Creating a style guide can feel overwhelming, which is why many content marketers don’t prioritize it. Unfortunately, failing to prioritize it means content will be less effective, more time will be spent on editing and “fixing” content than is necessary, and writers and editors will be frustrated.
There’s a cool way to get around this, though. Using the power of AI, you can more quickly create a style guide based on your current content.
Let me show you how.
Step 1: Open ChatGPT (or your AI tool of choice)
Open ChatGPT (chatgpt.com) and open a new message thread.
Step 2: Prompt the AI to prepare for what you’re going to ask of it
Use this prompt:
If I give you a URL and a list of things to check, can you tell me if the content on that URL has the things in the list?
You’ll see a response like this:
Step 3: Give the first prompt
Then use this prompt to provide your URL:
Ok, here’s the URL. To make sure you’re gathering the right information, can you please tell me:
- The text in the H1
- The first H2 text
- If there is an image on the page
The URL is https://editorninja.com/lied-laid-or-layed/
Step 4: Gather the rest of the information
Once it gives you that information correctly (check the article manually to make sure), then use this prompt:
Great. Next, can you please:
- Describe the Tone and Voice
- Heading case
- Is the Oxford comma used?
- Are em or en dashes used?
Note: I didn’t include fonts and font sizes above because ChatGPT cannot provide them based on website CSS style sheets. I received this message:
I don’t have access to the specific technical details (like inspecting CSS directly). However, you can inspect these details in your browser by right-clicking and choosing “Inspect” to see the fonts and sizes used for different elements (H1, H2, H3, and paragraphs). Let me know if you’d like instructions on how to do that!
Most online content’s styles are determined based on the website’s stylesheets. The correct styles are applied by default as long as the HTML is correct (paragraphs in <p> tags, etc.).
If you’re creating a style guide for online content, you probably don’t need to specify fonts and font sizes by headings, paragraphs, etc. If you’re planning to use this style guide for other content, such as white papers, or to give to a designer who is designing a new website, then you should specify (or ask them to create and specify for you):
- Headings
- Font and sizes
- Paragraph
- Pull quotes
- Lists
Step 5: Export to edit in Docx format
Finally, use this prompt to export the answers to Docx (Word) format, which you can then edit in either Microsoft Word or Google Docs:
Please export these answers to a docx file.
I highly recommend putting it in Google Docs and your Drive so that it can be shared with others (comment-only or view-only permissions are great) and updated by you and other editors. This will make it a living document that changes over time to become the canonical version of desired styles, tone and voice, and more.
View and Edit the Style Guide
Next, view the document and do whatever you feel is needed to it, such as adding more context or adding your logo to the document.
Keeping Your Style Guide Updated
Like most business documents and documentation, keeping a style guide up to date is always challenging. There are a few ways to make this easier, though.
1. Democratize Keeping It Up To Date
Documentation isn’t updated when one individual controls it and isn’t widely used.
Once the initial document is created, distribute it to everyone using it. This may include content managers, editors, writers, designers, etc. Tell them what it is, how to use it, and why it’s been created.
2. Make Sure It’s Widely Used
For the first month or so, when reviewing content, ensure you’re editing to the style guide and giving people feedback. It will become obvious when someone is using or not using the style guide, which gives you the opportunity to gently remind them that the edits, feedback, and extra work could’ve been avoided by using the style guide or being more familiar with it.
3. Tell Others When It Is Updated
When the style guide is updated, it’s best practice to tell everyone else that it has been updated.
If using Google Docs, you can also tell people to turn on Notifications (Tools -> Notifications -> Added or Removed Content) so that they receive an email notification when the style guide is updated.
Have A Style Guide and Ready For Editing Support?
At EditorNinja, we edit to your existing style guide. If you don’t have one yet, we’re happy to provide ours for you to use and adjust to your needs as you like.
We’d love to discuss your content and editing needs and see if working together is right for both of us.