migrating large amounts

8/6/2019 Migrating Large Amounts

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Jeff Evans

www.wallpaperpimper.com


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The web started to become ubiquitous for

marketing since ~ 1996

publishing since ~ 1997

commerce since ~ 2001

interacting since ~ 2003

... and new uses are still being developed


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Since the late 1990s there has beenSince the late 1990s there has beenan explosion of websites, often withan explosion of websites, often with

little value to either the site owner orlittle value to either the site owner or

potential userspotential users

Number of websites (April 2011)

312,693,2961


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0

200,000,000

400,000,000

600,000,000

800,000,000

1,000,000,000

2000 2010

Number of web domains

Number of web domains (July 2010): 768,913,036

... an increase of826% in 10 years 2


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While there are over 2 billion internet users

worldwide4

(nearly a third ofhumanity)

a website for every 6.4 internet users!

by 2007 estimate, there are over

85,365,269,800 pages on the web!


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In 2007 the average number of pages on

websites 3 was

273

The methodology for gathering this data is a

bit suspect especially given the modernwebs use of databases

Four years is a long time in internet years


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number of pages, content items, or

templates number of systems being integrated

how dynamic or automated the site is/will be

number of brands/subsites

complexity of relationships between content.


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Probably the answer for many is

because its my job

because we need to sell more widgets online and

thats how punters get to our products & services

The answer shouldbe

because we want to improve user experiences and

improve efficient access to our content


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Preparing for migration will produce a better result

and a smoother migration process.With appropriate

preparation there will be

fewer surprises

less bad content to migrate

better automation of what can be automated

managed stakeholder expectations

leading to superior outcomes all around


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1. Vision

2.P

repare3. Pilot

4. Implement

5. Maintain

... or an iterative redesign process


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Your vision statement could include the following:

Define the desired state

Provide a compelling vision

Scope an Information Architecture

Site design

Site functionality

Tool(s) selection (possibly including CMS).

Remember to be realistic about your planning, so that yourreasonable estimates align with what you are attempting.6


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The most important tasks in preparation are

to specify what content currently exists

what will be done with it, and

where it will end up on the new site

The best way to assess your current web is to

conduct a content audit (or site inventory)


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Do not - repeat, DONOT - skip the content audit.Thisprocess is not just about listing URLs and page titles.

It can provide an extraordinary amount ofuseful, enlightening information thats surprisingly

valuable, especially when youre fighting for projectsupport

and funding.8 Kristina Halvorson

Depending on the nature of your site(s)you could need a high level/aggregate ora complete audit.


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If your site has broad scope and/or a large

number of pages/assets a complete audit

might be beyond your time, budget or peopleresources.

A complete audit records details on every page

An aggregate audit summarises at a sub-site/section level


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Use a spreadsheet (and possibly also a database) to record

common data about you current site(s) components

Bothquantitative andqualitative information should be

gathered


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Detailed audit (each page)

Use outline numbering to show eachpage/asset in the site's structure


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Record ID Site URL Site Folder SiteTitle Date Updated Total HTML(pages)/Size HTML Total PDF/Size PDF Total DOC/Size DOC Total XLS/Size XLS Total PPT/Size PPT Total Zip/Size Zip Total GIF/Size GIF Total JPG/Size JPG Total PNG/Size PNG

Total Other files/Size Other files Total File Size Report Last Run Page Views Site Visitors Site Priority* Content Owner Approver Keywords Additional functionality Comments*

Audit data fields (edit/add fields as appropriate):

*Comments & Site priority fields record qualitative information


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> 10 sites that act as entry points

147 sites in final audit, owned by 5

business areas within the Departmentand 7 statutory authorities

More than 30 domain names used by the

147 websites; majority of sites inwww.sofweb.vic.gov.au or

www.eduweb.vic.gov.au domains


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Five sites alone accounted for over 36,000 web objects(pages, images, documents and PDFs


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Qualitative reportAWeb EvaluationTool (spreadsheet) was used to collect

and report data on each of the 147 sites.


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Sites were given a rating on a scale of 1, 2 or 3

(the higher the number the better) on the

basis of meeting accepted benchmarks for aparticular website measure

1=OK , 2=monitor, 3=investigate

Overall content quality indicators for all sites


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Qualitative audits analyse quality & effectiveness ofcontent

Basic - use page freshness, currency of branding, last

updated, dates on recent publications/

newsletters, etc. Currency could be critical to meeting site

goals and the decision to keep or kill.

Detailed - rating accuracy/usefulness with a weightedscale (may require input from content experts)

A contentauditinforms a contentstrategy


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Readability clarity and accuracy

Completeness and scope

Voice and writing style Usefulness and relevance

Influence and engagement

Usability and discoverability, including the

structure of content within a typical sectionor page.


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While the quantitative data provides planning

information, results should also be integrated

with a content strategy that will providevalue long after your rebuild is completed

A contentauditinforms a contentstrategy


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Also consider

Content gaps

Reviewing and sourcing new content for yourwebsite

Process and timeline for web templateproduction


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Measures to inform your audit Web metrics eg. GoogleWebmasterTools and

Analytics can be used to determine links to yourpages, successful search keywords toretain, bottlenecks to goal pages or transactionsand page loading speed

Incoming links where do punters land? Internal links remove bottlenecks Standards compliance - eg.W3C, CSS, XHTML, government/industrystandards, best practice


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Use quantitative & qualitative

rankings to decide which

content is ROT- Redundant,

Out-dated, or Trivial

The less ROT, the better

Tell users that youll be doing

it


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Top-down - focusses on the big picture - yourbusiness goals and main tasks the site supports. Itwill include:

Category review Structural review Review of navigation labels

Bottom-up" - focusses a more detailed view of your

content. Could include a review of: Page titles Page structures: content chunking and labelling File and directory names


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Develop templates for the major types

of pages you will have on your new

site

Wireframe designs can assist with

user testing (and users can inform

your wireframe designs).

Draft page templates can be used tobegin the technical build, ie. create

working HTML pages with

placeholder content.


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Stages in piloting your new site include

Systems configuration/development

Launch the pilot

Period for fixing issues discovered in the pilot

Content migration Period where actual users use the piloted site

(UAT)


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The site build might be outsourced or done in-

house if you have resources

The IA and user testing feedback should keep

pathways trimmed (fewer entry points tosections of content)


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Steps could include Migrate in batches, with time in between to fix rules

and process

Automated migration (eg. document repository) Manual migration (replacing & testing new templates) Continued fixes Communications plan to flag pending launch Author training Set up ongoing metrics / KPIs Test and tweak Launch Seek feedback regularly (user group

meetings, internal & external social media).


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Site Manager

Content Manager Liaisons and Coordinators(in web team)

Editors /Writers* Subject Matter Experts # Content Publishers # Project Manager*

Web Developers/

Application developers* Designer/s* (forgraphics/web design)

Help Desk - ongoing andover migration #

Trainers * Executive Sponsorship #

*Could be contractors #Must be in business units

Staffing issues and roles to consider:


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Dont forget SEARCH, both internal and external Over 52% of web users use search to find your site

develop Search Engine Optimisation (SEO) strategies &capability (especially on transaction sites)

Site search is less used, but still important to many users


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Quantitative measures

Check for link rot

Check page load times Use metrics to constantly review

Navigation labels

SEO and keyword quality

Paths to user goals


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Qualitative measures

Ask your site users web2.0 tools

feedback forms

user testing


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Review regularly

Have a content strategy


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Thank you

Jeff Evans

[email protected]

migrating large amounts

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