How Are You Managing Large-Scale Content Reviews?

Jignisha Shah

I would like to understand how others have structured content reviews for library records in their organizations especially how you motivate SMEs to consistently complete reviews, particularly bulk reviews across global teams. I am currently struggling to drive sustained engagement despite trying following approaches:

1. Recognizing SME super users through internal shoutouts/blogs
2. Offering flexible review options (small weekly batches, 1:1 sessions, realistic deadlines)
3. Sending system reminders and personalized follow-ups with exported data
4. Conducting SME validation and training sessions before launching the yearly review cycle

For those who have successfully operationalized this:

• What drives accountability and participation?
• Do you use KPIs, dashboards, SLAs, or escalation paths?
• Any tips for managing large-scale/global review cycles?

Would really appreciate hearing what has worked (or not worked) for your teams. Thanks in advance!

Kimberly Bara

One approach that can help increase SME involvement in content review is to reduce as much friction as possible before the content reaches them.

SMEs typically have a full-time role outside of reviewing content, so anything we can do to make the process easier and more focused can improve engagement.

A practical workflow is to use the Content Library Insights report or advanced filters to identify content coming up for review. From there, filter the content by Owner. Owners are the reviewers, so this helps you create a more targeted review list for each SME.

Before the system-generated email goes to the Owner signaling them to begin the review process, run a duplicate report and remove any duplicates. This helps eliminate an extra step for the SME and can reduce the total number of records they need to review.

Another best practice is to teach SMEs how to use the Sort By feature in the Content Library. Sorting by Used Count allows them to prioritize the content that is used most often. That way, they can review the highest-impact content first, since it is more likely to be accessed and reused than content that may have only been used once in the past 12 months.

This gives SMEs a more manageable, prioritized review list and helps ensure the most valuable content is reviewed first.