If your team is tired of copy-pasting old text, chasing down the “latest” logo, or fixing off-brand colors every time you create a document—this guide’s for you. We’ll dig into how you can use Xait to build content libraries that make it almost impossible to screw up your branding (and save your team a mountain of time).
This isn’t about fancy features you’ll never use. It’s about practical steps to build a content library in Xait that actually works for real-world teams. Let’s get straight to it.
Why Content Libraries Matter (and Where Most Go Wrong)
Before you start, it’s worth being clear about what you’re trying to fix. Most teams want:
- Consistent use of company messaging, bios, and branding.
- Less time spent hunting for the “approved” wording, images, and legalese.
- Fewer embarrassing mistakes (outdated info, wrong logo, etc.).
Most attempts at “content libraries” flop because: - Nobody maintains them (they go stale fast). - They’re a dumping ground, not organized. - Nobody knows what’s in them—or how to use them.
Xait’s content library features are only as good as the effort you put into setting them up and keeping them clean. So, don’t get sucked in by the promise of “set it and forget it.” You’ll need to do some upfront work and a little maintenance.
Step 1: Map Out What Actually Needs to Be Reusable
Don’t just start uploading everything. First, figure out what content your team actually reuses—and what should be consistent.
Core content types: - Company background/boilerplate - Product and service descriptions - Team bios - Legal disclaimers and T&Cs - Logos, color palettes, image assets - Standard tables, charts, or templates
Pro tip: If you’re not sure what gets reused, ask the people who build proposals or docs every week. They know what they’re tired of rewriting.
What to skip: - Old versions of documents “just in case” - Super specific case studies you’ll never use again - Anything you don’t want to see pop up in a client doc by accident
Step 2: Set Up Your Content Library Structure in Xait
Once you know what you need, log into Xait and head to the content library section. Xait calls this the “Content Library” or sometimes “Reusable Content,” depending on your setup.
Create folders or categories for major content types: - “Boilerplate Text” - “Logos & Branding” - “Legal” - “Bios” - “Product Descriptions”
Don’t get too granular at first. You want it easy to browse, not a maze.
Naming conventions matter. Use clear, boring names. “2024 Primary Logo – RGB” beats “FinalLogo2.”
Pro tip: If you can, add descriptions or notes for each item. (“Use this boilerplate for all B2B proposals.”)
What doesn’t work: One giant folder called “Content” or “Misc.” That’s how you end up with 15 versions of the same thing and nobody trusts any of them.
Step 3: Add and Tag Your Content
Now start uploading or pasting in your reusable content. Work with a small group, not the whole company—too many cooks means chaos.
For each item: - Add a clear title (“Short Company Bio,” “Master NDA Clause,” etc.) - Attach relevant metadata or tags if Xait supports it. Tags like “2024,” “Legal,” “Proposal” help later. - Set permissions if needed (e.g., legal content only editable by legal team).
Images and branding assets: - Upload logos in all needed formats (PNG, SVG, etc.) - Include color palettes, font files, and any visual guidelines.
Text snippets:
- Paste in approved copy (no tracked changes, no “draft” versions).
- If you need placeholders (like “client name”), make them obvious: [CLIENT NAME].
What to ignore: Don’t dump in rough drafts or “maybe useful someday” stuff. The more clutter, the less likely anyone uses the library at all.
Step 4: Set Standards for Who Updates What (and When)
This is the part everyone skips—and it’s why most content libraries turn into a mess.
Decide: - Who owns each library section? (e.g., Marketing for bios, Legal for disclaimers) - How often should content be reviewed? (Quarterly is usually enough.) - What’s the update process? (New version replaces old, or do you keep both?)
Write this down somewhere people can see it. Even better, add a “Last updated” note in Xait for each item.
Pro tip: Assign actual names, not “the marketing team.” People ignore stuff that’s “everyone’s job.”
What doesn’t work: Hoping people will “just remember” to update things. They won’t, and the library goes stale.
Step 5: Train Your Team (Without Boring Them to Death)
If people don’t know how (or why) to use the library, they’ll keep copy-pasting from their old documents.
Keep training simple: - Show where the library lives in Xait. - Demo how to insert content into a real document. - Explain what not to do (don’t edit boilerplate on the fly, don’t use unapproved images, etc.).
Short videos or cheat sheets work better than long manuals.
Pro tip: Set up a “request new content” process for when someone needs a new snippet or asset. Keeps the library fresh and useful.
What to skip: Long, mandatory training sessions. People tune out and forget anyway.
Step 6: Use and Maintain Your Library in Real Projects
Now, actually use the thing. Start by having your team build a new proposal or report using only content from the library.
- Insert snippets, images, and templates straight from the library.
- If someone can’t find something, make a note—that’s a gap to fill.
- If a piece of content gets tweaked a lot, ask why. Maybe the “standard” version needs an update.
Maintenance checklist: - Remove outdated or duplicate content every few months. - Watch for “Frankenstein” documents (where people paste from outside the library anyway). - Encourage feedback: If something’s confusing or missing, fix it.
What doesn’t work: Setting and forgetting. A content library is only as good as its weakest, oldest piece.
Step 7: Keep It Simple, Iterate, and Don’t Overthink It
It’s tempting to build a “perfect” library right away, but you’ll never get there. Start with the essentials, see what people actually use, and adjust.
Good enough beats perfect. If your team can find the right logo and boilerplate without digging through email, you’re winning.
Honest Pros, Cons, and Things to Ignore
What works: - Teams save time and avoid mistakes when the library is clean and up-to-date. - Consistent branding becomes automatic, not a chore. - New team members ramp up faster (no more “where’s the latest template?” emails).
What doesn’t: - If you over-complicate it or let things go stale, nobody will use it. - If you try to make the library do everything (“let’s store all our projects here!”), it just gets messy.
Ignore: - Fancy features you don’t need—stick to basics first. - Pressure to upload every scrap of content you’ve ever made.
Wrapping Up: Build, Use, Repeat
A reusable content library in Xait won’t fix branding chaos overnight, but it’s the best way to make “consistent branding” the default, not a heroic effort. Start small, keep it tidy, and improve as you go. Don’t wait for “perfect”—just get your best stuff into the library, and let your team do what they do best: focus on the work, not the hunt for content.