Web Team

What Does It Mean to Be a Stakeholder?

A stakeholder is the person who is responsible for the site’s outcomes. Stakeholders can either be identified by the college/department as the “official representative” for a page or they can be anyone with credentials that match the site’s information.

This can differ from page to page, so make sure to view the following examples:

• Example: uidaho.edu/law/people/faculty 
  
  This is a faculty page highlighting the faculty who work in the College of Law. Therefore, a representative of the College of Law (Admin Assistant, Department Chair, faculty member, etc.) would be considered a stakeholder for this page and could request content updates.
• Example: uidaho.edu/admissions/international/admissions-requirements
  
  The purpose of the requirements page appears to be business related. Thus, the stakeholder would be IPO. IPO would be responsible for requesting content updates.
• Example: uidaho.edu/events/uidaho-bound
  
  The purpose of the page appears to be marketing & recruitment focused. Thus, SEM’s marketing team would be considered the stakeholder and could request content updates. Those who work in IPO may also request content edits since they understand the admissions process and requirements. The Web team would expect SEM to coordinate with IPO on changes to make sure they are factually accurate.

The stakeholder’s job is to provide the web team with accurate content pertaining to the web property. The stakeholder has the final approval before any web changes can be published, and they are expected to communicate with the web team to ensure results.

Stakeholder:

Arranges an appointment with the web team to discuss their content goals and desired outcomes. If the stakeholder would like to establish KPIs (Key Performance Indicators), this should be discussed with the web team as well.

Web Team:

Provides consultations to advise the stakeholder on how the web layout and user experience will affect the content strategy and help achieve their goals.

Stakeholder:

Writes, coordinates and provides any content necessary for the task. (E.g. - copy, images, video, links, etc.)

*The web team is not responsible for creating content. If you require photo, video, or graphic design services, reach out to Creative Services. For help with copywriting and proofreading, reach out to the Communication Team.

Web Team:

Provides advice on how to best deploy web content and how users will interact with said content.

Stakeholder:

Places a request with the web team and communicates the objective for a web property, providing relevant information or content for the web team to use.

When meeting with the web team, consider the following:

1. Discuss your audience (visitors). Who are they? What are their self-interests? Why are they important to you and why are you important to them? We suggest grouping visitors into audience types (we call these personas).
2. Define desired outcomes for your visitors. What do you want them to do or learn? Prioritize these outcomes. Define what success looks like for each outcome (we call these key performance indicators --KPIs).
3. Think about why visitors would want to visit your website. And once they are there, what types of content will persuade visitors to do whatever it is you want them to do. Please consider aligning with one of their self-interests. We call this effort defining a content strategy.

Web Team:

Based on desired outcomes, and using submitted content, crafts well designed and usable web properties. The web team members are also there to make editorial, accessibility, SEO, grammatical, and style-guide suggestions. After meeting with the stakeholder and addressing an audience, outcome, and a content strategy, the web team will work to create an excellent user experience.

Stakeholder:

Requests analytics reports by providing the web team with criteria and goals for the web properties in question. For the most accurate analytics reports, KPIs (Key Performance Indicators) should be discussed with the web team beforehand.

Web Team:

Analyzes metrics vs stakeholder goals and provides analytic reports and recommendations to the stakeholder.

Stakeholder:

Receives proofs from the web team, which they can either respond to with their approval or request changes to the proof. Depending on the task type and needs, the stakeholder might share this proof with others for feedback and approval. The stakeholder who submitted the request is responsible for compiling all required changes and feedback into one response for the web team member. Once the stakeholder’s approval is received, the web team will implement all changes.

Web Team:

Submits a proof to the stakeholder and makes updates based on feedback. Continues to provide design, content and UX feedback throughout the revision process, until the stakeholder is happy with the end product.

Stakeholder:

Approves proof, allowing the web team to publish the web content.

Web Team:

With approval from the stakeholder, the web team member will publish web content.

Stakeholder:

Creates marketing project plans, defines KPIs and serves as the project manager for the task, communicating with all parties that the site concerns.

Web Team:

Advises on how best to deploy web properties based on desired outcomes. Recommends how to track user behavior based on desired outcomes and KPIs.

The web team utilizes a ticket-based system to deliver high quality service efficiently. Below you will find a few tips for working with us and five steps for submitting a work request. 

• Please work closely with your assigned web coordinator. Ticket and project management tools help organize the work, but it takes collaboration to be successful. 
• As the ticket submitter, you are our single point of contact. This keeps lines of communication and approval authority clear.
• We will always send you a proof. As our point of contact, it is your responsibility to share the proof, gather feedback and sent us approved changes. 
• You must approve the final proof before we send your email or publish your web content. 

When submitting a request, you will be asked to identify your college or unit so we can correctly parse, distribute and track support needs. We'll ask that you select the service requested from the drop down list, then define a priority: normal or critical (critical should be strictly reserved for emergencies). As you complete the relevant data fields, please provide context and the desired outcomes to enable us to develop and design for your goals. Remember to include your name and email address (double check for typos) so we can contact you for collaboration and reviews. After submitting your request,you will receive a confirmation email with a reference number. Please allow some time for the web team to process the request, and a web coordinator will email you with updates or questions. It's possible that your first few web team request communications may be filtered into your spam, so check that email folder if you have not received a response within a few days.

Updating Existing Pages

• See an example

• Use Snipping Tool to get a screenshot of the page, or alternatively-

  • Windows: Press 'PrtSc' on keyboard OR 'Windows key' +'Shift'+'S' to get a screenshot

  • Mac: Press the 'Command', 'Shift' and '3' keys to get a screenshot

  • You can use Shift + minus/dash to zoom out and show entire page on one screenshot

• Show changes on the screenshot

  • Use whichever is easiest for you to show changes– Paint, Word, PowerPoint, Adobe products

  • Strike out content you want removed

  • Highlight or use different colored text to show changes in text

• Include URL links for each page you reference

Updating Existing Text

• Include the actual text you want copied onto the page. If the page has similar content in two spots, make it clear which you are referring to

  • Highlight additions, strike through any text being removed or replaced

  • See examples which include common Editorial Style Guide changes

Updating images or files

• Include the new image you want to use as an attachment rather than putting it into a word document. If you’re not sure it can be used, submit it and a member of the Web Team can help resize the photo or work with you to find a suitable image

• Make it clear which file or image you want to replace

• Person profile templates

  • Faculty profile

  • Staff profile

• New page

  • If you are unsure if you need a new page or what the best strategy is, you may submit a ticket and just let us know what you are thinking, and we can begin a conversation about ideas.

  • Consider if there is enough content for a new page, or if changes to current pages can be re-worked. 250 words minimum is suggested.

  • Consider if this content is already listed on another U of I page, and linking to it instead of duplicating content.

  • If there is another page you want it to look like, include the URL and mention that. Note if that page has any images, the different items such as accordions or links to other pages, subheadings, and amount of text.

  • Consider where it should exist within the navigation, such as which section it goes under in the side navigation menu.

  • Attach any images separately, and use the title of the image when referring to it in the list of changes

You are the content expert and owner, but University Communications and Marketing can help you refine content for a desired audience and communication channel.

For help defining a content strategy and writing marketing content, please reach out to the marketing team. For proofreading and editing services, please reach out to the communication team.

If you'd like to take a crack at writing your own web content, please see the tutorial posted in our team Knowledge Network. Additionally, the web team is happy to advise on how best to design and deploy your content via web and bulk email channels. 

Please reach out to Creative Services. They have excellent photography and videography teams. 

Marketplace and webpages are administered through the Office of Information Technology (OIT).

Below are a few articles we found on OIT's support site regarding Marketplace and webpages. 

• Creating a new Marketplace store. 
• Adding or editing products in an existing Marketplace store.
• How do I request web hosting space for a personal website?
• How do I access my UI web space?

Regarding webpages, the university does not provide personal web space by default. However, faculty and staff can request web space by demonstrating an academic need or purpose. For help, please reach out to your unit's Technology Solutions Provider. 

For social media help, please contact the marketing team. 

The directory lists student and employee contact information based on their university profile stored in Banner. If the information is incorrect, please see the directory help page for instructions. 

The web team oversees a variety of units and departments across the university. For this reason, it is strongly recommended that you appoint several web authors within your department or unit who can assist with web content maintenance and updates for their assigned area. 

Web authors are individuals within a department or unit who can assist with web content maintenance and updates for their assigned area. These authors have access to the CMS and can make content changes directly to web content without going through a request form.

If you or someone in your department is interested in becoming a web author, reach out to your assigned web team manager. They will provide training and access.

Websites are created for an audience and a purpose (desired outcome). It is best to start with broad strokes and then work down to specifics.

1. Discuss your audience (visitors). Who are they? What are their self-interests? Why are they important to you and why are you important to them? We suggest grouping visitors into audience types (we call these personas).
2. Define desired outcomes for your visitors. What do you want them to do or learn? Prioritize these outcomes. Define what success looks like for each outcome (we call these key performance indicators --KPIs).
3. Think about why visitors would want to visit your website. And once they are there, what types of content will persuade visitors to do whatever it is you want them to do. Please consider aligning with one of their self-interests. We call this effort defining a content strategy.

The questions above can be difficult to answer. We are here to help. Do your best and then let's talk.

Once we feel good about the audience(s), outcome(s) and a content strategy, then we will work together to create the content defined in question #3 and craft it into an excellent user experience.