Content Consolidation Checklist

Consolidating the content of websites can provide substantial benefits. For users it can bring superior discoverability (through enhanced search, grouping of content based on audience needs, consistent navigation) and more consistent and authoritative content (through better processes and resourcing).

The case for the consolidation of content is built on user feedback and direct research with audiences that have highlighted problems or inadequacies with finding or utilising information and services.

Content consolidation must provide tangible benefits that outweigh the cost of transition and change.

Content consolidation may result in one or more of the following:

  • Merging multiple business unit websites into an expanded agency website
  • Establishing audience based entry points to agency information and services (these may act as indices, portals or websites in their own right)
  • Establishing a single topical index of all agency information and services to improve searching and browsing and to enable cross-referencing of related content.

Use this checklist to ensure you have addressed as many issues of content better practice as possible when consolidating websites.

  • Have you conducted audience research to understand the contextual relationship of topics to patterns of use?

    A prerequisite for content consolidation is a sound understanding of the agency’s audience and their needs. Research activities would include: analysis of site feedback and metrics, interviews and focus groups and one-on-one testing of the current websites. The research will result in understanding the relative importance of each audience to the agency, and their core requirements.

  • Have you undertaken a content audit?

    The audit establishes what content is currently published, its status (current, expired or due for review), its owner, relative importance to audiences (including number of times it has been accessed in the last 12 months) and its relative importance to the agency (eg there may be a legislative requirement to publish the content, even though it is rarely accessed).

    The content audit should also identify gaps, where content needs to be developed in order to meet the needs of the audience or the agency.

  • Have you considered information architecture planning and testing?

    Based on the audience research and content audit a new information architecture may be developed. The information architecture describes the structure for the consolidated content, showing the ways content items will be categorised, indicating what content will be migrated where.

    This can be a complex task and requires extensive consultation with business units to ensure their needs will be met, as well as testing with audiences to ensure its viability.

  • Have you planned how you will undertake a content migration?

    • For more information see Decommissioning for a list of migration activities.