Frequent content reviews ensure that content integrity is maintained. The following details a monthly review process. This process can be applied to any team/services/department. It is important to understand that the purpose of this review is to ensure the integrity of the existing content managed. Any discoveries that would require considerable creation of new content should be considered as a separate assignment.
Monthly Review Process
This process involves the Intranet Manager, Content Manager that is assigned to the team/service/department, and any content authors.
Week One – Organisation and Preparation
Week one involves collating information and preparing the content that is under review.
- Intranet Manager prepares analytics on use and search trends for pages and articles under review
- Content Manager updates or removes out-of-date content
Week Two – Reviews and Amends
Both the Intranet and Content Manager work together to:
- review the content and analytics and discuss the following:
- who are the target users
- what tasks are users trying to complete (i.e., ‘top tasks’)
- common enquiries directed to the content manager or their team
- alternative search terms users might use to find the content – how do staff think and feel about the topic?
- if links between your page and other, related pages may be helpful
- are the pages clear and readable according to the web-writing guidelines
- make amends as required, e.g.,
- rewrite any unclear or wordy text
- delete any content that does not meet user’s needs
- add supplementary search terms into titles and descriptions
If it is found that new content needs to be created, it should be determined how much and the impact it would have on the review process. Anything significant should be considered outside of this review.
Week Three – Testing
Test any changes to content with users. Ask two or three people (target users and/or colleagues from different teams) for their feedback. For a detailed understanding, request testers to:
- read the content and recap what the key points are
- complete key tasks and identify if this has been simplified/more complex
- provide comment on anything that confuses them
- find the content they have read by searching. Note what search terms have been used
Week Four – Final Changes and Sign-Off
To complete the review process, the following must be finalised:
- Content Manager and Intranet Manager to discuss the content critique feedback
- Content Manager to make any required changes
- Original testers asked for final comments
- All modified content has a final review and sign-off by the Intranet Manager and Content Manager