Know Who Manages Your Digital Channels to Avoid Future Headaches
As organizations manage multiple digital channels, including social media, websites, and analytics that all require different accounts and logins, it is vital to keep track of who can access these channels and have a contingency plan when that changes.
As we help many of our clients manage their digital channels, there’s been several situations where there is an issue with the owner/administrator of the page or website. This becomes a critical issue when changes need to be made or access needs to be given to others. It becomes an anxiety-ridden race to figure out the login or who has the necessary access. The best outcome is when the account holder is identified and the permissions are changed. However, too often, it means starting from scratch with a new website, Facebook page, etc.
Why is this a problem?
Every digital platform started from a login of a single person. They created the account and have all the rights for access. If this person doesn’t create additional administrators, there is no way to manage these platforms if they are no longer with the organization. The process to reclaim the rights to these platforms is often complicated, extremely time consuming, and may not be successful in some situations.
Don’t risk losing access to your channels. Centralize the management of these accounts. This includes having multiple administrators and keeping a log of all administrators and page/account owners. If your organization needs to verify your account for some reason, this may need to come from the page/account owner only.
The same goes for platforms that are managed by third parties. Understand upfront what access your partners have and what will happen if your relationship ends. Especially in the case of website development, some agencies may own the rights to your website or be the sole administrator. This could put you in a precarious position down the road if you no longer work with that provider.
How do you prevent future issues?
- At the absolute minimum, keep a log of all your accounts and login information in a secure place.
- Keep a record of all page/account owners. Update them when needed.
- Have multiple administrators for an account. Update and remove as necessary.
- Include managing digital channel access in your employee turnover plans.
- If a third party manages any digital platform, make sure you have an exit strategy in place if that relationship ends.
Can your organization afford to lose access to your website, social media channels or analytics tracking? Does your staff have time to spend hunting down old logins or account holders? The answer is no. They say an ounce of prevention is with worth a pound of cure. Creating a digital channel management plan will save your team future headaches and keep your digital platforms running smoothly.
