Chapter 4. Roles and Responsibilities

Distributing the Work of Maintaining Your Organization's Website

Some organization's are small and new enough that their websites can be managed by a single person, but this is rare. For most organizations, it makes sense to distribute the responsibility of maintaining website information among a pool of administrators, moderators, Group Chairs and other people . This document describes some of the ways Kavi products have anticipated the need to share responsibility for managing an organization's information.

All Kavi products make a distinction between the general public, organization members, and staff or administrators. Some products are designed especially to support extensive divisions of responsibility. The duties described below are only those most common to all Kavi products and organizations, not all that may be possible or all that may be in use in your organization.

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Common Divisions of Responsibility

Review the list below to learn more about the different ways people are expected to contribute to the organization. If you find yourself in one of these positions, you will learn something about what you are expected to do. Each of the roles below may be held by different people. It's also possible for just a few people to fill all these functions for the organization, especially if the organization is small or very new.

Account Holder Responsibilities

An account holder has access to Member Area tools, can subscribe to mailing lists, and update personal information. In most cases this user can view and belong to groups. An account holder who is a full-fledged member of the organization generally has a higher level of privileges and responsibilties than a nonmember account holder.

  • Keep personal contact information up-to-date

Company Administrator Responsibilities

Company administrators (e.g. Primary Contact, Company Admin, etc.) are in charge of keeping their company's information up-to-date and monitoring the participation of other users who represent their company to the organization.

  • Keep company contact information up-to-date

  • Verify that the list of company representatives for their company is kept current, alerting administrators to anyone who is no longer with the company

  • Facilitate payment of their company's bills

  • Update their company's profile and product information showcased on the website

  • Approve participation of company representatives in working groups

Organization Editor Responsibilities

Organization editors update content on the website and distribute editing privileges amongst other site editors.

  • Editing website content

  • Adding new pages, files, and images to the website

  • Assigning editors to edit particular sections of the website, such as specific editors for the press or events areas

Group Chair Responsibilities

The responsibilities of a group chair vary for each organization, but typically include duties that facilitate the efforts of the group.

  • Posting notes to group members and keeping the group's description and charter updated

  • Keeping the group roster up-to-date, moderating applications to join the group and updating members' group role

  • Publishing and sharing finished work to the rest of the organization or the public

  • Moderating email sent to the group from non-participants

Organization Admin Responsibilities

Administrators have access to the website databases and are responsible for managing the day-to-day operations of the organization. Organization Admin is a full-time responsibility. This list highlights just a few of the Organization Admin's many responsibilities.

  • Managing organization members

  • Adding and modifying groups as needed

  • Responding to user inquiries about the organization and supporting users' work on the website

  • Providing reports to the board about membership data, website activity and work in progress

  • Ensuring that materials published on the website and email sent out to members meets the organization's standards

Moderator Responsibilities

Moderators check information flowing through the website for quality and appropriateness. Several organization processes include a step during which a human moderator must review and approve content before it is distributed, including membership signup, group participation, and email discussions. An organization may have many different moderators, each responsibly for monitoring a specific set of information. Some of these positions may be fulfilled by Organization Admins, while others are fulfilled by members who volunteer or are appointed to these positions.

  • Moderating email sent to a protected mailing list

  • Approving new and updated profiles and catalog items

  • Approving new organization membership applications

  • Moderating applications to join exclusive working groups or committees

Super Admin Responsibilities

Super Admins configure the software on the website according to the organizations requirements. This is a part-time task that requires enormous expertise, so one or more of the organization's administrators usually doubles as a Super Admin. Kavi technical consultants also hold Super Admin privileges, and can assist with setup and ongoing configuration tasks.

  • Setting up an organization's membership structure and signup process

  • Scheduling automated email notifications

  • Setting the payment methods and credit cards accepted for bill payment

  • Creating new registrations

  • Crafting the category structure for profiles and catalog items

Kavi Technical Consultants

Kavi technical consultants are experts at configuring and using the software to accomplish a tasks.

  • Consulting on the development of requirements for new websites

  • Guiding the organization's Super Admins through website setup and configuration

  • Helping your organization effectively and efficiently integrate procedural changes into the software

Kavi Technical Support

Kavi technical support installs and maintains Kavi products on your website, updating the software as new features become available.

  • Responding to questions and problems encountered by your organization's administrators

  • Maintaining your website's technical integrity and keeping all software up-to-date

  • Monitoring and reporting on system performance

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