Earlier this year, I joined a local business association to get to know other business leaders in the community and network about the services we provide. The group I joined had been around for many years but didn’t have any other website developers as members. Since the organization was run by the members volunteering their time (no paid positions), they asked if I could help by making content updates to the website.
I agreed and at first the president of the organization gave me some information written on a scrap sheet of paper and verbally told me where on the site it should go. I told him that I would update the site with the information but asked that in the future, all the information would be typed so it could be copied and pasted onto the website.
That seemed to go well for a while until other board members started sending me random information and non-specific instructions (‘here’s a pic for the website’ or ‘the homepage information is outdated’). I didn’t know where to put the information and would often need to go back/forth via email asking for details.
I wanted the website to be a useful tool for the organization and didn’t want the board members to think that I wasn’t being helpful, but I didn’t know how much liberty I should take with the content that was being sent to me. The reason for this was that there were no guidelines established as to what my role would be and how the information needed to be sent (format, instructions, etc) from other people.
To prevent this from becoming an issue, I requested that I be a part of the next board meeting and we discuss the details of my role and to set up guidelines for people sending content to be added to the website. Doing this will prevent frustration from occurring and allow the business association use the website for its intended purpose.
It is crucial that you establish the guidelines for these things. Below are 5 guidelines that need to be established if others will be sending content to be added to the website:
- Who is allowed to send content to the website manager?
- How is that content to be sent (via email, etc)?
- What specific details need to be sent with the content (name of page, where on the page, etc)?
- What is expected turnaround time for content to be added to the site (1 day, 3 days, 1 week)?
- Does the website manager have the autonomy to make necessary adjustments to the content if they feel the instructions were not clear or if the content would be better if implemented differently?
Is your website in a similar situation? Are there many people from different departments of your organization that are supposed to be sending content to one main point person but the process is disorganized and inefficient? If so, it is time to establish the guidelines for sending content.
I’d love to hear your comments and questions below. Or if you would like to discuss what OurChurch.Com can do for you in building a new website, please contact me here!
President at OurChurch.Com
Mark has served as the President of OurChurch.Com since its founding in 1996, leading the Custom Website and Sales departments with dedication and expertise.
Over the years, he has managed hundreds of custom website, graphic design, and marketing projects for churches, non-profits, businesses, and schools.
Beyond his professional work, Mark is deeply committed to serving his community. He coordinates and packs over 700 meals each week for children through One Community Now’s Pack A Sack for Kids program, volunteers in the Children’s Ministry at Generations Christian Church, and participates in a weekly Bible study.
