Updating Webpages For SMCOE Website Refresh www.smcoe.org/manager Anne Bartlett, Public Communications Specialist Pat Broderick, Multimedia Designer November 7, 2018 www.smcoe.org/manager

Agenda Overview Check-in Resources Next Steps Open Work / Individual Check-in If attendees didn’t come to a meeting last month, the Communications team will check in with them during the open work time and bring them up to speed. Depending on how many attend, they may break out as a group.

Overview Website will be refreshed this school year Cleaner design (e.g. less menus) More pictures, less text More intuitive site map Improved accessibility Easier to update Critical for all information to be up-to-date, accurate, and accessible as possible

Web Editing Meetings Two days/times offered each month Agenda will change depending on need: Website Review Best Practices Website Q & A Open Work Time Resources The web editing group will be held two days/times each month, however you only need to attend one Agenda may shift according to needs. Important Announcements Website Review: Review how to use the website, based upon questions and identified needs Best Practices: Share best practices for using, maintaining, monitoring the website Resources: Share website-related resources, created by the Communication team Next Steps: How to take what you’ve learned and implement it May introduce a Q&A period to address questions and share experiences Today: “Parking Lot” to write down what topics you would like addressed Hope to gradually spend less time talking about how to use the site, and more time working on it Have team on hand to assist

Target Deadlines ASAP Send Pages and External Sites: goo.gl/forms/wKKdbB0A89r6aXov2 November 30 Complete Web Updates (not including accessible files) December Focus on Accessible Files The Communications Team will be following up with all departments who do not meet these deadlines. Send Pages and Requests for Edits: The Communications team has set up a Google form to retrieve a list of the pages you edit at goo.gl/forms/wKKdbB0A89r6aXov2. Please identify your pages, as well as all your outside sites, and fill out this form by October 31. Complete Web Updates: This includes updating your content so that it is current and has working links; all pictures have alternate text and no text within the image (unless it is included in the alternate text); and condensing your content as much as possible. The Communications team is on hand to make changes you are unable to make, and to provide feedback. Focus on Accessible Files: We acknowledge that creating accessible files is a huge task, especially if you have a lot of PDFs, files, etc. Training will be offered in December on how to do this. We advise everyone to focus only on the files they know will be moved to the new site, and for all new documents they are creating. If you have time before December, identify which documents will be moved to the new site so you’ll be ready for the training.

Example: Communications Anne Bartlett (Public Communications Specialist) took the lead in reviewing pages. She used the Webpage Review Checklist as a guide to conduct a deep review of each page. She made simple edits and kept notes on the larger edits that she needed to bring to the team.

Example: Communications The Communications team set aside 30-45 minutes to go through their webpages. They used the Webpage Tracking Sheet to keep a list of all their pages, adding a “Notes” column to keep track of the changes they wanted to make.

Check-in Please share your thoughts, experiences on editing the website so far. What challenges or setbacks have you encountered? Do you have any questions that can be addressed by the Communications team or the web editing group? Is there anything the Communications team can provide to help you make edits? Please share your thoughts, experiences on editing the website so far. What challenges or setbacks have you encountered? Do you have any questions that can be addressed by the Communications team or the web editing group? Is there anything the Communications team can provide to help you make edits? Google Sites: like to meet individually to get a sense of your sites

Resources Webpage Tracking Sheet Webpage Review Checklist “Writing for the Web” Article

Resources on Google Drive All web editing resources will be uploaded to our internal website under “Communications.” This folder will be updated regularly as the need for specific resources comes up, and in preparation of our monthly meetings. Today’s resources: Updated Webpage Review Checklist Article on Writing for the Web

Next Steps Identify Webpages and fill out Google Form goo.gl/forms/wKKdbB0A89r6aXov2 Review All Your Webpages Update Content for Accuracy Rewrite Content for Brevity and Clarity One: Set Up Processes to Manage Pages Populate Webpage Tracking Sheet Schedule updates on your calendar Save Webpage Review Checklist to your computer Two: Review All of Your Pages Use the Website Review Checklist to review Three: Update Content for Accuracy Remove out-of-date information, dates, links Correct grammar, capitalization, and punctuation errors Four: Rewrite Content for Brevity and Clarity (may need manager approval) Remove repeated or unnecessary information Remove links where appropriate Condense writing style Rename photos for accessibility Organize images and files correctly

December Meeting: Accessibility Tuesday, December 4 2:30 – 4:00 p.m. Butano Tuesday, December 18 10:00 – 11:30 a.m. Corte Madera webeditinggroup-12-2018.eventbrite.com

Thank you!