Start with the visitor’s question
A page is not outdated simply because it was published years ago. A clear explanation of your organization’s mission may still serve visitors well, while a recently posted page with incorrect opening hours needs attention immediately. The useful question is: can someone rely on this page to take their next step?
Begin with a small inventory of the pages you can realistically review. A spreadsheet with the page title, address, purpose, intended audience, page owner and last review date is enough. Add notes about broken links, inaccurate details, repeated topics and unclear next steps. If you use website analytics or search queries, they can help you identify pages people still reach, but low traffic alone is not a reason to delete a page. A rarely visited accessibility or contact page may still be essential.
Update pages that still have a clear purpose
Choose an update when the page answers a distinct, continuing need and its basic structure still works. Correct facts, remove expired references, check links and make the next action obvious. Review headings as well as body text: visitors scanning for eligibility, location or contact details should be able to find them without reading every paragraph.
For example, a community group’s volunteering page may still be the right place to explain how to help, even if its schedule and sign-up process have changed. Replace the old details rather than publishing another volunteering page. Ask the person responsible for the program to confirm the practical information before it goes live. Record when the page should be checked again, especially if its details change often.
An update can also improve usefulness without making the page longer. Define unfamiliar terms, replace vague instructions with concrete steps, and ensure link text describes where it leads. If you cannot verify a claim, do not leave it in place merely because it has been on the site for years.
Combine pages that split one answer across several places
Combine content when multiple pages serve the same audience and answer substantially the same question. Overlapping pages can force visitors to compare versions and guess which one is current. Pick a single destination, then bring over the useful information from each page. Give the combined page a logical order based on what visitors need to know first, not on the order in which the old pages were published.
Suppose a small nonprofit has separate pages titled “How to Donate,” “Giving Options” and “Support Our Work,” each with slightly different instructions. A single giving page could explain the available options and direct visitors to the appropriate next step. Before retiring the other pages, check whether they contain details the main page lacks, such as instructions for giving by post.
After combining pages, update links in menus and other site content. Where your website setup allows it, redirect the retired addresses to the most relevant replacement. Avoid sending every old page to the homepage: someone following a link about giving should arrive at giving information.
Remove content that no longer helps
Removal makes sense when information is no longer accurate, has no lasting reference value and does not belong on another page. Examples might include an expired event announcement with no useful recap, a discontinued service description or an obsolete staff profile. Check whether the page is linked from elsewhere on your site before taking it down.
Consider what visitors expect from the old address. If there is a close replacement, redirect to it. If no relevant replacement exists, a clear not-found page with navigation and a way to search the site is better than an unrelated redirect. Some organizations need to retain records for internal or compliance reasons; taking a page off the public website is a separate decision from whether to keep a copy. If retention requirements may apply, confirm them with the appropriate person before deleting the underlying material.
Make review a repeatable workflow
For each page, write down one decision: update, combine, remove or keep as is. Note who will do the work and what must be checked before publication. Tackle pages with incorrect instructions or important broken links first, followed by pages that cause confusion through duplication. This keeps the review manageable for a small team.
Once changes are live, test the affected pages on a phone and with a keyboard if possible. Follow important links, check that redirects lead to relevant information and read calls to action as a visitor would. Then schedule the next review according to how often the information changes. An evergreen guide may need only an occasional check; a page describing services, prices or opening hours may need closer attention. The goal is not to keep every page looking new. It is to make sure visitors can trust what they find.
