How to Publish a YouTube Video and Maximize Your Reach

Uploading a YouTube video is more than just hitting “Publish.” To maximize reach and engagement, Content VAs take a video from raw format (Zoom, Google Photos, etc.), process it through the Content Factory stages, and publish it across multiple social media platforms, ensuring it reaches the right audience.

This guide walks you through the structured process of publishing a YouTube video the right way. The goal is to publish high-quality content that increases visibility, drives engagement, supports our business objectives and speeds up the process and avoids the #1 VA mistake.

Task Checklist

Information Needed:

  1. Video content and metadata (titles, descriptions, tags, thumbnails).
  2. Video GCT

Tools Needed:

  1. Thumbnail creation tool (Canva)
  2. YouTube Studio

Steps Overview:

  1. QA the processed video
  2. Create a thumbnail
  3. Description
  4. Use smart chapters
  5. Add relevant tags
  6. Organize videos into playlists
  7. Update the YouTube sheet
  8. Monitoring for Copyright Strikes and Removed Content

The estimated time to upload the video is 5 to 15 minutes.

Step 1: QA the Processed Video

  • Ensure the spelling of all names, titles, and proper nouns is accurate.
  • Add background music that complements the content but does not overpower it.
  • Verify that branding elements, such as banners and lower thirds, are consistent throughout the video.
  • Ensure the title reflects the GCT (Goals, Content, Targeting) of the video and includes relevant keywords.

Step 2: Thumbnails – The Most Important Element in Video Processing

  • Create a visually appealing and accurate thumbnail.
  • Use a high-quality image with bold, readable text (3–5 words max).
  • Incorporate brand colors in a clean, clutter-free design.
  • Ensure it visually represents the video’s content and aligns with the GCT.
  • Use bright, eye-catching colors to enhance visibility.

Here are a few examples of good thumbnails:

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Step 3: Description

  • Start with a concise, engaging summary of the video.
  • Include EEAT details:
    • Business name and location.
    • Services or expertise demonstrated in the video.
  • Add a clear call-to-action.
  • Ensure the description aligns with the GCT and provides helpful context for viewers and search engines.
  • Include links to related articles, or videos to encourage further engagement.

Step 4: Smart Chapters

  • Divide the video into clear chapters using timestamps for easy navigation.
  • 6–12 chapters for a one-hour video is a practical range, keeping each segment around 5–10 minutes.
  • Ensure you don’t overwhelm viewers with too many chapters.
  • Instead of aiming for a strict number, break up the video by clear topic shifts or transitions.
    • For a podcast, each new guest or topic can be a chapter.
    • For a training video, each lesson or module can be a chapter.
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Step 5: Tagging

  • Use keywords directly related to the video’s content to improve search discoverability.
  • Tag the business (if listed on Google Maps) to provide credibility and context.
  • Include relevant YouTube channels or collaborators to increase visibility and cross-promotion opportunities.

Step 6: Playlists

  • Add the video to a playlist that aligns with its theme or series.
  • Example: A video about marketing tips can be added to a playlist like “Digital Marketing Essentials.”
  • Use playlists strategically to encourage sequential viewing and improve watch time.
  • Smart playlists can group related videos, enhancing engagement and discoverability.

Step 7: Update the YouTube Sheet

  • Upload the edited video with a thumbnail and add the new link to the Current Videos tab in the Content Library.
  • Ensure the previous full row is cut and pasted when adding the new one to avoid accidental deletion of important links.
  • Never delete unedited videos from YouTube or any other platform to prevent broken links.
  • Keep unedited videos as unlisted on YouTube for reference.
  • Move the old, unprocessed version of the video to a playlist called “Archived” for easy access.
  • Monitor and update the YouTube sheet regularly to ensure all video links are accurate and content remains organized.
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Step 7: Monitoring for Copyright Strikes and Removed Content

  • Check YouTube Studio regularly for copyright claims or strikes and take immediate action if needed.
  • Monitor for content removal due to violations of YouTube’s terms and policies. If a video is removed, review the reason, edit flagged sections, and reupload the video.
  • Always add videos to the most appropriate playlist for better organization and discoverability.
  • Categorize videos correctly, selecting “Education” or “People & Blogs” for content related to business conflicts.
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  • Ensure all videos have the correct metadata, disclaimers, and licensing to prevent future issues.
  • Keep license files for any music used in the video stored in the YouTube Video Licenses folder on Google Drive, and add the license details to the Current Videos tab in the Content Library.

After completing this checklist, track key metrics such as views, watch time, and audience retention to identify trends and areas for improvement. Engage with viewers by responding to comments and encouraging interactions like shares, likes, and subscriptions.

Promote the video across social media platforms and collaborate with influencers or partners to maximize its reach. For more detailed guidance, refer to the full Content Factory Training for VAs.

That’s it. You’re done. Good job!

If you enjoyed this tutorial, then check our Task Library, where you can learn how to get a thousand other things done!

Verification Checklist

  1. Ensure the video is fully processed with correct spelling, branding, background music, and an optimized title.
  2. Create a high-quality thumbnail and write a clear description with EEAT details and relevant links.
  3. Add smart chapters, relevant tags, and assign the video to the correct playlist and category.
  4. Upload the edited video, update the YouTube sheet, and move the unedited version to the Archived playlist.
  5. Monitor for copyright claims, content removal, and ensure all license files are stored properly.
  6. Track video performance (views, watch time, audience retention) and engage with viewers.





Below are examples of videos that follow our YouTube upload checklist.

Dennis Yu
Dennis Yu
Dennis Yu is a former search engine engineer who has spent a billion dollars on Google and Facebook ads for Nike, Quiznos, Ashley Furniture, Red Bull, State Farm, and other organizations that have many locations. He has achieved 25% of his goal of creating a million digital marketing jobs because of his partnership with universities, professional organizations, and agencies. Companies like GoDaddy, Fiverr, onlinejobs.ph, 7 Figure Agency, and Vendasta partner with him to create training and certifications. Dennis created the Dollar a Day Strategy for local service businesses to enhance their existing local reputation and make the phone ring. He's coaching young adult agency owners who serve plumbers, AC technicians, landscapers, roofers, electricians in conjunction with leaders in these industries. Mr. Yu believes that there should be a standard in measuring local marketing efforts, much like doctors and plumbers need to be certified and licensed. His Content Factory training and dashboards are used by thousands of practitioners.