If you’re drowning in a bloated content library, proposal creation can feel like dragging a lead weight uphill. This guide is for sales ops folks, proposal writers, or anyone who spends too much time hunting for the “right” slide or doc in Octavehq. You want to get proposals out the door faster, with less hassle and fewer mistakes. Let’s cut through the noise and get your content library working for you—not against you.
1. Start With a Ruthless Content Audit
Before you try any fancy tricks, face the hard truth: most content libraries are filled with outdated junk, duplicates, and slides nobody’s used in months. Don’t skip this.
- Export a list of everything in your library. Most platforms, including Octavehq, let you do this.
- Sort by last used and last modified. If something hasn’t been touched in six months, flag it.
- Ask: does this help us close deals today? If not, archive or delete.
- Watch for duplicates and near-duplicates. They waste time and cause mistakes. Pick the best version and toss the rest.
Pro tip: Don’t try to do this alone. Rope in a couple of heavy proposal users—they know what’s actually useful.
2. Create a Dead Simple Folder Structure
Overthinking folder trees is a trap. You want it brain-dead simple, so anyone can drop in and find what they need in seconds.
- Organize by proposal sections, not departments or vague themes. For example: "Intro Slides," "Pricing," "Case Studies," "Legal."
- No more than 7-10 top-level folders. If you need more, your categories are too broad or too specific.
- Avoid nesting more than 2 levels deep. Deep folder hierarchies slow everyone down.
What doesn’t work: Organizing by content author (nobody cares), or by product version (unless you sell dozens of totally separate products).
3. Name Files Like a Human, Not a Robot
Half the battle is being able to find the right content fast. File names are your first line of defense.
- Use clear, plain-English names.
- Bad:
Q2_revamp_v3_FINALreally.pptx - Good:
Pricing_2024_SMB.pptx
- Bad:
- Include date/version only if it matters. Don’t clutter names with “final” or random initials.
- Add quick descriptors for audience or use-case:
CaseStudy_Healthcare_2023.pdfbeatsCS-HC-23.pdf.
Ignore: Company naming conventions that only make sense to IT. Aim for what your team actually searches for.
4. Tag (But Don’t Over-Tag) Your Content
Tags are great for surfacing content across folders, but only if you keep them tight and consistent.
- Stick to 5-10 core tags. E.g., “case study,” “pricing,” “enterprise,” “SMB.”
- Choose tags that describe use-case, not internal jargon.
- Review tags quarterly. Prune or merge as needed.
What to skip: Letting everyone make up new tags on the fly. That’s how you end up with “case studies,” “CaseStudy,” and “CS” all meaning the same thing.
5. Build and Use Content Templates
Templates are your shortcut to consistency and speed. With Octavehq, you can create reusable templates for common proposal types.
- Start with your most common proposal structure. Build a template that covers 80% of deals.
- Lock down sections that should never change (like legal). Make them read-only.
- Leave placeholders for customization—don’t bake in customer names or pricing.
- Test templates with actual users. Get feedback on what’s missing or annoying.
Pro tip: One good template beats five half-baked ones. Don’t overcomplicate.
6. Prune Your Library Regularly
Content libraries don’t stay lean by themselves. Set a recurring reminder to clean house.
- Quarterly is usually enough. If you’re adding content like crazy, go monthly.
- Archive instead of deleting if you’re nervous. Octavehq lets you pull stuff back if you make a mistake.
- Watch for “zombie” content: Stuff nobody’s touched in ages, or that’s been replaced but never removed.
What’s a waste of time: Waiting until you “have time” for a big annual clean-out. You never will.
7. Use Search Wisely (and Make It Work for You)
Search can be a lifesaver, but only if your content is named, tagged, and described well.
- Check if search is actually surfacing what you need. Try searching for key terms a new hire might use.
- Update descriptions and tags for top-used content. Make sure they include common search phrases.
- Train your team to use filters and advanced search. A quick five-minute walkthrough can make a big difference.
Skip: Relying on search as your only navigation. A messy library is still a mess, search or no search.
8. Train Your Team (But Keep It Short)
The best structure in the world won’t help if your team doesn’t know how to use it.
- Hold a 30-minute session on “How we organize content.” Show real examples.
- Share a one-page cheat sheet with naming rules and folder structure.
- Encourage questions and feedback. If everyone’s confused, your system isn’t simple enough.
- Don’t make it a lecture. Screenshare, do a live search, and walk through a proposal build.
What to avoid: A 50-slide training deck. Nobody will read it.
9. Set Up Permissions That Make Sense
Not everyone should be able to edit or delete everything. But don’t lock it down so tight that people can’t get their work done.
- Editors: Can add, update, or retire content. Usually a few trusted folks.
- Contributors: Can suggest content or upload drafts, but changes need review.
- Viewers: Can use content but not mess with it.
Tip: Err on the side of a bit more freedom. Overly strict permissions just lead to workarounds (and grumbling).
10. Don’t Chase Every Shiny Feature
Octavehq and similar tools roll out new features all the time. Some are great. Others just add complexity.
- Stick with basics: Good folder structure, naming, templates, and regular pruning.
- Test new features with a small group first. Don’t roll out to everyone and hope for the best.
- Be skeptical of AI-powered “content suggestions” unless you’re seeing real results. Sometimes it’s just noise.
Skip: Configuring every possible automation before you’ve got your basics solid.
11. Build Feedback Loops
Your first setup won’t be perfect. That’s fine. The key is to keep improving.
- Ask users what slows them down. Don’t guess—just ask.
- Set up a quick feedback form or Slack channel. Make it easy to report missing or confusing content.
- Act on feedback quarterly. Fix what’s broken, archive what’s not being used, and keep things moving.
Don’t bother: With endless meetings about library structure. Make a change, see if it helps, repeat.
Wrapping Up: Keep It Simple, Keep It Fresh
Optimizing your Octavehq content library isn’t rocket science, but it does take some discipline. Start simple, prune often, and listen to the people actually using the system. The goal isn’t a perfect library—just one that gets proposals out the door faster, with less hair-pulling.
Don’t overthink it. Clean up what you’ve got, build tools that help, and tweak as you go. The time you save is better spent closing deals, not lost in a digital haystack.