Websites (continued)

Writing a brief for your website

Whether you work with a web design company or build your own site, there are many issues you must consider. It is best to start by producing a briefing document to summarise what you think you need. You could work on it with a volunteer, or use it in a tendering process. Keep it simple and aim for three or four pages of A4.

Summary
Two or three sentences saying what you think you want, with timescale and budget.

Aims and objectives
Your organisation’s goals and how you think a website will meet them. Targets such as numbers of visitors per week or documents downloaded.

Audiences
The main audiences for your website and how a website will help them.

Design requirements
A list of websites you like plus house style requirements such as images, logos, colours,etc.

Site map
The main pages you think you need. Updating and managing the site. Who will update the site, respond to enquiries and report statistics?

Functionality
What do you want your site visitors to do, such as download a document, search within your site, access members-only area for private information, etc.

Search engine optimisation
Identify what your designer can do to make sure your site is found when people use Google and other search engines.

User testing and usability
Try to show your site to at least three potential site users before it goes live.

Deliverables
The website itself, documentation on how to manage the website, hosting details, usernames and passwords and a statement that the website has passed accessibility requirements.

Domain name
Write down what you know about these arrangements, such as who provides the hosting and how long you’ve had it. If you don’t know anything, or don’t have a website, don’t worry, this is easily solved by your web designer.

Budget
Including fees, domain names, hosting, training and new software or hardware.

Timescale
Key dates or specific milestones that affect the project, such as an annual general meeting (AGM) or public event that could be used to launch the site.

Ownership
Be clear about what rights you have over future use of the content and images and the html and other computer code used in the website. Resolving this at the outset reduces the potential for conflict later.

Terms and conditions

• Will the web designer work on- or off-site?
• Will payments be made in phases, in advance or on completion?
• What reports and updates are expected between the web designer and the client organisation.
• What is the process for resolving conflict or disagreement – even if you are using avolunteer.

A simple website

A basic website acts like an extended advertisement, offering basic information to anyone who reads it. For many organisations this is a minimum requirement:

• About us
  • Why we exist and brief history
  • Names of trustees, staff, volunteers, maybe photos
• Our services and how to access them
  • What we offer
  • Opening times, referral system, etc
• Who we work with
  • Define your clients, identify the neighbourhood, etc
• Contact details
  • Telephone, email, postal address + map