Size Doesn't Matter
Recently, we had the pleasure of hearing from Web Managers at the Department of Revenue and Wildlife, and if you were on the call, you know those presentations were nothing short of excellent. Both presenters walked us through governance frameworks that were thoughtful, thorough, and clearly hard-won through real experience managing complex, high-traffic agency websites.
But maybe some of you left thinking, “That’s impressive, but we’re just two people; or maybe I’m just one person and that doesn’t really apply to us.”
The truth is, a small team may need governance more than a large one precisely because there is less redundancy, less oversight, and less margin for confusion.
Below, you’ll find a sample governance plan built specifically with small to medium agencies in mind. Consider it a starting template, not a mandate. These aren't new or complex ideas, just a starting point. The goal is clarity, not perfection. If you haven't yet established a plan; adapt it and make it yours.
Governance Policy Outline
Purpose
Define the role of the website and the goals it should support, such as accuracy, accessibility, plain language, and helping the public complete key tasks.
Content Ownership
Identify a content owner for each major section of the website. Clarify who is responsible for reviewing, updating, and requesting changes when content is no longer accurate.
Publishing Standards
Set basic standards for all new and updated content before it is published. Include expectations for plain language, headings, link text, accessibility, document structure, spelling, dates, contact information, and appropriate use of PDFs.
Review Schedule
Establish how often content should be reviewed. High-priority pages should be reviewed more frequently, while lower-priority pages may follow an annual review cycle.
Approval Process
Define who can approve routine edits and when additional review is required. Include guidance for new pages, major rewrites, policy-sensitive content, and information that affects public requirements.
Content Removal
Create a process for removing, archiving, or redirecting outdated, duplicate, or unnecessary content. Make clear that content should remain online only when it continues to serve a public need.
Measurement
Schedule periodic reviews of website data, such as popular pages, search terms, broken links, and common public questions, to identify content that needs improvement. For example, if analytics show that a “How to Apply” page is one of the most-visited pages on the site, you may decide to review that page more often to keep deadlines, forms, and contact information current.
Accountability
Maintain a simple content inventory that tracks major pages, assigned owners, last review dates, and next review dates.
Start Small, Then Mature
Governance does not have to be complicated to be useful. Even a simple one-page policy, a list of content owners, and a habit of checking key pages twice a year can make a real difference for a small agency website. As time and capacity allow, build from there by adding things like analytics reviews, accessibility checklists, content audits, and more formal approval steps.
The main thing is to start where you are. A few clear, manageable rules will serve an agency far better than a big, ambitious governance plan that no one has time to keep up with. No matter the size of the team, good web governance helps keep information accurate, accessible, trustworthy, and focused on serving the public well.