Revised with new information as of December 11, 2019


A free resource for nonprofit organizations, NGOs, civil society organizations,
charities, schools, public sector agencies & other mission-based agencies
by Jayne Cravens
via coyotecommunications.com & coyoteboard.com (same web site)
 

 



Maintaining Your Nonprofit, NGO or
Small Government Office Web Site:


You've launched your organization's site -- now what?


   
Maintaining a Web site is just as important as building it in the first place!

I'm going to say that again:

Maintaining a Web site is just as important as building it in the first place!

Unfortunately, most organizations put much more effort into the initial design and launch of a site than they do in keeping the content fresh and keeping the site growing to best serve all staff and clients. It is imperative that your organization maintains a commitment to posting accurate, timely information online. If people who visit your site find that the information never changes, they will stop accessing it.

Maintaining a web site is never done: new information will always be waiting to be uploaded, old information will need to be updated, staff and users will provide suggestions that need to be incorporated, etc.

Even so, maintaining a Web site will be easy if you incorporate any text you already are preparing for paper newsletters, annual reports, progress reports to funders, speeches to conferences or civic groups, etc. Build the maintaining of your web site into your regular communications processes:

There can be no excuses for not doing this. None. Zero. If the person in charge of your web site says "I don't have time to do this," you either need to hire an additional person, you need to find out who on staff can take over these regular responsibilities, you need to recruit a volunteer who does this and only this, or you may need to replace this person entirely because he or she doesn't know how to manage time and responsibilities!

I am absolutely unforgiving to staff that don't make updating a web site a priority.

Maintaining a web site does NOT have to be extra work over what you are already doing, if you build the maintenance into your communications "system."

Also, NEVER TAKE YOUR SITE DOWN when launching a site redesign.

Let me say that again: NEVER TAKE YOUR SITE DOWN when launching a site redesign.

There are even for-profit organizations that will do this -- take their web site down and put a "hold" page that says something ridiculous like, "Pardon our dust! Our new site will go up in a few days, so be sure to check back!" NEVER NEVER do this. Just as newspapers are committed to making sure they publish on time no matter what, just as theater companies are committed to the philosophy of the "show must go on" no matter what, you should be committed to always keeping your web site operational.

Taking your web site down for several days during a transition, or ceasing to keep a web site updated while you wait for a new site to be redesigned or launched, is unprofessional and will make your organization look very bad to many potential customers and supporters. It will also deny information to supporters and potential supporters -- and they will go elsewhere, with a very bad impression of your organization.

OTHER ADVICE:

 
Responding to e-mail from the Web site

Your Web site should not be a passive thing; Web sites should generate activity, and usually do in the form of e-mail. People see something on the Web site they want to know more about, they have a question, they want to sign up for something, and they want to let you know immediately! The reply they get, or don't get, will reflect on your organization as much as the Web site itself!

Responding to e-mail from the Web site is a vital part of maintaining a successful Web site. It's a good idea to set up standards for communicating via e-mail. Here are some suggestions:

Also: old versions of your web site will be available at The Internet Wayback Machine / archive.org. You will be able to achieve at least one iteration of your web site from each year that it's been available on this resource. This is very helpful in retrieving information someone deletes off of the web site and didn't back up. It also helps you create a record of your organization's history. Do NOT let any web designer put coding into your pages so that they will NOT be archived by this resource!

Other related resources that can help you:

 

Return to
Coyote Communications' Web Site Resources

 
  Discuss this web page, or comment on it, here.


  Quick Links 

   my home page
 
 my consulting services  &  my workshops & presentations
 
 my credentials & expertise

 Affirmation that this is web site is created & managed by a human.
 
 My book: The Last Virtual Volunteering Guidebook

 contact me   or   see my schedule
 
 Free Resources: Community Outreach, With & Without Tech

 Free Resources: On Community Engagement, Volunteering & Volunteerism

 Free Resources: Technology Tips for Non-Techies

 Free Resources: Nonprofit, NGO & other mission-based management resources

 Free Resources: Web Development, Maintenance, Marketing for non-Web designers

 Free Resources: Corporate philanthropy / social responsibility programs

 Free Resources: For people & groups that want to volunteer
 
 linking to or from my web site
 
 The Coyote Helps Foundation
 
 me on social media (follow me, like me, put me in a circle, subscribe to my newsletter)

support my workhow to support my work

To know when I have developed a new resource related to the above subjects, found a great resource by someone else, published a new blog or a new Tech4Impact email newsletter, uploaded a new video,
or to when & where I'm training or presenting, use any of the following social media apps to follow me on any of these social media platforms:

like me on Facebook      follow me on Twitter    Mastodon logo    follow me on Reddit    follow me on LinkedIn     view my YouTube videos


Disclaimer: No guarantee of accuracy or suitability is made by the poster/distributor of the materials on this web site.
This material is provided as is, with no expressed or implied warranty or liability.

See my web site's privacy policy.

Permission is granted to copy, present and/or distribute a limited amount of material from my web site without charge if the information is kept intact and without alteration, and is credited to:

Jayne Cravens & Coyote Communications,
          www.coyotebroad.com

Otherwise, please contact me for permission to reprint, present or distribute these materials (for instance, in a class or book or online event for which you intend to charge).

The art work and material on this site was created and is copyrighted 1996-2024
by Jayne Cravens, all rights reserved
(unless noted otherwise, or the art comes from a link to another web site).