The playbook
Website Content Management: Checklist
Use this website content management checklist before a new release, a handoff, or a scheduled review. Its purpose is to verify the decisions that affect overdue content reviews. Check an actual page or interaction record; a box marked complete without evidence does not show that the customer journey works.
Put the task in context
Use structured fields for information that repeats, such as service name, price basis, location hours, and contact destination. Keep long-form editorial content editable where appropriate. Required-field validation should catch missing critical information before publication.
Before you use the checklist
Name the exact item being checked and its purpose. Gather content type, field, owner, review trigger. If one of those details is unknown, mark it as unknown and assign a way to resolve it. An invented value makes the checklist look complete while weakening every later decision.
Working checklist
| Check | Evidence to keep | Responsible role |
|---|---|---|
| Define content types and required information | A dated observation showing how content type was verified | website lead |
| Assign editors reviewers and update triggers | A dated observation showing how field was verified | designer or developer |
| Validate changes in the actual page layout | A dated observation showing how owner was verified | site owner |
Check the failure path
- Look specifically for this failure: storing everything in one rich-text field with no ownership.
- Use reusable content fields and clear review responsibilities. Record the actual correction, not just the intention to make it.
- Repeat the affected task after the correction and check review trigger.
- Make sure the next owner can find the decision and supporting evidence.
Use three outcomes for each check
Mark an item as complete only when the expected behavior or information has been observed. Mark it as incomplete when a required condition is absent. Use not applicable when the condition genuinely does not belong to the chosen scope, and write a short reason. These states keep a review useful without forcing every process into an identical mold.
For example, if the check is “Define content types and required information,” a meeting about the subject is not the evidence itself. Retain the relevant content type and field, the decision made from them, and the result of checking that decision. The record should allow someone who missed the meeting to understand what changed.
Decide what must be resolved first
An incomplete item that prevents keep page content accurate through clear ownership and structured fields deserves attention before a cosmetic improvement. Assign an owner and a next action to that issue. Keep optional refinements visible, but do not let them obscure a failure in the core process.
Close the review
Recheck corrected items and note anything still uncertain. The checklist is finished when the next owner understands what was verified and what remains open. Follow overdue content reviews using a consistent definition so later reviews can connect execution quality with useful results.
Treat visual changes and functional changes separately in the change log. A clearer label may improve comprehension, but a broken submission destination still prevents completion. Confirm both understanding and successful delivery.
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