Web Editing Group September Meeting Anne Bartlett, Public Communications Specialist Pat Broderick, Multimedia Designer September 4 and 18, 2018

Agenda Introduction Review: The Basics Best Practices Resources Next Steps

Context Website will be refreshed this school year 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

Website Review: The Basics Log in (www.smcoe.org/manager) Navigate the Admin Interface Use the Resources/Files Menu Edit a Page Link, Name, and Add Alt-text to Photos Pat takes us through the website and goes over the following: Log in Navigate the admin page Use the Resources/Files menu Edit a page Link, name, and add alt-text to photos These steps are in the SMCOE Web Editing Guide (in the shared resources Google Folder).

Website Best Practices: Managing Web Updates Keep track of webpages and when to update Conduct an in-depth review of all pages Avoid having the same information on multiple pages Best Practices: Managing Web Updates Important to build web management into your schedule Keep track of webpages and when to update Conduct an in-depth review of all pages (at least annually) Step out of your role and into that of your audience. Is everything clear? Can you find everything easily? Is the text too overwhelming? Keep information on one page only

Website Best Practices: Using Photos or Videos Enter meaningful text in the Description field Don’t use text in an image Use appropriate photos/videos only Best Practices: Use Photos or Videos Enter meaningful text in the Description field. This will help website readers in providing an accurate description to users Don’t use text in an image as it isn’t accessible to all. Only text that is typed directly into the website is accessible. Use appropriate photos/videos only No copyright No clipart Photo release for every identifiable person Reach out to the Communication team for support

Website Best Practices: Links Quality over Quantity Limit the Use of PDFs Wherever Possible Best Practices: Links Quality over Quantity It is better to be a curator and have a select number of links than having all the links and overwhelming users Limits the chance for broken links Limited use of PDFs PDFs aren’t accessible You have to go through and make them accessible (through a feature on Adobe Acrobat) Topic for another time Analytics show that PDFs aren’t often clicked on Consider posting content as a web page instead

Resources on Google Drive All web editing resources will be uploaded to the internal website under “Communications.” This section will be updated regularly as the need for specific resources comes up, and in preparation of our monthly meetings. Today’s resources: Webpage Tracking Sheet Template Webpage Review Checklist Google Analytics Meeting PowerPoint SMCOE Web Editing Guide

Next Steps Set Up Processes to Manage Pages 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

October Meeting Dates Thursday, October 4 2:30 - 4:00 p.m. Pine and Oak Thursday, October 18 9:00 – 10:30 a.m. Arroyo and Butano

Thank you!