Your school’s website serves as the primary hub of information for parents, students, and the wider community. It’s a vital resource for communication, updates, and showcasing the school’s achievements. So, keeping your website up to date is a critical part of successful school website management.

A common issue arises when the staff member responsible for the website leaves, creating a potential gap in knowledge and management.

This is particularly challenging for schools within Multi-Academy Trusts (MATs), where consistent website management across multiple schools is crucial. In this blog post, we’ll outline essential steps to ensure a seamless handover of website management, explain why this process is important, and provide tips for MATs to support their schools effectively.

Why is a Smooth Handover Important?

A smooth handover is crucial for several reasons:

1. Continuity: The school website is a vital communication tool. Any disruption in its management can lead to outdated information, broken links, and a poor user experience. A smooth handover ensures that the website remains functional and up-to-date.
2. Security: Properly transferring login credentials and permissions is essential for maintaining the security of the website. Failing to do so can leave the site vulnerable to unauthorised access and data breaches.
3. Efficiency: A well-documented and organised handover process saves time and reduces the learning curve for the new manager. This efficiency allows them to focus on enhancing the website rather than troubleshooting avoidable issues.

Step 1: Introduce the New Website Manager to Your School Website Provider

The first and most crucial step in a successful handover is to introduce the new website manager to your school website provider. This introduction should happen as soon as the new manager is identified. It’s essential for the provider to have up-to-date contact information to facilitate communication, provide necessary resources, and offer support when needed.

At Schudio, we make it a priority to build strong relationships with our clients. When a new contact is introduced, we ensure that they are warmly welcomed and made aware of the training and support available to them. The goal is to make sure the right people have the right knowledge and access to the right team members here at Schudio.

Step 2: Provide Training and Resources

Once the introduction is made, your school website provider should offer comprehensive training and resources on getting started. This training should cover the basic functionalities of the website, content management, and best practices for keeping the site up-to-date and engaging.

At Schudio, we automatically trigger training sessions and send access to an unrivalled level of support whenever a new user is added to our system. We believe in empowering our clients with the knowledge they need to manage their websites confidently. Additionally, we inform the new contact about the package the school is on and the extent of support available. This clarity ensures that the new manager knows what to expect and can fully utilise the resources at their disposal.

Step 3: Update Decision-Maker Information

It’s not uncommon for schools to have multiple decision-makers involved in website management. If there are any changes in these key roles, it’s vital to inform your website provider promptly. This ensures that the right people receive important communications and have the authority to make decisions regarding the website.

We provide a simple online form for updating contact and decision-maker information. This form can be accessed and filled out at any time, making it easy for schools to keep their records current. Having the correct information on file is essential for smooth operations and effective support.

Additional Steps for a Successful Handover

Step 4: Document and Transfer Logins and Permissions

One often overlooked aspect of a handover is the transfer of logins and permissions. The outgoing manager should ensure that all relevant credentials are documented and securely passed on to the new manager. This includes access to the content management system, email accounts, and any third-party tools integrated with the website.

Step 5: Review and Update Website Content

A change in management is an excellent opportunity to review the current website content. The new manager should work with the provider to audit the site, identify outdated information, and plan for necessary updates. This review helps maintain the website’s relevance and accuracy, ensuring that visitors receive the most up-to-date information.

Step 6: Schedule Regular Check-Ins

To support the new manager, schedule regular check-ins with your website provider. These meetings can be used to address any issues, discuss upcoming projects, and provide additional training if needed. Regular communication helps build a strong working relationship and ensures that the website continues to meet the school’s needs. Your school website provider should offer an opportunity to connect in whatever way works best for you.

Supporting Schools within a Multi-Academy Trust

For MATs, managing multiple school websites can be challenging, especially when dealing with staff turnover. Here are some best practices for MATs to support their schools:

1. Centralised Management: Consider implementing a centralised content management system (CMS) that allows for consistent oversight and updates across all school websites. This system can streamline the handover process and ensure uniformity in website quality.
2. Standardised Training: Develop a standardised training programme for all website managers within the trust. This programme should cover the essential functions of the CMS, best practices, and the support structure available.
3. Dedicated Support Team: Establish a dedicated support team within the trust to assist schools with website management. This team can provide training, troubleshoot issues, and offer guidance on best practices.
4. Regular Audits: Conduct regular audits of all school websites to ensure they are up-to-date and comply with the trust’s standards. These audits can identify areas for improvement and ensure a high level of consistency across the trust.

Conclusion

A successful handover of school website management is essential for maintaining a functional, secure, and engaging online presence. By following the steps outlined in this blog post, schools and MATs can ensure a smooth transition and provide new website managers with the tools and support they need. At our agency, we are committed to facilitating seamless handovers and offering top-notch support to our clients.

Whether you’re managing a single school website or multiple sites within a MAT, these best practices will help you achieve a successful transition and maintain an effective digital presence.

Are you a Schudio client with a recent change in website management roles?

Your first step is to read this specific tutorial on how you can ensure a smooth and successful handover. Read here: https://support.schudio.com/article/216-steps-for-a-smooth-handover-of-website-management-with-schudio