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Create a simple maintenance plan for screen content
This guide brings fact-checking, editing, screen checks and removal into a manageable process. A shared list is enough to get started.
1. List the content in use
Record what is displayed: permanent notices, current offers, events, videos and links. Note the project, source of the information and purpose for each item. Start with a simple shared list rather than a complex system nobody maintains.
2. Assign fact-checking and editing
The person with reliable information confirms the price, date or opening time. The person responsible for the project makes the edit. In a small business, one person may do both. Agree when an extra confirmation is needed, such as for an event date that is not yet settled. This is a team process, not an assumed software feature.
3. Record expiry and the next review
Give temporary offers a clear end date. Check whether the project settings actually enforce it; otherwise arrange manual removal. Set an appropriate review date for permanent notices and check them whenever details change. Daily availability may need to be confirmed again before service.
Example: a maintenance plan for a fictional small business
| Content | Responsibility and check | Expiry or next review |
|---|---|---|
| Opening hours | Reception confirms; project owner edits | Whenever details change and at the agreed review date |
| Current offer | Relevant team confirms price and availability | Remove at expiry; review availability regularly |
| Event | Organiser confirms date and registration | Revise after the deadline; remove after the event |
| Contact and QR destination | Project owner checks the destination | After website changes and at the agreed review date |
4. Prepare practical cover
The person providing cover needs the list, the designated access route and a short explanation. Do not put passwords in the maintenance list. Use your organisation’s access arrangements and check the permissions needed, without assuming a particular role-management feature. Ask the covering colleague to make a change in a test project and explain what will appear next.
5. Check edits and the actual display
Review text, prices, dates, link destinations and affected language versions. Then check the screen in its intended location at the relevant time. Record who checked it and when. After expiry, confirm that old content has disappeared. Explicitly reassign responsibility when staff change.