community.team.building.2016.jpgRegular maintenance and check-ups on our cars, lawn mowers, and air conditioners are important to ensure that our equipment works when we need it. 
As a community manager it is your responsibility to make sure that your community is maintained and in top condition so that it delivers for your members.

Just as you would schedule regular maintenance for your car, at least once per year, a community manager should schedule a community ‘tune-up’, focusing on content, people and security.

Community Content Management

Schedule time with your community leadership team to review all community content.  This can include documents, blogs, announcements, events, wikis and more.  Communities work best when the content is  current and relevant to the membership.  A good recommendation is to review any content older than two years of age.   Make appropriate plans to remove (delete or archive) content that is no longer relevant.   This is especially important for communities focused on organization communications.  Be sure to check with your organization’s record retention policies when removing content.

Trending: 5 Enterprise Archiving Advantages You Need To Know

As a team, review your community goals and objectives to ensure community topics are focused and provide value to your members.

Review your community events and announcements. If you find that most of the listed events and announcements are in the past, you may need to ask your community team and members for additional support to post new topics. Don’t forget to review your Wiki pages.  Make sure the information is correct and appropriate and be sure to check for and fix any broken links. Is your community approaching its capacity limit? Check your community for large files, particularly pictures.  Archiving old pictures or other files will free up space for new and fresher content.

community.manager.best.practices.jpgPeople

The purpose of your community is to serve its members.

  • During your review, check-up on your members. 
  • Who from your community is actively contributing? A decrease in active community participation can be a call to action.
  • Do you have a rewards and recognition program; is it being followed?
  • Do you need more involvement from your community sponsors?
  • Has there been a change in membership? Identify new members and welcome them to the community. 
  • Do you have a community on-boarding or training program for new members?  Survey or poll current and new members for feedback and ideas. Members are more likely to be engaged when the community responds to their needs.

Trending: What is an Enterprise Information Archiving Solution? 

Security

For internal or organization specific communities it is your responsibility to ensure your community is complying with company and/or organization privacy and data protection policies. Review your community posts. Make sure appropriate consent is provided for postings that contain photos of others. If your community features externally created content (e.g. videos, music, images) make sure appropriate copyright guidelines are followed. Does any of your community content require restricted access to a subset of your community members? Determine and apply the appropriate permission settings.   If you do have restricted access to content review permission and group security settings to ensure only the appropriate people can access secured content. 

community.managers.best.practices.jpgAnnual Community Tune-Up

An annual community ‘tune-up’ will help you as a community manager to identify opportunities for improvement. As your community members and sponsorship changes, your community objectives may change as well. Work with your community leadership team to implement appropriate changes and programs to ensure your community continues to serve the needs of your members and adheres to appropriate security and protection requirements.  

Keep your members happy; put in the time to keep your community fresh, relevant and secure.

Learn more about Content Management solutions here!