Project Four: Content Audit Process and Tool Development

Project 4:

Content Audit Process and

Tool Development

Overview

The Content Audit (CA) project at VDSS is a comprehensive review of all content and graphics on the public-facing website. Led by Public Affairs and designated staff within each division, the CA aims to ensure that the content presented to the public is current, relevant, and easily understandable. As the product manager and researcher of Office 365 tools, I played a crucial role in developing the process for this project.

One of the primary goals of the CA is to streamline the purging and reorganizing of content in preparation for the migration to a new content management platform. Division-specific roles have been established to facilitate this process. The Public Site Editor (PSE) oversees content edits and updates within their respective portfolio/division and tracks progress using Microsoft Planner. Meanwhile, Subject Matter Experts (SMEs) leverage their expertise to make or lead content edits/updates, primarily using tasks and sub-tasks in Planner.

Through collaboration and effective utilization of Office 365 tools, the CA project aims to enhance the overall quality and usability of VDSS's public-facing website. This initiative ensures that the content remains accurate and up-to-date and lays the groundwork for a smoother transition to a new content management platform.

Solving the Problem

As the product manager for the Content Audit project at the Virginia Department of Social Services (VDSS), our initiative is focused on addressing the issue of outdated and misleading content on public-facing websites. Collaborating with Public Affairs, we've embarked on a journey to streamline the content auditing process using Microsoft 365 and Teams. Our objective is to empower Content Managers (CMs) and Subject Matter Experts (SMEs) with purpose-built tools for efficient auditing. Leveraging MS Teams for communication, MS Lists for workflow management, and MS Power BI for analytics, we aim to redefine content auditing practices at VDSS.

The proposed content auditing process involves a strategic integration of various Microsoft tools to enhance organization and efficiency. By creating dedicated Teams and channels aligned with specific portfolios and divisions, we establish a centralized hub for content management. Utilizing MS Lists for tracker systems, MS Planner for task assignment, and calendar reminders for timely updates, our process ensures a structured approach to content auditing. We also explore supplementary tools like MS Booking, MS OneNote, and MS Power Automate for further assistance.

Our implementation plan outlines a series of meetings and milestones to roll out the new tools and processes. From inaugurating the first team to conducting live demonstrations and exploring additional functionalities, each step is meticulously planned to ensure a smooth transition. Through ongoing testing and refinement, we aim to foster a culture of continuous improvement, ensuring that our strategy remains adaptable to the evolving needs of VDSS. In conclusion, our content auditing process embodies efficiency, collaboration, and innovation within the Microsoft ecosystem, poised to revolutionize the way VDSS manages its public-facing content.

Selection of the Pilot Group

The Content Audit Pilot group has been carefully chosen, and the State Programs portfolio will be the team leading the first audit. The pilot launch is scheduled for May 1, 2024. This pilot phase will run until June 30, 2024, allowing for a thorough assessment of the effectiveness and efficiency of the Content Audit tool by the end of July 2024.

Following the conclusion of the pilot audit, Public Affairs and the State Programs portfolio will convene multiple meetings to review the outcomes. These meetings will provide an opportunity to discuss the successes, challenges, and areas for improvement identified during the pilot phase. By addressing the "good, bad, and ugly" of the Content Audit tool, the aim is to refine and optimize its functionality before the official launch in August 2024.

Through collaborative evaluation and feedback sessions, Public Affairs and State Programs will ensure that the Content Audit tool is well-prepared to enhance content management processes across the organization. Story