A business website needs continuing editorial ownership after launch. A content inventory makes that responsibility visible by recording what exists, why it exists, who maintains it and when it needs another review.
Inventory the whole library
Record the live and scheduled pages, articles, downloads, media and important recurring content blocks. Include the public or intended URL, topic, audience, user task, owner, status and last review. Identify duplicated, inaccurate or disconnected material.
Combine usage information with subject expertise. A quiet page may still support an important infrequent task, while a popular page may contain an outdated promise. Traffic alone cannot decide whether the information should be retained.
Define the structure before choosing a tool
A content model defines information types, their fields and their relationships. For example, a service might have an overview, delivery information, responsible team and related guidance. Agree which information is reusable and which belongs only to one page.
Selecting a headless CMS does not create this structure automatically. Scope the model, migration, permissions and consuming website together. Test whether the model supports real editorial tasks without making ordinary changes unnecessarily difficult.
Give facts and editorial quality distinct owners
The subject expert confirms service facts, limits and current arrangements. The editorial reviewer checks how clearly the information is communicated and whether it meets the reader's need. A technical reviewer may also need to confirm implementation details.
Define what each approval covers. A fact check is not automatic approval of accessibility, advertising claims or page behaviour. Keep a record of the content version reviewed, so a later material change does not silently inherit an earlier sign-off.
Make the publishing workflow visible
Show proposed, in-progress, reviewed, scheduled and published states alongside owners and deadlines. Connect the calendar to business priorities and available resources. A planned publication date does not establish that the content is ready.
For a changing service, work backwards from when customers need to make a decision. Identify affected existing pages, messages and documents early. A policy or delivery change can require coordinated updates rather than waiting for the next routine editorial slot.
Preview the actual result
An editing canvas is different from the public website. Check headings, descriptive links, images, reading order and important controls in the real frontend. Include mobile and relevant accessibility checks.
Draft previews for a custom frontend require an appropriate implementation. Include preview access, draft retrieval and representative rendering in the project scope. Do not assume a CMS feature makes every consuming website an accurate preview automatically.
Use a practical house style
Choose consistent UK English conventions and explain necessary specialist terms. Retain the correct spelling of proper names and technical identifiers. Make the checklist specific enough for reviewers to recognise an issue without importing another organisation's entire house style.
Check whether the page answers its stated question, whether facts are current and whether the next step works. Review image descriptions, category selection, metadata and related links alongside the article text. A tidy sentence can still lead to an unavailable service or an irrelevant destination.
Refresh or retire with context
Correct useful pages that have become inaccurate. Combine overlapping content when a coherent page can better serve the reader. For retirement, review incoming links and whether there is a genuinely equivalent destination before choosing redirect or removal behaviour.
Keep necessary historical records separately from current customer instructions. Identify archived material clearly and avoid leaving an obsolete procedure looking like the current answer. Recheck connected pages when one shared fact changes.
Editorial operating checklist
- Maintain an inventory covering live and scheduled material.
- Assign factual, editorial and technical responsibility.
- Record approvals against the reviewed version.
- Preview the actual website and test relevant journeys.
- Review connected content when services change.
- Plan refreshes and retirement with useful destinations.
The clear website copy guide explains customer-focused writing. Our redirect and URL guide covers the technical decisions involved in moving or retiring pages.
