Building out a new website for your school can be a challenge in itself, but when you factor in staff turnover, the complexity (and frustration) multiplies.

With some larger projects spanning many months to the better part of a year, the loss of key personnel at important stages in the school website redesign process can cause delays, increase costs, and even risk a delayed launch.

Throw in the natural times of the year for retirement and high turnover (think summer) and big projects become a low priority...Consider this:

• Over half of all school principals leave their jobs within three years.
• The average superintendent lasts for a little longer than six years in their role, while a female superintendent leaves her position 15 months earlier than the average male district leader.
• If current trends continue, one in five new heads who begin their headship in 2021-2022 will leave after three years or less.

It seems that no matter what your role is, you’ll be faced with an administrator, colleague, or project teammate leaving. The impact of staff turnover on major projects can be significant, with challenges that can include:

• Knowledge loss
• Extended timelines
• Unexpected costs
• Disrupted momentum and lowered enthusiasm
• Changing dynamics and power shifts

So how do busy school teams juggle these hefty responsibilities, especially when faced with a sudden transition? The good news is that your school can prepare and minimize disruptions to your school’s important projects — even amidst change.

Succession Planning

Ideally, there will be time to coordinate a smooth and successful handoff of the project, complete with a transition plan in place. In other cases, a succession plan at your school might involve identifying key members with the skills to step into a more senior project management role. Provide these folks with additional training and development opportunities to help bring them up to speed, if needed.

Document the Roles and Make Sure the Project Information is Accessible

When a colleague walks out the door, their responsibilities shouldn’t leave with them. Before a staff member exits the project, ensure they transfer all relevant information to their replacement or the remaining team members. This includes:

• Design specifications
• Logins to website platforms
• Key contacts with vendors, and any other pertinent data
• Project plans
• Timelines, milestones
• Relevant training documents

Using a shared Google Drive or a project management tool can be immensely helpful. This way, if someone leaves the team, the remaining members can access the information they need to keep the project moving forward. Just be sure everyone has the correct permission settings!

No need to worry, though — the best school website design companies have everything covered. They'll give you and your team all the resources you need, nicely packaged within a project management software for your school.

Cross-Train Staff Members

You may need to train staff members in aspects of a project, in addition to their assigned roles. For instance, if your school is implementing a new website, you might cross-train several team members on the back end, so if a key user leaves, there are others who can step in and load content and design or publish pages.

7 Steps for Managing a School Website Redesign During Staff Changes

Undertaking a website redesign is a big endeavor for any school, but when there are staff changes smack-dab in the middle of the project, it can seem even more daunting. It’s not hopeless, however. You’re never truly alone. Here's how you can handle this situation:

1. Regroup, but Maintain the Momentum

The first reaction to a key team member's departure might be "panic," but it's important to stay calm and focused. Gather the remaining team members and reassess the project plan in light of the turnover.
When implementing a complex system like a content management system (CMS), the focus should be on phases and milestones. This can help break down a potentially overwhelming project into manageable stages and tasks.

Keep the process aligned with your school's overall strategy to maintain support and buy-in with higher-ups, and if necessary, don't hesitate to engage consultants to keep the project on track during a staff change — it never hurts to have another friend in your corner.

You might need to revise timelines and budgets, redistribute tasks, or identify areas that require additional support. This regroup can also serve as a morale booster and reinforce your team's ability to succeed despite the challenges — in some cases, you might be better off…(You never needed Steve anyway. Steve…)

Keep Reading: 9 Signs You Need Help with School Marketing

2. Ensure the Clarity of Roles and Goals

Amid turnover, it's crucial that everyone on the team understands the project's goals and their role in achieving them. Reiterate the objectives of the project — with the change in team dynamics, it's crucial to reassess everyone’s responsibilities. This ensures that all tasks are accounted for and that each team member understands their work, and how it contributes to these goals. Whether is copywriting for the site, SEO research, page design, or user testing, clarifying these roles can help everyone keep their eyes on the prize.

3. Focus on Key Features and Pages

During periods of staff transition, it might be beneficial to focus on key pages to ensure the most critical aspects of the redesign are being addressed.

• Do you really need a fifth quote on that page?
• Can your off-season sports team’s page wait for now?
• Can that hero area feature an amazing photo and not a highly-produced video?

Identify which pages, content, and features of the site are actually necessary for the launch and prioritize them.

Pro Tip: Remember that a website doesn’t need to be 100% finished to launch. For a project as big as this, it’s never truly finished; rather, your website is a living system that needs continuous upkeep and attention.

4. Realign Your Remaining Resources

The next step is to realign your remaining resources. Consider the skills and workload of your current team members, and how they might be leveraged to fill gaps. For example, in a website redesign project, if the departing staff member was responsible for content creation, see if there are other team members with writing skills who could contribute.

If the departing staff member was primarily responsible for managing the website, you would need to plan for training the remaining team members or the new hire. Training ensures that there's no knowledge gap and your team can confidently manage and update the new website.

Keep Reading: A Survival Guide for Small School Communication Offices

5. Leverage Project Management Tools

Project management tools can provide invaluable support during this transition. They offer visibility into each team member's tasks, deadlines, and progress, which is especially critical. Tools like Trello, Asana, or Monday can help you keep track of the moving parts and maintain control over the project.

6. Maintain Open Communication Channels

Open and frequent communication is a “must” during periods of transition. This keeps everyone on the same page and helps manage expectations. Regularly scheduled meetings or check-ins with your team and the vendor’s implementation or deployment team can provide opportunities to raise concerns, ask questions, and stay aligned with the project's goals.

7. Engage Stakeholders

Creating a new website is a collaborative process and it’s a powerful moment when all team members feel a sense of ownership of your school’s project. When everyone feels invested, it's easier to adapt and fill gaps when staff turnover does occur. Draw on the mix of skills and perspectives available within your school, including students, parent associations, or members from different departments.

Keep Reading: Questions to Ask Stakeholders Before a Website Redesign

Engage these stakeholders to gather feedback, ensure their needs are being met, and help foster a sense of shared ownership. Their input can provide valuable insights that may benefit your school's web design process.

Asking for Help: Utilizing External Resources & Partnerships

Depending on the resources available, you may consider hiring a strategic partner to support the redesign process. A team of website and marketing professionals can bring in fresh perspectives equipped with the skills to bridge the gap left by the departing team member.

Need some help with school website management?

Virtual webmasters reduce the burden on your team by handling your website’s administrative tasks, while a school marketing pro can tackle the strategic approach your site might be missing. While it involves an initial investment, an expert can save time and resources in the long run, keeping your project on schedule.

Key Takeaway

It might feel like the world is ending, but change can also present chances for your team's growth. While staff turnover can throw a wrench in your project's plans, with some preparation, strong leadership, and the effective use of resources, it's possible to navigate these transitions successfully and keep your projects on schedule.

ABOUT THE AUTHOR

Connor has spent the last decade within the field of marketing and communications, working with independent schools and colleges throughout New England. As Finalsite’s Senior Content Marketing Manager, Connor plans and executes marketing strategies and digital content across the web. A former photojournalist, he has a passion for digital media, storytelling, coffee, and creating content that connects.