Remote Web Team Leadership

Successfully managing complex web projects and cross-functional teams in a 100% remote environment.

Client
Champlain College

Year
2022-Present

Role
Web Manager

Project Overview

As Web Manager at Champlain College, I manage all aspects of the institutional website in a 100% remote environment. My role encompasses both large-scale projects like the comprehensive website redesign and day-to-day operations including content updates, technical maintenance, analytics monitoring, and continuous improvements.

This case study examines how I’ve successfully managed both strategic initiatives and daily website operations remotely, while collaborating effectively with web development teams, content contributors, and stakeholders across the institution.

The Challenge

Managing all aspects of an institutional website remotely presents several unique challenges:

Multi-party coordination without physical presence: Aligning internal teams, external consultants, and agency partners on project goals and implementation details
Communication complexity: Ensuring clear, effective communication across multiple organizations and stakeholders
Project visibility: Maintaining transparency and accountability across distributed teams and external partners
Stakeholder alignment: Coordinating cross-departmental collaboration when teams are distributed geographically
Technical coordination: Providing clear specifications and requirements to development teams and consultants without face-to-face technical discussions
Campus contributor management: Supporting and training content contributors across the college in a remote environment
Continuity of operations: Keeping projects moving forward efficiently despite the potential isolation of remote work

These challenges encompass both major projects like the large-scale redesign of Champlain College’s institutional website (involving 2,500+ pages and cross-departmental coordination) and the day-to-day management of content updates, technical maintenance, and continuous improvements.

My Approach

Effective Remote Communication

I established consistent communication practices specifically for remote work:

Regular virtual meetings with web development teams and stakeholders
Google Chat for quick questions and real-time collaboration
Clear expectations about response times and availability
Structured meeting agendas with action items and follow-ups

Organized Project Management

I use transparent project management processes using specialized tools:

Workfront (2022-2025) and Lytho (2025-present) for comprehensive project management
Ticketing system for campus contributors to submit and track requests
Clear approval processes and decision-making protocols
Detailed project plans with clear milestones and deliverables
Comprehensive technical specifications for developers

Data-Driven Decision Making

I leverage analytics to guide both strategic and day-to-day decisions:

Regular monitoring of website analytics to identify trends and issues
Using data to prioritize website improvements and maintenance
Analytics-based reporting to stakeholders on website performance
Measurement of the impact of website changes and updates

Strategic Source File Organization

I use centralized knowledge repositories for efficient file management and collaboration:

Well-organized structure for all website source files
Clear naming conventions and version control
Accessible shared repositories for collaboration
Documentation of file organization for all team members

Strategic Website Initiatives

While working 100% remotely, I managed major strategic projects including the comprehensive redesign of Champlain College’s website, while also maintaining the original site until launch.

Coordinated the migration and restructuring of over 2,500 pages
Collaborated with web development teams on technical implementation
Worked with cross-functional teams across marketing, enrollment, IT, and academic departments
Managed analytics to measure impact and guide optimizations
Served as primary point of contact for all stakeholders throughout the process

Day-to-Day Website Management

Remotely managed the ongoing operations and maintenance of the institutional website, ensuring continuous functionality and improvement.

Maintain website functionality, ADA compliance, QA, site speed, and SEO ranking
Manage the ticketing system for campus contributor requests
Make daily decisions on content updates and technical changes
Collaborate with web development teams on technical issues
Monitor analytics to identify and address performance issues
Implement ongoing improvements based on user data and stakeholder feedback

Remote Collaboration Tools & Techniques

Virtual Meetings

Regular video conferences for team collaboration and stakeholder updates

Google Chat

Quick communication and real-time collaboration with team members

Organized Source Files

Structured organization of all website assets and documentation for efficient collaboration

Workfront/Lytho

Project management platforms for tracking tasks and workflows

Ticketing System

Request management for campus contributors

Analytics Tools

Data-driven monitoring of website performance and user behavior

Key Takeaways

Successfully managing all aspects of an institutional website in a fully remote environment requires a specific approach and skillset. Through my experience at Champlain College, I’ve identified several critical success factors:

Clear specifications are essential: When collaborating with remote development teams and consultants, providing detailed, unambiguous specifications ensures successful implementation.
Purpose-built tools enhance productivity: Leveraging specialized tools like Workfront, Lytho, and ticketing systems creates clear workflows for both major projects and day-to-day requests.
Regular communication prevents misalignment: Regular virtual meetings and Google Chat create alignment and prevent issues from escalating.
Organized file management facilitates collaboration: A systematic approach to organizing source files and documentation makes remote collaboration more efficient and reduces risk.
Process clarity ensures role understanding: Whether creating new processes or following existing ones, clear processes help everyone understand their roles and expectations.
Consultant relationship management is critical: Establishing clear expectations, communication protocols, and feedback mechanisms with external consultants ensures productive remote collaboration.
Balance between strategic initiatives and daily operations: Successfully managing both large-scale projects and day-to-day maintenance requires careful prioritization and time management.
Proactive relationship building bridges the distance gap: Intentionally nurturing relationships with stakeholders and collaborators helps overcome the challenges of remote work.

Through this comprehensive remote management approach, I’ve successfully overseen all aspects of Champlain College’s website, from the large-scale redesign that delivered a 59.8% increase in user engagement to the day-to-day operations that ensure consistent functionality and continuous improvement.