We encourage you to speak with your HR representative, experienced colleagues, and others who can inform, support, and advise you as needed.
If you don’t already have a website, you’ll also need to submit a request for a new site in the WMS or request a consultation to build a non-WMS site.
Here are some common next steps in pursuing each of the available options:
A. Training an existing employee
First, identify the right employee. Be sure that the person you choose:
- Has a technical aptitude (or is generally a good learner)
- Has the time and the interest to take on the necessary responsibilities
- Has a role profile and job description that are compatible with the tasks they'll be assigned
Then, reach out to your HR representative to formally include web work in this person’s mandate. Creating an up-to-date job description can also be useful if your employee leaves the position.
As soon as possible, visit the Web Services site to identify and register for the necessary training sessions for the role. After they’ve completed the training sessions, you’ll need to request that they have access to your site.
You may also encourage your employee to learn more by reading the articles and resources available on the Web Services site, reviewing usability resources like the Nielsen Norman Group site, and subscribing to analytics.communications [at] mcgill.ca (Google Analytics reports) for your website.
B. Hiring a part-time employee or Work Study student
The first step in hiring a new employee will be to document their responsibilities, required skills and competencies. Your next step will be to contact your HR representative to talk about the position and your needs. For suggestions on what to look for in a new hire, see "Relevant qualifications for web editing" in the Appendix.
In the case of the Work Study program, you’ll want to inform yourself of program requirements and prepare a project application. Be sure that you start on time in order to respect the recommended submission dates and get the maximum response to your posting. You can see a sample web editing job posting in the Appendix. Feel free to adapt it to your needs. You should also consider posting your position on MyFuture, McGill's career management platform for student employment. Posting jobs here is a recruitment best practice that ensures equity for job seekers and access to a bigger candidate pool for employers.
Once your employee or student is hired, you’ll follow the instructions for “training an existing employee” above. But don't forget the normal onboarding and orientation activities! There are excellent web resources available for onboarding staff and onboarding student employees.
C. Adding web editing to the mandate of a future full-time employee
To add web work to the mandate of a future employee, document the web-related responsibilities and bring them to HR along with the role’s other requirements, if any. For suggestions on what to look for in a new hire, see "Relevant qualifications for web editing" in the appendix.
It might be useful to research how other organizations write similar job descriptions, so that you can use the right vocabulary and set accurate expectations about which skill combinations are more prevalent in the workforce. This is also something your HR representative can help with.
As soon as possible, visit the Web Services site to identify the necessary training courses and register your employee for upcoming sessions. After they’ve completed the required training courses, you’ll need to request that they have access to your site.
You may also encourage your employee to learn more by reading the articles and resources available on the Web Services site, reviewing usability resources like the Nielsen Norman Group site, and subscribing to analytics.communications [at] mcgill.ca (Google Analytics reports) for your website.
D. Hiring a freelancer
Hiring a freelancer can be challenging: you'll need to evaluate whether their prices are fair, whether their abilities are a good fit, and whether they’ll do a good job managing your project alongside other priorities. Generally, look for freelancers with good references who have satisfactorily completed at least one similar mandate.
To hire a freelancer, you'll need to follow the applicable Procurement process for your project type and expected budget. We recommend you always obtain itemized quotes from at least three qualified vendors (even if this is not required by Procurement). If one of the quotes is submitted by a friend, family member, or other acquaintance, disclose this potential conflict of interest to your supervisor as soon as possible.
Insist on detailed quotes, and don’t be afraid to make comparisons and ask questions. Drastic price differences for the same service can be an important indication of differences in service quality or experience. For example:
- A lower-than-average price may indicate:
- A high level of experience with the task
- An inaccurate estimate of the task (This may be due to inexperience, or to a desire to get the contract. Either way, it may result in lower service quality or in attempts to recoup costs later on.)
- A higher-than-average price may indicate:
- Uncertainty or inexperience with a task (the additional cost creates a margin of error to accommodate surprises)
- A more accurate estimate based on prior experience (the vendor may have done a very similar task or worked with a similar organization in the past)
- Variations in price can also indicate different levels of service for the same basic task
- e.g. "Data entry" for one freelancer might include copy editing and photo optimization, while another might simply enter content without reviewing it
If you’re hiring a freelancer, contact Digital Communications and Procurement Services to help navigate the process, identify qualified vendors, and ensure that their work complies with our branding and content standards.
Once you’ve hired your freelancer, you’ll need to request McGill credentials for them and sign them up for WMS training and other courses. After they complete the courses, you’ll need to request that they have access to your site.
E. Hiring an agency
Get in touch with Digital Communications for recommendations tailored to your project's needs.