Keep the guide owned, reviewed, and useful

This fictional model separates editorial stewardship, subject expertise, and publishing.

The internal communications owner maintains voice guidance and examples. Subject-matter owners confirm that specialized facts and processes are accurate. A site publisher checks page structure, links, and accessibility before releasing an update. One role may hold more than one responsibility in a small organization, but factual approval should still come from the relevant subject owner.

Example responsibility matrix

Role titles are illustrative; assign these responsibilities to real local roles before adopting the model.

Work Internal communications owner Subject-matter owner Site publisher
Voice principles and worked examples Drafts and maintains Checks examples in their subject area Publishes approved copy
Operational or people-related facts Edits for clarity and tone Confirms accuracy and audience impact Checks the approved version is posted
Links and page presentation Flags outdated destinations Confirms linked guidance remains relevant Tests links and accessible page structure
Periodic guide review Coordinates proposed changes Reviews changes affecting their topic Publishes the dated revision

A practical review cycle

Use the cycle when a change is proposed and at the next scheduled guide review.

  1. 1

    Collect a specific change

    Record the page, current wording, proposed edit, and reason it would help readers.

  2. 2

    Check examples and destinations

    Verify that sample facts are still clearly fictional and every link opens the intended page or approved resource.

  3. 3

    Ask the relevant owner to review

    Have the subject-matter owner verify facts and the communications owner check tone and clarity.

  4. 4

    Publish and note the revision

    Update the page and record the revision date and change summary in the organization's normal publishing record.

Continue with the relevant guide page

These working links stay within this site; add other resources only when their destination is verified.

Writing guidance

Voice principles

Apply warmth, clarity, and a visible next step.
Open voice principles
Writing guidance

Write by channel

Choose the format that fits the reader's task.
Open channel guide
Writing guidance

Adapt for your audience

Tailor context and action while preserving shared facts.
Open audience guide
Review guidance

Sensitive messages and escalation

Identify when a draft needs subject-matter review.
Open review guidance