It’s easy to think in extremes with websites. Your website might be looking a little tired, and you might think, “Time for an overhaul!” Often all you need is a little freshening up, and you’ll notice a big payoff. As long as you’re reasonably happy with your content and you don’t have any technical problems, you can execute a few tweaks that are far cheaper than an overhaul, and that pay off big time.

Contra Costa Midrasha just went through what I’d classify as a “refresh” rather than a “relaunch.” CCM is a program for Jewish high school kids in Walnut Creek, Calif., and every year they start a big registration push to recruit more students.They were already planning a “Put Yourself in the Picture” direct mail campaign and had designed a postcard.

It seemed like the perfect time to breathe new life into the website while using it as the hub for registrations, donations and news about events. After a few discussions with Devra Aarons, the program’s executive director, we came up with a plan of attack that would be budget-friendly but still achieve her goals of getting new recruits and collecting information. We decided to also align the site with the “Put Yourself in the Picture” campaign.

Here’s the plan:

• Design a new header to match the campaign.
• Add punchy noticeable buttons to encourage donations and registrations.
• Create motion and interest through an interactive slide show.
• Use an expanded online registration tool.
• Promote their new social media campaign.
• Use analytics accounts to track usage.

New header

The old website header was designed to match a brochure. It was eye-catching, but this was probably the most impactful way to update the look of the site. We used an existing postcard for the upcoming campaign and extended the movie metaphor with CCM’s color palette and some layered textures. Here’s the old banner:

And the new banner:

Donate and Register buttons

For a long time, Devra knew she wanted to add call-to-action buttons to encourage donations and registrations. There was a blank area above the banner that was the perfect spot. We created a couple buttons that matched the new header and that stood out.

Slideshow

The biggest wow factor on the page comes from the slideshow. It cycles through a series of pictures with text, and each image links to a corresponding page. Since Devra wanted to ramp up registrations, we made them all lead – for now – to the registration page.

Registration tool

Devra decided to largely scrap the paper registration and put it all online. The form was long, to be sure, but we streamlined as much as possible and used fieldsets to group like information with like. We also used collapsible fields, which open with a click and reveal more information. This is helpful for information that might not be relevant for everyone. The end result for the user is a friendly flow of information that’s a little easier on the eyes.

The payoff here was clear and nearly immediate. Registrations started coming in right away, and the feedback was good: “I got a lovely e-mail from a parent saying how user friendly our registration form was!” Devra said.

Promote social media

CCM just started using Twitter, so we added this and a link to their Facebook Group to the homepage, where it’s easy to click through.

Analytics

Finally, Devra set up accounts on Google Analytics and Clicky, both helpful tools to show the who, what, where and when of people visiting the site. After making these kinds of changes, tracking usage becomes a helpful benchmarking tool to know what decisions are resonating and identifying possible issues. The data that comes in over the following weeks and months will help plan for the future, as needs and responses change through the course of the program.

Here’s the whole site, but make sure you visit so you can see it all in action.

1. They’re not all using their desktop computers.

Seen all those people trying to meld with their Blackberries? They may be looking at your site on that thing, so make sure it looks good.

2. They have the patience of a puppy chugging espresso.

Get to the point. Fast.

3. They like pretty things, but value efficient navigation more.

Designers do funny things when they get hold of sites. They make them look beautiful, but don’t always think about what they’re supposed to do.

4. They don’t always like slide shows.

Slide shows often go nowhere. Sometimes they want to get directly to the meat.

5. They love trusted recommendations.

Think of what partners and relationships you can recommend that actually do your users a service. It’s karmic – it’ll come around to you.

6. Pop-ups.

They make them go away and hate you a little bit.

7. They adore before and after stories.

This should set off little bells amongst fundraisers.

8. Forcing behavior.

Listen, people will sign up/donate/attend if they want to. Don’t slap them around with a request.

9. iPads, iPods and anything that handles apps.

Do you have an inner app? Think what apps provide, and see what something similar might do for your website.

10. Egotism.

Talk about your capabilities and successes, but don’t go on and on about why you’re the best. Total turn off.

We talk a lot about discovering who your audience is and talking directly to them through your website. If you’ve been a faithful reader, you know by now that it’s an exercise in self-aggrandizing to focus the website on the big wigs at your organization. However, you should also be looking at less visible audiences.

Let’s say you’re a social services agency, and you say, “Our audience members are the people who come in for treatment or services.” Good start, and your website should make it clear to those people how to do things like book appointments and give feedback on services they’ve received. But you have more work to do.

If you’re that social services agency, think about what you can add to your website to address these additional audiences:

Local and regional governments.

You’ll want to swap information with them and also receive client referrals. Make it easy by providing clear channels and maybe even building networks on the website to facilitate the flow of data.

The locals.

Social care businesses occupy an important segment of the community, so remember to engage the people around you who may one day depend upon you. They are one of your strongest sources of new clients, so think about how you can make it easy to include them.

Partner organizations.

The other social care, transport, hospitals, education, law enforcement, housing services, leisure services and benefit entitlement services all depend on you for information and vice versa. Create a strong connection to them through technology, and you’ll serve yourself better, as well as your clients.

Your staff.

I’m not talking about putting biographical information on the staff pages. I’m talking about how your website should support your field staff in their daily activities.

The key is to think about your website not as just a way to push information to your primary audience, but to also think about it as a connecter throughout your community. This is the kind of thinking that will help you and your website reach out to new people and make them better cared for while making your website a worthwhile investment.

[This little gem is the e-mail newsletter our subscribers just received. Want a slice for yourself? Sign up now.]

The more you know about the people who visit your website, the better. Creating a profile of the people who visit your organization site can help you make better decisions about what you can do for them.

Your website should be the central repository for this research. Here are a few tools you can add to your existing website to compile info on your users.

Feedback forms.

A simple feedback form can gather so much. Tuck these around your website soliciting comments, and you’ll start learning more about who your people are.

Surveys.

If you want serious feedback, host a survey. If you build this into your website, you can keep names, contact information and responses local to your website rather than a third-party service. You can also set it up so you receive e-mail alerts every time someone submits a response.

E-newsletters.

E-newsletters are good sources of information as well as good ways to deliver targeted information to your subscribers. Make sure you have a sign-up form on your website as well as archives.

Call (888) 810-9109 or e-mail if you want demos or pricing.

August Birthday Goodie: Free Webinar

We’re halfway through our 10th year and still celebrating. For August, we asked you what you wanted for a freebie, and you spoke. You want a crash course on how to write for the web. We’re taking registrations through August, so sign up now for this handy session on how to fine-tune your writing to appeal to online readers.

Keep, Cut or Kill: Writing for the Web is Sept. 2, 2010 at 2 p.m. Eastern.

>> Register now!

It’s true that your website should be a reflection of your organization’s goals and audience, but there are a few proven tools that we suggest again and again because they simply work. They make a more interactive website. They drive more support. They deliver information most efficiently.

I happen to be right, but you don’t have to take my word for it. I ran a check against some of best top non-profit websites out there – the ones that were official nominees for the 14th annual Webby awards – to see what tools they had on their homepages.

Here are the top eight and why they work so well. Keep reading and you’ll see the breakdown for Teenage Cancer Trust, ASPCA, One, SocialVibe and The Nature Conservancy.

Search

There’s only so much information you can cram onto your homepage. Search provides a way for website users to tap into your reservoir of information.

Donate button

You’ve got to earn money, and people want to give it. Don’t stand in their way.

Newsletter

Establish a regular newsletter and then encourage people to sign up. This way you can remind them that you exist and that what you do matters.

Slide show

Slide shows are an efficient way to display evocative, image-based content in a confined space.

Blog

Blogs not only keep your constituency informed of what you’re doing, but they also help fill your website with content. That gives search engines more to latch onto, and therefore drive more people to your website.

Social media plug-in

Whether you have an initiative on Facebook or Twitter or some other social networking platform, bring it into your website. It serves as a cross-promotional element and gives people other ways to interact with you.

Featured stories

Websites can go stale quickly, but a list of featured stories or news items can keep it fresh.

Here are the tools those top five non-profits are using on their websites. Look familiar?

Teenage Cancer Trust

• Search
• Donate button
• Slide show
• Latest news
• Newsletter
• Directory/support network

ASPCA

• Search
• Join now button
• Donate button
• Newsletter
• Highlighted stories
• Online shop
• Social media accounts

One

• Join now button
• Search
• Slide show
• Newsletter
• Blog
• Social media accounts

SocialVibe

• Slide show
• Newsletter
• Facebook link
• Twitter feed
• Blog

The Nature Conservancy

• Search
• Newsletter
• Slide show
• Interactive map
• Social share
• Social media accounts

Simply launching a website is a success in itself, but how do you know if it’s hitting the mark with your audience? It’s a crucial question to ask so you know that the time, effort and money you put into your investment is paying off.

The key is to set goals before you even begin on your website project, and then break those goals into measures of success. For instance, your goal may be to transmit your message to more teens. Ways you can measure the success of that goal might be:

• More registrations from people aged 13-18
• More website referrals from teen-centric partners or resources
• More repeat visits from people in the 13-18 age range.

It’s a good idea to quantify each of those bullets to match your audience share.

Just as each of your goals will be unique to you and your organization, so will the measurements of success. Generally speaking, though, here are some other ways you can tell if your website is doing what it should:

Increased traffic.

Sign up with an analytics account (I like Clicky and Google Analytics) and see if your traffic goes up.

Repeat visits.

Increased traffic isn’t the same as repeat traffic. You want people to find your site and keep coming back.

Increased sales or donation ratio.

Start counting how many visitors you need to make one sale or donation. If 1 in 100 visitors makes a purchase, your sales ratio is 1 percent. If you’re successful, this so-called conversion rate will increase.

1. Let everyone on your staff and board give feedback on your design, and apply everyone’s preferences.
2. Put someone in charge who doesn’t care about the website.
3. Replace pages or menu items with PDFs.
4. Make your mission statement about six paragraphs long and put it front and center of the homepage.
5. Hide the donation forms. It also helps to make it really hard to use.
6. Don’t apply any kind of strategy to the site. Just throw it up and assume you’ll get support.
7. Make sure you don’t look “too polished,” because no one will give you money unless the site looks like it was built on a shoestring.
8. Assume no one looks at your site.
9. Put up a bunch of unrelated pages with an unclear and incoherent message.
10. Design for your board members (or yourself) rather than your audience.
11. Leave development to a volunteer.
12. Leave design to a volunteer.
13. Play hot potato with updating website pages. The biggest sucker is in charge of keeping it current.
14. Forget about your other communications efforts. Never cross reference them. Never meet with the people in charge of putting them together.
15. Make your decision on a web developer based on cost alone, assuming you don’t always get what you pay for.

Monique Cuvelier spends her days at Talance sorting through the muck and creating fabulous non-profit websites. Contact her for advice on how.

Zen Garden by euart, on Flickr

It’s 9 a.m., Monday morning. The phone is already ringing as you download the dozen or more e-mail messages that came in over the weekend. Someone pops their head into your office and tells you that the main printer has gone down and no one is there to fix it. Can you? This is especially troubling, especially because a major grant report is due by noon.

A typical day for countless strapped non-profit managers who are forced to do too much with too little. It’s how most of our clients are, so I understand how challenging it can be to take on a new web development project. We guide our clients through the process, but it still takes collaboration and planning from everyone. It’s easy to feel overwhelmed.

The trick with any big project, is to divide the greater goal (building a website) into more manageable bits. I once read that the great cellist Yoyo Ma’s father told him to “couper la difficulté en quatre” (divide the difficult part into four pieces) when working on a difficult piece of music. That simple formula helps with almost anything that makes your heart palpitate.

Web projects naturally break into smaller phases, so it’s relatively easy to focus on what’s important right now versus what needs to happen by launch. Forget about launch. At the beginning, think about general goals, then fill in the gaps.

To take Mr. Ma’s advice literally, here’s how you can think of a web development project in four easy-to-manage phases:

1. Research
2. Design
3. Development
4. Maintenance

When you’re in the Research phase, the other three phases shouldn’t even be registering yet. Instead, break Research into four smaller tasks that you can focus on sequentially, such as:

1. Deciding who your ideal website audience is
2. Asking representatives from that audience for their website wish-list ideas
3. Asking your staff what their wish list is
4. Deciding who will be part of your website team (internally and externally)

If any of those seem like too much work, divide them into four tasks. Keep going granular until you feel like you can check off each item amongst the rest of the responsibilities you have each day. Websites are vitally important, but so is running your organization.

Focus on only what you need to when you need to, and you’ll see that you can accomplish more than seemed possible in the beginning.

If you don’t know who’s visiting your website, you can’t accurately guide them to the information they’re most likely looking for. That’s why before you begin planning a new website project, you should do a little demographics research. Your research into who’s using your site – the people who make up the segments of your audience – will prove invaluable when you begin working on a web building (or rebuilding) project.

The best way to do this is to take it to a literal extreme by creating a user profile, sometimes called a persona. We use these in web development to help us imagine the many ways visitors will use a website and to know how different visitors’ needs differ. Think of it as a character profile for a book. You should know things about the person’s age, gender, financial background, job description, computer set-up, nationality, etc.

It even helps sometimes to associate that persona with a picture and a name. That might help solidify the fact that real people go to your website, not just traffic numbers.

Here’s a sample questionnaire you can use to begin thinking about the people who visit your website. Copy and paste is into a document and fill in the blanks. Flesh it out if you think you can come up with additional important characteristics.

Website User Profile

Age:

Address:

Marital status:

Nationality:

Other important demographic characteristics:

Job description and responsibilities:

How often will this person use the website:

Computer and software capabilities:

Technology experience:

Physical limitations:

Education:

Reading level:

Tasks they will perform on the website (be specific and list in order of importance):

One of the first questions we ask during the kickoff of a new project is, “Who’s taking ownership of this project?” It’s incredible how many times that answer is, “Nobody.”

Unless you plan to let your website turn into a ghost town, put somebody in charge. Appointing no one as the website manager will have one of two outcomes: no one will do anything and your site will rot, or someone will do everything, but you’ll never respect or realize the amount of work they do.

Being a website manager is a big job. Bigger than you may realize. This is often the go-to person for all questions and updates for the website. If anyone wants something done, it falls to them. And the job doesn’t end. When the web development project is over, you take over updates and maintenance.

OK, now I’ve convinced you that you need to appoint someone as the website manager, and that their job is an important one. But who to appoint? Look for someone who …

Knows a little (not not necessarily a lot) about how web pages are built

Contrary to popular belief, whoever manages your website does no need to be a techno-wiz. If you need any heavy lifting done, it’s usually easier and cheaper to ask your web development company to help out. Of course, providing you have a good relationship with them. The majority of updates to your site will be tweaks here and there, which are mostly text changes. It is helpful if your web manager knows what a P-tag is and has monkeyed around with a content management system or two.

Is wildly organized

To work well with a computer, it helps to think a little like a computer. I’m still talking carbon-based life form, but that life form should be very organized. This person should be keep schedules and be good at documenting methods for updates and changes. They should have systems for organizing copy and pictures. They should remember passwords. They should be good at follow-through.

Is a good promoter

Your manager extraordinaire should also be savvy about promotion. Even if you have a marketing person on staff, your manager should know something about how to submit your website to search engines or repost blog entries. It’s helpful if they’re familiar with Facebook or Twitter, because they can help broadcast your message to a wider public. They can also be looking at new ways to promote your mission beyond what you might think up.

A good web manager can pay for themselves several times over. You’ll be glad you started taking this position seriously.