How to supply your website content to your web design agency.

Supplying content for your website can be a pain, so we always suggest using Cloud-based documents.

In today’s fast-paced digital world, collaboration and efficiency are key to success.

At Toast, we ask all our clients to supply content for their websites as Google documents.

This method ensures a streamlined process where there is a single, central copy of the content that can be shared and edited by the team.

In this blog post, we will delve into the various benefits of this approach, providing you with a clear understanding of why Google Documents is our preferred tool for content collaboration.

Contents

  1. Introduction
  2. Centralised Collaboration
  3. Organisation
  4. Real-Time Editing and Feedback
  5. Version Control and History
  6. Accessibility and Sharing
  7. Integration with Other Tools
  8. Security and Permissions
  9. Conclusion

Introduction

Creating and managing website content is a collaborative effort that requires input from various stakeholders, including writers, editors, designers, and clients.

We recommend using Google Documents as the primary platform for content creation and management to facilitate this process.

This approach offers numerous benefits, including centralised collaboration, real-time editing, version control, easy accessibility, and robust security features.

Centralised Collaboration

One of the primary advantages of using Google Documents is the ability to centralise collaboration.

Having a single document that everyone can access eliminates the confusion and inefficiencies associated with multiple versions and email attachments.

This centralisation ensures that everyone is on the same page, literally and figuratively.

  • Single Source of Truth: With Google Documents, there is only one copy of the content, which means everyone is working on the most up-to-date version. This eliminates the risk of discrepancies and conflicting information.
  • Team Collaboration: Multiple team members can work on the document simultaneously, making gathering input and collective decisions easier.

Organisation

Another important point to note here is one document per page—don’t add all the content to one document, as this can be unclear. Instead, use one document per page of the site.

Anyone in the web team who sees documents like the example below can clearly understand what is happening.

content-supply

One doc per site page makes everything easy and clear

Real-Time Editing and Feedback

Google Documents allows for real-time editing and feedback, significantly speeding up content creation. Stakeholders can see changes as they happen and provide immediate feedback.

  • Instant Updates: Changes made by one team member are immediately visible to others, ensuring everyone is always working with the latest information.
  • Comments and Suggestions: Google Documents’ commenting feature allows team members to leave feedback directly on the document. Suggestions can be accepted or rejected, streamlining the editing process.
  • SEO notes: You can add notes about on-page SEO to the documents, which means that these comments follow the doc and aren’t siloed elsewhere

Version Control and History

Another critical feature of Google Documents is its robust version control and history tracking.

This functionality ensures that no changes are ever lost and that it is easy to revert to previous versions if necessary.

  • Revision History: Google Documents keeps a detailed history of all changes made to the document. This allows users to track edits, see who made specific changes, and restore previous versions if needed.
  • Accountability: Keeping a record of changes makes it easier to hold team members accountable and ensure that the content meets quality standards.

Accessibility and Sharing

Google Documents is accessible from any device with an internet connection, making it an ideal tool for remote and distributed teams.

The platform’s sharing capabilities also make controlling who can view and edit the document easy.

  • Cross-Device Access: Team members can access Google Documents from their computers, tablets, or smartphones, ensuring that they can contribute to the project no matter where they are.
  • Easy Sharing: Google Documents allows for easy sharing via email or link. Users can set permissions to control who can view, comment, or edit the document.

Integration with Other Tools

Google Documents seamlessly integrates with other tools and platforms, enhancing its functionality and making it a versatile solution for content collaboration.

  • Google Drive Integration: All Google Documents are automatically saved to Google Drive, ensuring they are securely stored and easily accessible.
  • Third-Party Integrations: Google Documents can integrate with various third-party tools, including project management software, content management systems (CMS), and productivity apps. This integration enhances workflow and ensures the content creation process is as efficient as possible.

Security and Permissions

Security is a top priority when it comes to managing website content. Google Documents offers robust security features to protect your data and control access.

  • Permission Settings: Google Documents allows you to set permissions for each document, controlling who can view, comment, or edit. This ensures that sensitive information is only accessible to authorised personnel.
  • Secure Storage: Documents are stored securely in Google Drive, with encryption to protect against unauthorised access.
  • Two-Factor Authentication: Google offers two-factor authentication for an added layer of security, ensuring that only authorised users can access the documents.

To finish…

Using Google Documents for website content collaboration offers numerous benefits, from centralised collaboration and real-time editing to robust version control and security features. By leveraging these advantages, teams can work more efficiently and effectively, ensuring the content creation process is smooth and successful.

In summary, here are the key benefits of using Google Documents for content collaboration:

  • Centralised Collaboration: A single source of truth for all content.
  • Real-Time Editing and Feedback: Instant updates and streamlined feedback.
  • Version Control and History: Robust tracking of changes and accountability.
  • Accessibility and Sharing: Cross-device access and easy sharing.
  • Integration with Other Tools: Seamless integration with Google Drive and third-party tools.
  • Security and Permissions: Strong security features and permission settings.

Adopting Google Documents for your website content ensures a more organised, efficient, and secure content creation process.

This approach saves time and enhances the quality of the content, ultimately contributing to the success of your website and your business.

We hope this blog post has provided a comprehensive understanding of why we recommend using Google Documents for content collaboration.

If you have any questions or need further assistance, please do not hesitate to contact us.

David Foreman

David Foreman

Dave is the MD at Toast and has been working on branding, creative and web development projects for over 25 years. He's a founding member of Toast and enjoys a good rant.

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