Description

The Content Stewards Terms of Reference is a foundational document for any organization that wants to maintain a high-quality intranet. Its purpose is to define and describe the roles and expectations of the Content Stewards throughout your organization. The audience includes the Management Team, Content Stewards themselves, the Project Manager, and all users, ensuring that everyone understands the importance of this group’s work.

An intranet is only as good as its content, and without clear ownership, it can quickly become outdated and unreliable. This Content Stewards Terms of Reference brings clarity and accountability to content management. It transforms a scattered, informal process into a structured, defined role with clear responsibilities. By formalizing the expectations for content stewards, you empower these individuals to take ownership of their content areas, ensuring that information is accurate, up-to-date, and relevant to the users who need it.

Why You Need a Formal Content Stewards Terms of Reference

A formalized Content Stewards Terms of Reference is a critical component of a sustainable intranet. It helps to prevent the common problem of content neglect, where no one is explicitly responsible for managing specific sections of the intranet. This document provides a clear mandate, outlining the authority and responsibilities of the content stewards. This clarity is essential for gaining buy-in from management and for ensuring that the stewards have the support they need to be effective.

Moreover, this document helps to align the content stewards with the broader goals of the intranet. It ensures that they understand not only what their role is, but why it is so important to the organization. This strategic alignment is a key driver for a vibrant and useful intranet. It creates a network of dedicated individuals who are committed to maintaining the quality of the digital workplace. For more on the importance of governance in a digital environment, you can review this article on information governance from the Association for Intelligent Information Management (AIIM).

Key Sections of a Strong Content Stewards Terms of Reference

A well-structured Content Stewards Terms of Reference should be more than just a list of duties. It should serve as a guide that empowers and motivates the stewards.

Purpose and Mandate: This section clearly defines the “why” behind the Content Stewards role. It explains why the organization needs this group and what their ultimate goal is.
Roles and Responsibilities: This is the core of the document. It provides a detailed breakdown of the stewards’ duties, which can include content creation, review, and archiving. It also clarifies their relationship with IT and other departments.
Membership and Authority: This section defines who can be a content steward and outlines their level of authority. It provides clarity on their decision-making power and helps them understand their place in the organizational hierarchy.
Meeting Structure and Cadence: It outlines the expectations for regular meetings, ensuring that the group has a consistent forum to discuss issues, share best practices, and collaborate on new initiatives.
Performance and Metrics: This is a crucial section that outlines how the success of the content stewards will be measured. This can include metrics related to content currency, user engagement, or compliance.

This comprehensive Content Stewards Terms of Reference is a foundational document that transforms a good idea into a well-managed and effective process. It is a critical tool for building a sustainable intranet that provides lasting value to your organization. It works in perfect tandem with other key documents, such as the Content Stewards Meeting Agenda, which provides the structure for the group’s ongoing discussions and action planning.

FAQs

What is the purpose of the Content Stewards Terms of Reference? The purpose of this document is to define and describe the roles and expectations of the Content Stewards throughout your organization. It brings clarity and accountability to content management, transforming it from a scattered, informal process into a structured, defined role with clear responsibilities.

Why is a formal document for content stewards so important? A formal document is a critical component of a sustainable intranet because it prevents content neglect. It provides a clear mandate, outlining the authority and responsibilities of the content stewards, and helps to align them with the broader goals of the intranet, ensuring the site remains vibrant and useful.

What key sections are included in this document? A well-structured document includes several key sections. It defines the Purpose and Mandate for the role, provides a detailed breakdown of Roles and Responsibilities, and clarifies Membership and Authority. It also outlines the Meeting Structure and Cadence and defines the Performance and Metrics for success.