Content Management Tips for City & County Websites

Managing a city or county website is a big responsibility, especially when only one or two people are responsible for it. As a public service platform, citizens use these websites to find vital information, request services, and stay connected to their community. However, managing content updates on top of everything else can quickly become overwhelming. That’s why we’d like to provide you with a few practical tips for making your website easier to manage and more helpful for the people who use it.

City and county websites serve people from all walks of life. That’s why content should be written with everyone in mind. Use plain language that anyone can understand without needing to decipher jargon or legal terminology. If it sounds too formal or complex when you read it out loud, take the time to simplify it.

It’s also important to keep paragraphs short and use headings throughout to help break up long pages. A good heading doesn’t just make the page easier to scan; it helps people find what they need faster. You should also double-check for any spelling and grammar issues. Small mistakes like these can make a website feel untrustworthy, even if the content is otherwise helpful.

Images can make your content more engaging, but only when they add meaning. Whenever possible, use photos of real places, people, or events from your community. A picture of a new playground or library expansion says more than a generic handshake ever could.

Visuals like maps, charts, and diagrams are also helpful for breaking down complex information such as zoning changes, construction schedules, or utility updates. Just be sure to include alt text for every image so that users who rely on screen readers can still access the information.

One of the biggest challenges for local governments is keeping information fresh. Pages that list outdated office hours, expired deadlines, or old contacts can create confusion for citizens trying to get things done.

That’s why it’s important to review your most visited pages every few months. Even quick updates like correcting a date or replacing an old form can go a long way in showing your site is reliable. If time allows, refresh less-trafficked pages at least once or twice a year. Small updates like these show visitors you're paying attention.

A content calendar doesn’t need to be complicated to be useful. If your team struggles to keep up with blog posts, announcements, or social media updates, even a simple spreadsheet can be helpful.

Start by listing recurring content you know you’ll need. This can include things like seasonal reminders, annual reports, or upcoming events. Then, schedule a few posts or updates each month to stay ahead of the curve. This approach helps you plan ahead rather than scrambling at the last minute when something unexpected comes up.

Even the most important information won’t help if it’s hard to read. That’s why it’s important to use short sentences and bullet-style formatting where appropriate while avoiding lengthy paragraphs that require users to scroll.

Your headings should also be descriptive, so visitors know what each section is about without having to guess. If you can read through a page comfortably on your phone or computer without zoning out, you’re on the right track.

Accessibility shouldn’t be treated as an afterthought. It needs to be built into your content from the start. That includes writing meaningful link text instead of using vague phrases like “click here,” properly labeling all forms, and adding alt text to images. It also means using proper heading structures instead of simply bolding text. These steps not only make your site more inclusive; they help improve the experience for everyone.

Keep in mind, you don’t have to know every WCAG (Web Content Accessibility Guidelines) standard by heart, but you do need to keep users with different abilities in mind. Take a moment to consider whether someone with limited vision, hearing, or mobility issues could easily navigate your content. If the answer is no or you’re unsure, it’s worth adjusting.

When a small team is responsible for managing a government website, it’s important to keep track of updates in a clear and consistent way. A straightforward content log, like a shared spreadsheet, can help document key details like page names, updates, revisions, and links. While you don’t need to track every minor edit, logging major changes provides helpful context if responsibilities change in the future.

Content management isn’t just about staying organized; it’s about building a trusted resource for your community. When your site is clear, accurate, and easy to navigate, citizens are more likely to take action and use your services with confidence. That takes more than occasional updates; it takes a process. From keeping pages up-to-date to ensuring content is accessible and easy to read, small efforts can make a big difference.

Need extra support? At White Whale Web, we’re here to help. We partner with local governments and NGOs to create websites that work better for both citizens and the people managing them.

Managing a government website often means balancing content updates with many other responsibilities. These are some of the most common questions city and county teams ask when trying to keep their websites clear, accurate, and easier to maintain.

Important pages should be reviewed regularly to make sure office hours, contact information, forms, deadlines, and announcements stay accurate. High-traffic pages often benefit from reviews every few months, while lower-traffic pages can usually be reviewed once or twice each year.

Government websites serve people with different backgrounds and experience levels. Plain language helps residents quickly understand information without confusion or unnecessary frustration.

Short paragraphs, clear headings, readable formatting, and simple language improve readability. Breaking large topics into smaller sections also helps people find information faster.

Content calendars help teams plan ahead instead of reacting at the last minute. Even a simple spreadsheet can make announcements, events, reminders, and website updates easier to manage.

Accessibility helps make information available to more people, including users who rely on screen readers or keyboard navigation. It also creates a better experience for everyone visiting the site.

Content logs create a record of larger website changes, updates, and revisions. This helps maintain consistency over time and makes transitions easier if responsibilities change.

Pages residents rely on most should come first. Contact information, service details, office hours, forms, meeting information, announcements, and emergency updates often have the biggest impact.