Completing a content audit
✔ You've officially begun your digital transformation journey
✔ You've identified your content objectives and goals
It's time to do an audit of your content. We strongly recommend that you start collecting, reviewing, and organizing content for your digital workplace as early as possible. Work on auditing your content in parallel with your other digital workplace planning tasks. The results of your audit will drive some key decision-making related to your digital workplace plan, including where content will live and key content-driven areas required to enable your employees.
Why do a content audit?
An audit of your existing content (within an existing intranet, other file repositories, or on the company server) helps you make informed decisions about:
- What key content areas are required (e.g. HR area, News area, etc.)?
- Which pre-built Solutions will your employees benefit from most?
- What existing content needs to be moved into the new digital workplace?
- What existing content needs to be reviewed/updated?
- What existing content needs to be reformatted?
- What content gaps need to be addressed before launch?
- What existing content needs to be retired/deleted/archived?
Getting your content audit started
The most organized way to document your content audit is by using our Content Audit Tracking Template to track the information listed below for each piece of content.
To be started right away:
- Content Name or Title: Include accurate names/file names so content can be found on your server or other systems.
- Content Owner: The Content Owner is likely a department such as HR, Marketing, etc. The owner is in charge of managing the piece of content.
- Subject Matter Expert (SME): The SME may be different than the Content Owner. SMEs provide first drafts and reviews to ensure accuracy.
- Location and Format: The current location and format. This information helps drive decisions about reformatting needs and where to find the content when it comes time to access it. (e.g. PDF, Word Doc, PPT, etc.)
- Content Status: High-level assessment of content - "Up-to-date", "Needs updating", "Needs SME review", "To be archived/deleted", etc.
- Action Required: Action(s) required to prepare content for upload into the digital workplace, such as "Transfer into Wiki format", "Update with new logo", "Approval from CMO required", etc. These items must be actioned by Content Owners, with the support of SMEs if applicable.
To be completed as part of your Content Preparation Plan:
- Phase: Consider taking a phased approach to moving your content into the new digital workplace. Identify critical content for phase 1, and prioritize other content for additional phases.
- Ready for Build: This column can give you a quick review of what's ready to move into your digital workplace. Try using "yes", "no", or "N/A" for any content that is being retired/archived/deleted. Color coding these options is also a good way to visually see at-a-glance what's ready for migration.
- Location in Digital Workplace: This column can be completed once your site structure is complete, helping you map out your individual pieces of content in relation to areas of your digital workplace.
Note: Items 6 to 9 align with your content schedule, which coordinates the upload of finalized content that's "Ready for Build".
Revealing business challenges
Completing a content audit can be an eye-opening experience. You may reveal content-related business challenges like:
- Mission-critical pieces of content are not updated as regularly as they should be
- Old, outdated, and even inaccurate content is still available to employees
- Multiple versions of the same or similar content exist in different locations, repositories, folders, etc., making it difficult for employees to identify which version is the most up-to-date
- Naming conventions aren't as clear as they could be
- Some pieces of content haven't been accessed in a long time and therefore may no longer be relevant
- Content isn't organized in user-centric ways, making it difficult for employees to find what they're looking for
|Playbook Tip: Leverage your content audit to complete your site structure and information architecture|
A content audit (both high-level and an audit of individual pieces of content) can help drive the completion of your digital workplace site structure during the Implementation Stage. By understanding key content areas and individual pieces of content needed for your employees to complete their daily tasks, you get a good idea of what areas need to be built.
This also impacts how you approach the information architecture (IA). Content audits can help you decide whether your digital workplace will use a top-down or bottom-up IA strategy.