Clean out the ROT in your Web Closet

There’s something eerily satisfying about cleaning out a closet, or at least it is to chaosphobes likes myself who can’t function in a messy space. With less stuff to search through and now organized in neat categories, that closet is a place where I know I’ll find what I need and whether there’s a gap that has to be filled.

There’s a strong parallel to looking for content on a large Web site. Too much badly organized and irrelevant content makes finding the good stuff harder and more frustrating. But cleaning out the ROT (Redundant, Outdated or Trivial content), is not exactly a priority for most government departments. Putting up content, particularly reports and news releases, seems to dominate the priorities for most Web teams. And so the ROT builds up, until someone says a major overhaul is needed.

A major overhaul is like moving to a new house: expensive, stressful and time-consuming. A regular content audit however, is like cleaning out a closet every so often: cheaper, manageable and faster. For a site or subsite of less than 5,000 pages, it can be done in approximately two months, barring any other major drains on the team’s time. The steps are straight forward:

  • Designate a project manager to oversee the content audit and track progress.
  • Capture all the existing content information in a spreadsheet.
  • Determine what you want to know about your content: accuracy, findability in search engines, usefulness to audiences, etc. and share that methodology with the project team.
  • Engage content owners to identify their content and determine its accuracy, and web specialists to rate the content’s findability and usefulness.
  • Collate the findings to see what content can be archived, refurbished or kept as is.
  • Report recommendations to senior management for action.

If nothing has been done to the website in three years, a good content audit should identify at least 50% ROT. One of our clients just completed an audit with 67% ROT. They now can focus on improving the remaining content, and thus make their site more useful to the people that visit it.

With departments starting the planning process for the next fiscal year, now is the time to determine which older sections of the Web site (or the entire site) need a review, identify available project resources and build timelines for a content audit.


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