Publishing Engine Checklist - VA-in-the-Loop System

← Back to the VA-in-the-Loop Playbook

Phase 1

Plan & Draft Confirmation

Pull the draft card from Airtable and confirm target publish date, channel mix, and reviewers.
Review the outline for message-market fit, calling out updates needed before refinement.
Capture the approved voice and tone guidelines inside the draft so agents work from a single source.

Phase 2

SEO & Editorial Polish

Run the content through a GPT or Gemini editor for grammar, clarity, and call-to-action reinforcement.
Generate the keyword plan, schema block, and meta description; capture them in the Airtable record.
Update headings, internal links, and pull quotes to match the latest keyword and positioning decisions.

Phase 3

Media & Accessibility

Refresh the hero image and supporting visuals, exporting both hi-res and lightweight versions.
Write human-first alt text and captions so accessibility stays on-brand.
Embed any embeds, charts, or downloads and verify they load on mobile preview.

Phase 4

Publish & QA

Publish to the primary platform (Medium, site, or CMS) and confirm formatting on desktop and mobile.
Push the Markdown or HTML update to GitHub with a changelog note for future audits.
Complete the final QA sweep: working links, correct UTMs, CTA placement, and conversion pixels.

Phase 5

Promotion & Measurement

Draft 3–5 social posts (Twitter/X, LinkedIn, newsletter blurb) and queue them in Buffer.
Log the publish date, hero asset, and campaign tags in Airtable for analytics tracking.
Set the review reminder to capture early performance metrics and feedback in the weekly report.

Pro tip: Capture Loom walkthroughs of every major publish to build a training library for future assistants.

Need the companion loops? OfferUp marketplace checklist · Otter.AI media checklist