewer in Writesonic. Don’t just say “everyone review this.” That’s how things get ignored.
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Use the “Assign” or “Share” features to make sure the right people see drafts.
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Centralize Feedback
- Use inline comments so feedback is tied to specific lines or sections.
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Ask reviewers to be direct. Vague feedback (“make it punchier”) leads to endless cycles.
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Approval Flows
- Mark drafts as “In Review,” “Needs Edits,” or “Approved” using Writesonic’s statuses or folder organization.
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When something’s approved, move it to a final folder or tag it. Don’t let “final” drafts sit in the same place as works-in-progress.
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Keep a Paper Trail
- Don’t delete old drafts or comments until the campaign is done. Sometimes you’ll need to see who said what and when.
What doesn’t work:
Relying on everyone to remember where things are. If it’s not in the assigned folder or clearly labeled, assume it’ll get lost.
5. Use Writesonic’s Collaboration Features—But Don’t Overcomplicate It
There’s a temptation to use every bell and whistle. Resist. Use the tools that solve real problems for your team and ignore the rest.
Features worth using: - Shared Workspaces: Obvious, but essential. - Comments and Suggestions: Keep all feedback in one place. - Folder Organization: For separating drafts, in-review, and approved content. - Document History: For rolling back changes when someone makes a mess.
Features to skip (unless you have a real need): - Too many roles: One or two levels (Writer, Editor) are enough for most teams. - Complex tagging systems: If you need a legend to understand your tags, you’ve overdone it. - External integrations: Zapier, Slack, or Google Drive links can be helpful, but don’t build a Rube Goldberg machine unless you’re solving a specific pain.
Pro tip:
Before adding a new tool or process, ask: “Will this save us time, or just give us more to manage?”
6. Keep Communication Simple and Transparent
You don’t need a 20-page Playbook. Just a few ground rules everyone follows. Here’s what usually works:
- Post updates in Writesonic, not email. If it’s about a draft, comment on the draft.
- Set deadlines and stick to them. Even if it’s just “review by Friday.”
- Be honest if you don’t like an AI draft. Don’t be afraid to start over.
- Regularly archive old projects. Clutter slows everyone down.
7. Troubleshooting: What to Do When Things Get Messy
Even with good tools, stuff will break down. Here’s how to handle the most common problems:
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People ignoring Writesonic:
Make it the default place for all content work. If someone sends a draft by email, ask them to upload it to Writesonic. -
Conflicting edits:
Use document history to roll back. Remind everyone to comment before making major changes. -
Lost drafts:
Search by folder or use the document search. If you can’t find it, check the trash or ask your workspace admin. -
Too many notifications:
Tweak your settings so you only get notified for mentions or assigned items. Otherwise, you’ll start tuning everything out.
8. Iterate, Don’t Overthink
No process is perfect out of the gate. Start simple. Use Writesonic’s core collaboration features. See what annoys people, and adjust. The goal isn’t to build a system worthy of a Silicon Valley case study—it’s to get good content out the door, together, without losing your mind.
Got a messy folder? Rename it later. Someone keeps leaving vague comments? Nudge them. The best teams keep processes simple, adapt fast, and don’t let the tools run the show.
Bottom line:
Set up your Writesonic workspace, use the collaboration tools that actually help, and keep talking to your team. The rest will sort itself out. And if it doesn’t—at least you won’t be buried in “final_final_FINAL.docx” files anymore.