As a Project Manager at a digital agency, you can bet I’m paying close attention to the AI boom. It’s reshaping the digital landscape and redefining what it means to manage projects in this industry. My inbox is filled up with webinars, newsletters, and think pieces about the latest tools, and I’m constantly evaluating how AI can help me work smarter, whether that means improving client outcomes, streamlining internal processes, or making my own day-to-day more efficient.

For me, that means looking at the routine responsibilities that quietly consume the most time such as reviewing Jira backlogs and creating tickets, monitoring budgets and tracking overages, updating GANTT timelines, and cleaning up and sending out meeting notes. These are the areas where I’m eager to see AI meaningfully lighten the load so I can spend more time focusing on strategic conversations.

And the AI potential really is exciting, even if the tools sometimes miss the mark. What’s increasingly clear is that AI is reshaping not only the role of a Project Manager but also how I approach my work day to day. My goal is to share a snapshot of my takeaways so you can learn from my early experiments as you dive deeper into the evolving world of AI and project management.

What’s Already Working for Me

Semantic Search and Generative AI

ChatGPT has become my daily sidekick. I subscribe to the Plus plan and it’s worth every penny. I use it to clean up communications and ensure my messages are clear and professional. It’s a lifesaver for writing outlines for blogs, RFPs, web copy and presentations, and for analyzing documents for consistency in voice and tone.

It’s also helped me build tools I never thought I could. Using ChatGPT, I wrote a script that scrapes the web for industry articles and automatically emails my team a weekly digest of relevant news; all custom-built, fully automated, and free to run. Not bad for a non-developer!

Meeting Recording and Transcription

Fathom AI Notetaker has been my game-changer of the year. It lets me focus on conversations instead of scrambling to take notes. After each meeting, I receive an email summary with key points, assignees, and next steps.

What used to take me an hour to clean up and send out the meeting recap now takes 15 minutes.

Plus, I can revisit recordings anytime for a refresher.

Tools That Are Almost There

Jira

At Oomph, we use Jira for task and project management. AI integrations in Jira are rolling out fast, and while some features aren’t fully baked yet, the potential is huge. For example, the “Set to Recur” automation currently only goes two weeks out (most of my recurring tickets are monthly), but I can see where this is headed.

Jira Automation is already a PM’s dream, though formatting rules still require HTML. I’d also love a more flexible timeline and built in reporting, such as deeper metrics on time analysis, recurring task insights, or reports that identify duplicate efforts and estimate accuracy trends. More intelligent AI-driven reporting is coming soon, and it promises to make project analysis even sharper. I’m looking forward to seeing how these enhancements unfold and impact my efficiency.

Zapier

Although I’m not a habitual Zapier user, I have explored it for cross tool integrations at Oomph. Zapier’s interface is intuitive and its library of integrations keeps expanding. Most of them work beautifully, except, in my case, the Bamboo-to-Slack connection. Even with documentation and ChatGPT’s help, I needed to loop in a developer. Still, when it works, it really works.

Design Tools

As a Project Manager I’m not regularly using design tools. I leave that to the experts. However, part of my role is to be a servant leader, which means ensuring that my team members are also elevating their skills and learning cutting edge AI design tools. I had the opportunity to pilot a few of these design tools with a designer colleague and it was quite eye opening. 

Tools like Lovable.ai and Adobe XD are poised to revolutionize design discovery and prototyping. Design tools can now spin up mood boards, style tiles, and even code-ready layouts in minutes. The caveat? AI outputs often look a bit homogenized and don’t always come to the best solutions for business’s and user’s design problems. That’s where agencies need to shine, adding the human creativity, nuance, and storytelling that make a brand truly stand out.

As a bonus, I now have a few design tools I can rely on whenever I need to create a quick visual for my team.

Tools That Still Have Some Catching Up to Do

Presentation Decks

I was really hopeful here. While AI can generate strong outlines and talking points, its design and layout capabilities still lag behind. So far, I’ve tried ChatGPT, Gemini, and Google Slides, all free versions, and none have hit the mark. A colleague recently recommended that I check out Gamma, which is now on my list to explore. But based on my personal experience, I’m guessing paid tools perform better. For now this is still an area where a human touch makes all the difference. Plus, actually writing the content and building the deck myself helps me internalize the material and prepares me far better for the presentation. Relying too heavily on AI risks creating distance between me and the content, and that can show in the room.

Here’s where I’m getting my AI fix:

With AI news coming at us from every direction, I keep a short list of reliable newsletters that help me stay sharp without getting overwhelmed:

The Road Ahead

I know I’ve only scratched the surface. There are countless AI tools I haven’t discovered yet, and new ones launching daily. I’m trying to pace myself, focusing on tools that fit naturally into our existing tech stack and genuinely save time. Plus, subscription fatigue is real; not every shiny new app is worth the monthly fee.

Eventually, I expect we’ll see consolidation. With so many tools flooding the market, an “AI implosion” feels inevitable, where smaller platforms merge or get absorbed by bigger players. (Case in point: Google Calendar’s new Booking Pages feature gives Calendly a run for its money.)

As AI continues to evolve, so will the role of the Project Manager. Those who embrace experimentation and balance efficiency with human insight will be the ones leading the next wave of digital transformation. Stay curious and keep experimenting.

In 2026, website accessibility has shifted from a “best practice” to a strictly codified legal requirement. New federal and state regulations have eliminated previous ambiguities, making WCAG 2.1 Level AA the mandatory technical standard for digital content.

1. The 2026 Enforcement Cliff

The U.S. Department of Justice (DOJ) finalized a rule under Title II of the ADA that sets a firm compliance deadline for many entities:

2. Why WCAG 2.1 Level AA?

Unlike older versions, WCAG 2.1 includes 17 additional criteria specifically designed for mobile accessibility and users with cognitive disabilities. Compliance is measured by the “POUR” Principles:

3. Critical 2026 Compliance Risks

4. Future-Proofing: Looking Toward WCAG 3.0

While WCAG 2.1/2.2 is the current law, WCAG 3.0 is in development (expected no earlier than 2028). It will move from a pass/fail model to a Bronze, Silver, and Gold scoring system. Achieving WCAG 2.1 Level AA now effectively places an organization at the “Bronze” level, providing a solid foundation for future shifts.

Is your website ready for the April 2026 deadline? Achieving WCAG 2.1 Level AA compliance requires more than a quick fix — it means addressing the underlying code, auditing every digital asset, and building accessibility into your process from the ground up. Whether you’re starting an audit, planning remediation, or building something new, get in touch with our team to start the conversation.

Digital marketing can feel complex at first, but the fundamentals are straightforward. At its core, digital marketing is about reaching the right audience, with the right message, through the right digital channels—and learning from the results. This guide introduces the essential building blocks every beginner should understand.

Your Website Is The Foundation

Your website sits at the center of your digital marketing efforts. It’s where campaigns point, content lives, and conversions happen. Every other channel ultimately supports what happens here.

For marketers, this means your website must do more than “look good.” It needs to be:

Practical takeaway:

If a campaign underperforms, the issue often isn’t the channel — it’s the landing experience.

Regularly audit your top pages to ensure they clearly answer:

Content Powers Digital Marketing

Content is how you attract, educate, and build trust with your audience. Blog posts, landing pages, emails, and social content all play different roles — but only when they’re intentional.

Effective content:

Consistency matters, but reuse matters more. Content should be structured so it can be adapted across channels without rewriting everything from scratch.

Practical takeaway:
Map your content to funnel stages (awareness, consideration, decision). If most of your content sits at the top of the funnel, you’re likely leaving performance on the table.

Being Discoverable Matters

Search engines and social platforms are how people find content — but discoverability isn’t about being everywhere.

SEO helps your website appear when users are actively searching for answers. Social platforms help distribute content, reinforce credibility, and support brand awareness.

The goal is relevance, not reach.

Practical takeaway:
Focus on:

If a piece of content can’t be found or understood, it can’t perform.

Email Still Delivers Results

Email remains one of the most reliable digital marketing channels — especially for nurturing and retention.

Successful email marketing isn’t about volume. It’s about:

Email works best when it supports a broader content and lifecycle strategy, not when it operates in isolation.

Practical takeaway:
Audit your email program and ask:

If you can’t answer those questions clearly, neither can your audience.

Measurement Enables Improvement

One of digital marketing’s greatest advantages is measurability.
But data alone doesn’t drive progress — understanding it does.

The most effective teams don’t chase every metric. They focus on the few that reflect real progress and use them to learn, iterate, and improve over time.

Analytics should help you answer:

Practical takeaway:
If your dashboards don’t lead to decisions, they’re not doing their job. Prioritize:

Tools Should Support Strategy

Modern marketing depends on tools — but tools should support strategy, not define it.

The right tools:

More tools don’t automatically mean better results.

Practical takeaway:
Before adding a new platform, ask:

If the answer isn’t clear, the tool probably isn’t necessary.Context

Contentful ID successfully copied to your clipboard!

Final Thoughts

Digital marketing fundamentals haven’t changed — but expectations have.

Success still comes down to:

For marketers, the goal isn’t perfection.
It’s building a strong foundation that allows your strategy to evolve as tools, platforms, and user behavior change.

Ready to build a stronger digital marketing foundation? At Oomph, we help organizations turn fundamentals into measurable results through strategic content, accessible design, and data-driven insights. Let’s talk about your digital marketing goals.

Contentful is no longer just an alternative CMS—it’s become a foundational platform for organizations navigating complexity, regulation, and rapid digital change. In 2026, the question isn’t what is Contentful? It’s why are so many organizations rebuilding their digital ecosystems around it? The answer lies in how digital experiences are built, managed, and scaled today.

Contentful Is Built for Systems, Not Pages

Traditional CMS platforms were designed around pages and templates. That model breaks down when content needs to move faster, live in more places, and remain consistent across teams and channels.

Contentful takes a different approach. It treats content as structured data, not static pages. That means teams create content once and deliver it anywhere—websites, apps, portals, email, or future channels that don’t yet exist.

In 2026, this isn’t a “nice to have.” It’s how modern digital platforms operate.

Composable Architecture Is Now the Default

Composable architecture has moved from trend to standard. Organizations want the freedom to choose best-in-class tools without being locked into monolithic platforms.

Contentful fits cleanly into this model. It integrates with design systems, analytics platforms, personalization tools, consent managers, and AI services through APIs—without forcing teams into rigid workflows.

This flexibility allows organizations to evolve their stack over time instead of rebuilding every few years.

AI Depends on Structured Content

AI-driven experiences are only as good as the content behind them. In 2026, organizations are using AI to support personalization, search, localization, content optimization, and automation.

Contentful’s structured content model makes this possible. Clean, well-defined content enables AI tools to understand, reuse, and adapt content accurately—without introducing risk or inconsistency.

For teams exploring AI responsibly, Contentful provides the infrastructure needed to scale with confidence.

Governance and Compliance Are Built In, Not Bolted On

For regulated and mission-driven organizations, governance isn’t optional. Publishing controls, audit trails, permissions, and review workflows are essential.

Contentful supports these needs at scale. Teams can define roles, control who edits or publishes content, and maintain visibility into changes across environments. This level of governance is critical in industries like healthcare, legal, finance, and the public sector.

In 2026, compliance isn’t something teams add later—it’s designed into the platform from day one.

Marketing and Development Work Better Together

One of Contentful’s biggest advantages is how it aligns marketing and engineering teams. Developers maintain design systems and integrations. Content teams manage content without breaking layouts or workflows.

This separation of concerns reduces friction, speeds up delivery, and minimizes production errors—especially as digital ecosystems grow more complex.

Ready to explore what Contentful could do for your organization? Whether you’re evaluating platforms, planning a migration, or looking to optimize your current setup, Oomph can help you build a content infrastructure designed for the long term. Let’s talk about your next move.

Why Organizations Move to Contentful Now

Organizations typically migrate to Contentful when legacy systems start holding them back. Common triggers include:

In 2026, Contentful isn’t chosen because it’s new. It’s chosen because it’s resilient.

For organizations new to the platform, getting started doesn’t have to mean a complete rebuild. Oomph’s Contentful Kickstart Package helps teams move from decision to deployment with a structured, low-risk approach—giving you the foundation to scale as your needs evolve.

The Takeaway

Contentful has evolved alongside the modern digital landscape. It’s not just a CMS—it’s a content platform designed for scale, governance, and change.

For organizations planning beyond their next website launch and toward long-term digital maturity, Contentful provides the flexibility and confidence needed to move forward.

Ready to explore what Contentful could do for your organization? Whether you’re evaluating platforms, planning a migration, or looking to optimize your current setup, Oomph can help you build a content infrastructure designed for the long term. Let’s talk about your next move.

Cookie consent has become a standard part of the modern web experience. What once felt like a small technical detail is now central to how organizations handle privacy, compliance, and user trust online.

Why It Matters:

If your website uses analytics, marketing tools, or third-party integrations, cookie consent isn’t optional. It’s a foundational requirement of operating a responsible digital presence.

Cookie consent refers to the practice of informing website visitors about how cookies are used and giving them the ability to control that choice. Rather than assuming permission, organizations are expected to be transparent about what data is collected, why it’s collected, and how it’s used. Visitors must be able to opt in, opt out, or manage their preferences in a clear and accessible way.

The rise of cookie consent is directly tied to privacy regulations like GDPR and CCPA. These laws were designed to shift control back to individuals, especially as data collection has become more sophisticated. Cookies, particularly those used for tracking behavior, measuring performance, or enabling personalization fall squarely within that scope.

Not all cookies serve the same purpose. Some are essential for basic site functionality, while others support analytics, advertising, or embedded third-party services. Modern consent approaches recognize this difference, allowing users to make informed decisions rather than forcing an all-or-nothing choice.

How cookie consent is implemented matters just as much as having it in place. Poorly designed consent experiences, confusing banners, vague language, or limited options can frustrate users and undermine trust. Thoughtful implementations do the opposite. They integrate naturally into the site experience, communicate clearly, and respect user choice without disrupting usability.

Your content management system plays an important role here. Cookie consent doesn’t exist in isolation; it must work alongside your CMS, analytics tools, and marketing stack. A modern CMS makes it easier to manage scripts, control how and when tracking tools load, and update privacy messaging as regulations evolve. Without that flexibility, maintaining compliance becomes difficult and error-prone.

The risks of getting cookie consent wrong extend beyond potential fines. In an environment where users are increasingly aware of how their data is handled, missteps can damage credibility. For organizations in regulated or mission-driven sectors, that erosion of trust can have real consequences.

Cookie consent is no longer a checkbox or a banner added at the end of a build. It’s a core component of modern digital governance.

Organizations that treat consent as part of their broader content and platform strategy are better equipped to stay compliant, adapt to change, and deliver digital experiences users can trust.

Need help implementing cookie consent the right way? Whether you’re navigating GDPR requirements, evaluating your current setup, or planning a website redesign, Oomph can help you build a privacy-forward digital experience that protects users and keeps you compliant. Get in touch to talk through your needs.

For many organizations, privacy regulations like GDPR and CCPA seem like distant legal concerns rather than operational priorities. In practice, however, websites serve as the primary point of data collection—making compliance far more relevant than most teams assume. If your site collects user data in any form, privacy compliance isn’t optional.

Understanding When GDPR and CCPA Apply

GDPR governs the collection of personal data from users in the European Union, while CCPA applies to personal data collected from California residents.

Crucially, these regulations are triggered by user location, not company headquarters. A U.S.-based organization serving a global audience may be subject to both frameworks.

Why Websites Are at the Center of Compliance

Most modern websites collect data through multiple channels:

Each of these collection points creates compliance obligations around consent, transparency, and user control.

Moving Beyond Cookie Banners

Meaningful compliance extends well beyond footer disclaimers. Effective privacy management requires:

Legacy CMS platforms frequently lack the flexibility and governance capabilities needed to meet these requirements.

The Role of Your CMS in Privacy Compliance

Your content management system is instrumental in supporting privacy obligations. A modern, composable CMS enables organizations to:

For regulated and mission-driven organizations, CMS limitations can translate directly into compliance vulnerabilities.

The Cost of Non-Compliance

While regulatory penalties are a concern, the greater risk lies in eroding user trust.

Today’s users expect transparency and control over their personal information. Organizations unable to deliver on these expectations risk damaging their reputation with customers, donors, and partners.

Final Thoughts

GDPR and CCPA represent more than legal obligations—they present fundamental digital experience challenges. Websites built on flexible, compliance-ready platforms are better positioned to adapt as privacy expectations continue to evolve.

In today’s environment, privacy compliance shouldn’t be viewed as a constraint. It’s an essential component of delivering a modern, trustworthy digital experience.

Need help ensuring your website meets modern privacy standards? Our team specializes in building compliance-ready digital platforms that protect your users and your organization. Let’s discuss your requirements.

A website is the cornerstone of your brand’s digital presence. It communicates who you are, what you offer, and why customers should trust you. In today’s digital-first marketplace, your website is often the first, and sometimes only, impression a prospective customer will have of your business. That makes maintaining it not just a technical task, but a strategic business priority.

Owning a website is a long-term investment. It reflects your brand, reputation, values, and offerings, and it directly influences key performance indicators (KPIs) such as lead generation, conversions, and customer engagement. Consider how much time and budget go into designing and building a website. Once the site goes live, the work doesn’t end there; ongoing maintenance is critical to ensure it continues to run optimally.

The risks of neglecting website maintenance are extensive. Common issues include:

Security Vulnerabilities

Website Downtime or Broken Functionality

Slow Performance

SEO Ranking Loss

Incompatibility with New Browsers & Devices

Poor Analytics & Marketing Integration

Higher Long-Term Costs

Brand Reputation & Trust

The ROI of Regular Website Maintenance

Proper maintenance is a business-critical investment with measurable ROI. Regular updates and monitoring strengthen security, preserve performance, ensure compliance with accessibility standards, and protect user experience. With a clear process in place, maintenance safeguards your digital presence, reduces costs, and supports outcomes such as improved lead generation, e-commerce revenue, and stronger brand trust.

Here’s a breakdown of the ROI across multiple dimensions:

Why Start Early

It’s important to begin discussing website maintenance with your agency during the planning stages of a new site, as it can influence technical decisions and long-term requirements. Maintenance packages vary depending on your team’s resources, and a trusted agency partner can help define core tasks, expectations, and responsibilities. For organizations with tighter budgets, we’ve also seen success with automated solutions that handle routine updates.

Maintenance as Business Insurance

Website maintenance is more than applying updates—it’s business insurance.

Organizations need to uphold security, performance, accessibility, SEO, GDPR compliance, and other standards that directly affect user experience and, in many cases, legal obligations. Working with Oomph ensures these processes are streamlined, proactive, and aligned with your business goals. If you’re looking to protect your digital investment, let’s explore a maintenance approach tailored to your team’s needs. Learn more about our maintenance services.

In recent months, Generative Engine Optimization (GEO) has been gaining attention, often positioned as the next evolution beyond traditional Search Engine Optimization (SEO). For some clients, this presents an exciting opportunity to rethink and restructure their digital content. For others, it can feel overwhelming, raising more questions than answers. As AI-powered search tools like ChatGPT, Perplexity, and Gemini change how people discover content online, clients increasingly ask: What is GEO, and how can we prepare our sites for it?

The following handy Q&A guide aims to demystify Generative Engine Optimization (GEO), explain why it matters, and provide practical steps your team can take to get started.

Q: What is GEO and how is it different from SEO?

A: GEO stands for Generative Engine Optimization. While SEO (Search Engine Optimization) focuses on getting your content to rank in traditional search engines like Google (via keywords, backlinks, and site performance), GEO focuses on getting your content mentioned, referenced, summarized, or cited in AI-generated answers from tools like ChatGPT, Gemini, and Perplexity.

Think of SEO as getting your content listed, whereas GEO is about making your brand and its content the answer.

Q: Why should my organization care about GEO?

A: AI platforms are rapidly becoming the first stop for users looking for answers, especially younger audiences and professionals. If an answer appears via Gemini on the top of a Google search, fewer people may scroll further down the page to look for other sources. They got the answer they needed from just one search. If your content isn’t optimized for these tools, you’re missing out on certain traffic data, visibility, and an opportunity to build trust. 

In 2026, ChatGPT alone sees over 4.5 billion visits per month, and Perplexity handles nearly 500 million monthly queries.

Q: How is GEO impacting my site’s analytics? 

A: Likely a lot. Generative engines often summarize content without requiring a click. That means you may see fewer impressions and clicks, even if your content is powering the AI’s answer. Most websites are seeing direct traffic declining across the board. With that said, users who do click through to sites are often engaging more deeply, leading to longer session durations and higher conversion rates. 

Because of this, it’s crucial to learn these new patterns and recognize them within your site’s analytics by setting up new reports. 

Q: How do AI engines choose which content to cite?

A: AI tools evaluate a number of factors, with the most important being:

Each tool has its own algorithm, but clear, factual, structured content with recent updates from trusted sources performs best.

Q: What kind of content works best for GEO?

A: Content that answers questions directly, especially with a conversational tone, tends to work well. Additionally, you want your content to explain not just the what, but also the why and how, since generative engines often expand on user intent. Content structures that perform well for GEO include:

Q: How can we tell if our content is being featured in AI tools?

A: While most AI platforms don’t yet provide native analytics, you can track GEO success through:

Q: Is there a way to make our site more “AI-friendly”?

A: Yes! Here are key GEO best practices:

  1. Use schema markup: Help AI models understand your content’s structure and intent. You can use schema.org to help guide you through improving your site’s markup. 
  2. Write in a Q&A or conversational format: More people are asking full questions or prompts in ChatGPT—rather than just listing keywords. Match your content with how users phrase queries in AI tools. 
  3. Optimize your About page: Make sure that your About page is thoughtfully written to answer who you are, what you do, and why. ChatGPT, for example, pulls from these pages to assess trustworthiness and authority.
  4. Refresh content: Update existing articles with new data and a clear structure (aka headings, bullets, FAQ sections, summaries). Note: You don’t need to create new URLs, just refresh the content to make sure it is relevant and current for today. 
  5. Include citations and data points: Wherever possible, add data and sources. These increase your authority and credibility.

Q: Do we need to optimize differently for each AI tool?

A: The core strategies (trustworthiness, schema, natural language, performant) apply across all platforms, but there are nuances:

Q: Can we block AI tools from using our content?

A: Yes, but be thoughtful about what you are blocking. Adding a file like robots.txt can block AI crawlers, but doing so may reduce your visibility and lead to attribution from AI tools. It could also block legitimate crawlers and thus negatively impact both SEO and GEO, so be thoughtful about how you compose and format that file. 

Note: If your brand has legal or content ownership concerns, we can help you assess what should or shouldn’t be available for AI training or citation.

Q: Do AI Tools honor authenticated access?

A: Yes, but remain mindful. Models like ChatGPT can’t “log in” or bypass authentication. If full research content is only available behind a user login, it won’t be included in training data or scraped summaries. But still pay attention to how content is displayed. If your research is behind a login or subscription paywall, ensure that:

Q: What is llms.txt and should I add it to my site?

A: llms.txt is a proposed convention for websites to provide a lightweight, machine- & human-readable summary (in Markdown) of the “important” parts of the site, to help large language models (LLMs) more easily crawl, interpret, and use content. More sites are starting to add it to their sites to help guide which pages AI should pay attention to. However, it is not yet a universally supported or enforced standard. Many LLMs or AI platforms do not currently yet automatically look for or honor llms.txt. As of now, you can think of it as a nice-to-have, not a requirement.

Q: How often should we update content for GEO?

A: Best practice recommends updating at least once a year for evergreen content. Prioritize updates for:

Even simple updates like reordering information, adding new facts, or improving layout can go a long way with AI engines.

Q: Is GEO just another passing trend?

A: Not at all. GEO is a direct response to how AI is changing digital search and content discovery. Platforms like Google are rethinking their search experience through tools like Gemini, as more people turn to these tools for answers. GEO is how brands stay visible in this new AI landscape.

Q: What’s the first step we should take for GEO Optimization?

A: Start with a content and schema audit of your top-performing pages. From there, apply structured markup, rewrite headlines for clarity, add Q&A sections where applicable, and refresh key posts. A phased approach focused on high-value content will have the biggest immediate impact.

Need help figuring out what content to prioritize for GEO? Our team at Oomph can assess your current visibility and build a roadmap tailored to AI performance.

For more insights into GEO optimization, read…

Museum websites have a unique duality. Unlike many other digital platforms, their primary goal is to encourage visitors to come in person. Their website may feature engaging articles or archives, cool virtual experiences, or highlight important research, but the physical space remains the heart of the museum, home to priceless collections and host to educational tours and programs. While the digital experience is still an essential one, the main objective of most museums is to welcome people through their doors. 

That is why the Visit section of a museum website is extra important. Visitors are looking for a single page that clearly outlines everything they need to know: admission prices and hours, what they can and can’t bring, accommodations for nursing mothers or individuals with disabilities, and so much more. Then again, different people need to know different information, so how do you keep everything together without it ballooning out of control? Despite its importance, many museum websites miss the opportunity to provide clear, concise, and accessible visit information in one central place.

A Survey of Website Visit Page Trends for Museums 

As part of a recent engagement with the Isabella Stewart Gardner Museum in Boston, we conducted a cohort analysis of other leading museum and cultural organization websites. The study focused on key elements of museum digital platforms including menu design, navigation, and the Prepare for your Visit page. We noticed a theme that several Visit pages on museum websites felt like long, endless scrolls. They’re often filled with lots of information, but a lack of structure or thoughtful design makes them difficult to quickly parse. Through this exercise of finding what is and isn’t working well and questioning why, we walked away with a strong sense of what makes a successful Visit page. 

Answer Visitors’ Top Questions

Who, what, where, when, how. When thinking about what information should be contained on the Visit page, these timeless questions are a strategic starting point. Though simple, they are the questions visitors will ask themselves before they arrive at the museum. These questions can take many forms, but for the Visit page, we’re prioritizing logistics:

If you are writing the content for this page, start by answering these key questions. 

You may have your content set, but you also need to think about how it is prioritized through strategic page design. You should make sure that the most important information (usually hours and admission prices) is at the top of the page and always visible. Don’t hide this information in accordions. And even if your admission is always free, point that out. Visitors want to have that information before they visit your museum, so make sure it is clearly stated. After all, free or reduced pricing is often an enticing reason for many to come!

Despite what you may think, duplicating some key content in different locations across your website can be helpful, as long as it doesn’t get confusing. Just because you have the hours on the homepage, doesn’t mean you should skip it on the Visit page. Presenting the information in different formats can also be helpful. For example, MoMA’s visitor guide provides a contained experience which includes a lot of content that can be found elsewhere on the site, but organized for a particular need (someone coming to the museum now).

Strike the Balance between Enough and Too Much with Accordions

Nearly every Visit page we studied used accordions. When you’re looking at a long list of content, the option of tucking away big chunks of it into a collapsable block sounds pretty appealing. That said, there are ways to do it well and plenty of ways it can go wrong.

Whenever you use an accordion, you’re asking users to click or tap to see more. While requiring an action like this can be a nice way to keep visitors engaged, whatever they see before interacting needs to accurately represent what’s inside. Let’s say a user wants to know whether they can carry a backpack around the museum. A generic heading — like “Guidelines” — doesn’t speak to its contents and the user could easily overlook it. Accordions that are organized well and labeled clearly — more like ”What You Can Bring in the Gallery” — can improve content organization and reduce cognitive load.

Also take care to make sure that the accordions are built in a way that everyone can use them. Test them with a screen reader and navigate through with only your keyboard to make sure they are meeting accessibility standards.

Our recommendation: use accordions, but strategically. Don’t have more than 7 or 8 and never add essential information there that visitors would be looking for at a quick glance. 

Guidelines & Policies

One large category that sometimes stumps museum stakeholders is where to put all the guidelines and policies that they often need to state, sometimes even for legal protections. Oftentimes these get lumped into a large accordion or series of accordions on the Visit page, without the key policies pulled out and clearly stated for visitors looking for quick guidance on whether strollers are allowed in the galleries or whether they can take photos with their new fancy camera. 

Particularly when you have an extensive list of guidelines, a successful approach can be linking to a larger guidelines and policies page with the information organized by clear headings and categories (which is also good for SEO/GEO), as seen on The Frick’s website. Just remember our earlier point about duplicate content: For essential guidelines, such as bags and security policies, consider also including this information on the main Visit page.

Help Visitors Plan Their Day

Planning your Visit is a big topic and depending on your museum’s particular offerings, might encompass a lot. Preparing ahead can include everything from directions and parking, what’s on view, amenities (dining, shopping), types of tours offered and at what times, etc. The goal for this content is to make it easy for visitors on the day of their visit, both logistically and emotionally. At the end of the day, you want visitors to get the most out of their time at the museum. Assess what is considered essential information that should be included on the main Visit page, but also what might warrant getting its own subpage. This is where in-page linking can be your best friend. 

Prioritize an Easy Mobile Experience 

Visitors often state that they want to “disconnect” while at a museum. They might be happy to pull out their phone for a photo, but otherwise want to spend their time and energy on the physical space around them. We truly love that for them, but also know that the website can, at times, meaningfully enhance the visitor experience. When thinking about what types of content should be considered from a mobile-first perspective, these come to mind:

Ultimately, any content that is meant to be accessed while at the museum — member login and event schedule, for example — needs to be optimized for mobile. It’s especially important for this content to be easy to use and navigable on a small screen. We don’t want visitors to get lost in their phones or frustrated and ultimately give up. It needs to be intuitive to be a smooth piece of the whole experience.

Building a Successful Visit Page for Museums

Similar to building a successful navigation for a museum website, the first task of any organization looking to refresh their Visit page is to put yourself in the shoes of your visitors. Come up with a few key user journeys for various audiences. What would a family with small children need to know before coming to the museum? How about a person who requires a wheelchair or someone with low vision? What information would a student be searching the Visit page for? 

Beyond walking through the experience first-hand yourself, it helps to get an outside perspective. If you have the means to talk to visitors while they’re on-site, that can lead to some fascinating insights on their in-gallery experience. However, know that you’ll most likely encounter a positive bias in their responses. Not only are they enjoying a day at the museum, but it can be tough to give critical feedback to someone standing right in front of them. 

To counter that bias, gather feedback from additional sources: pop-up or email surveys, controlled usability testing, and website analytics. All of that data together can help give you the building blocks to ensure your visit page strikes the balance between being engaging and informative. By prioritizing clarity, accessibility, and thoughtful design, museums can ensure that visitors arrive knowledgeably at ease and excited to explore. 

A well-crafted Visit page is more than just a logistics hub, it’s the digital admissions desk of your museum.

When done right, it reduces friction, answers essential questions, and sets the stage for a memorable in-person experience. Ultimately, the Visit page isn’t just about driving attendance, it’s about shaping the visitor’s journey from the very first click to the moment they step through your doors.

Learn more about building a successful Visit page in a Case Study of our 2025 Re-Architecture project for the Isabella Stewart Gardner Museum.

By Rachel Heidenry & Rachel Hart

Museum websites are beautifully complex. As the digital counterpart to a physical space, they serve many essential functions. They must reflect the museum’s mission and values, while guiding users clearly to key areas of information. Museums with collections often need dedicated sections for research and archives; zoos may focus on telling the stories of their animals; and contemporary art institutions sometimes even use their sites as platforms for artists to showcase new work. At the same time, nearly all museum websites must serve practical needs like selling tickets or memberships, promoting events or fundraisers, and providing essential visitor information, like hours and directions.

Managing that much critical and varied information is a challenge for any website, which is why strong information architecture (IA) is essential. A successful navigation should be intuitive and accessible, with clear labels and well-organized categories.

Mobile-responsiveness is also crucial, especially for visitors who need quick access to find information, like admission prices or the current exhibitions, or who want to purchase tickets on the go.

For cultural organizations, a strong menu and navigation system is arguably the most important indicator of a successful website. 

A Survey of Website Navigation Trends for Art Museums 

While not all cultural organizations prioritize aesthetics, art museums inherently do. As institutions dedicated to the presentation of art, they think critically about how visual design shapes their brand identity. In some cases, aesthetics can overshadow usability, resulting in beautiful or cutting-edge websites that are ultimately difficult for both internal staff members and external visitors to navigate. 

As part of a recent engagement with the Isabella Stewart Gardner Museum in Boston, we conducted a cohort analysis of other leading museum websites. The study focused on key elements of art museum digital platforms including menu design, navigation, content organization, and user flows. One striking insight was that many art museum websites avoid dropdown menus, instead favoring a simple list of four or five top-level categories. These are often labeled with opaque or “insider” terms, raising questions like: What does “Programs” signify? Does “Art” lead to the permanent collection or temporary exhibitions? Does the general population know the difference? And where in the world is the museum’s blog? 

Let’s take a look at the building blocks of a site’s navigation and what we learned from reviewing a cohort of cultural institution websites.

Utility Navigation

The utility navigation should help visitors quickly access essential information. As the name suggests, the utility navigation traditionally contains tools and actions (like login, search, and language select) that help visitors use the website. You’ll typically see it as a secondary list of items above the main menu, often in a smaller font. 

When deciding what to include in it, consider your primary visitors’ goals: What do they need to know or do on your website? Museums often use the utility navigation to drive high-value actions like purchasing tickets or memberships. Our analysis also showed that museums with online shops frequently included links to the store or member login portals when relevant. In general, it’s best practice to limit the utility navigation to 2-4 key items, not including search.

The Dropdown or Mega Menu

Museums have a lot of content. And the larger the institution, the more content its website undoubtedly has to provide visitors. Our analysis showed that institutions that embrace the dropdown menu are overall easier to navigate and more often mobile-friendly. The bottom line: you don’t want visitors to your website to have to go down rabbit holes to find essential information.

Categories & Language

A navigation menu requires words (obviously). These are among the first words anyone sees when they land on your website. Thus they set the tone and expectation for what kind of museum you are, while also telling the story of what someone can do both on-site and online. Making sure the words that comprise the navigation are distinctive, accessible, and concise is key.

Hamburger Menu

To keep the main navigation simple and clean, some museums, like The Barnes Foundation, opt to put additional links behind a hamburger menu, even at desktop widths. In this way, less significant information does not busy up the navigation, but visitors can still intuitively click through to find other key subpages. If you do this, be sure to still repeat the top level menu items, as this pop-out navigation will become your mobile view.

Conclusion: Building a Successful Navigation for Museums

If you are a cultural institution that is starting to rethink your website navigation, the first step is to put yourself in the shoes of your visitor. It’s critical to put aside internal org charts and take a user-centered design approach. Come up with a few key user journeys for various audiences. How would a first-time visitor purchase a ticket? How would a repeat visitor find more information about a particular work of art they loved? And then navigate your site as your user would. What are the pain points? What works well? What makes absolutely no sense at all? 

Once you’ve done that, be sure to take a step back from your website to see what types of content you have and the common ways they might intersect. This is important for establishing the key categories of your site, as well as its subcategories. You’ll often be surprised at the connections you can make and the overlaps in content that can be streamlined together. 

From there, you have the building blocks to start conceptualizing your new navigation, one that is usable, clear, and beautifully intuitive. Learn more about building a successful navigation in a Case Study of our 2025 Re-Architecture project for the Isabella Stewart Gardner Museum.

Generative Engine Optimization (GEO) is making organizations scramble — our clients have been asking “Are we ready for the new ways LLMs crawl, index, and return content to users? Does our site support evolving GEO best practices? What can we do to boost results and citations?”  

Large language models (LLMs) and the services that power AI summaries don’t “think” like humans but they do perform similar actions. They seek content, split it into memorable chunks, and rank the chunks for trust and accuracy. If pages use semantic HTML, include facts and cite sources, and include structured metadata, AI crawlers and retrieval systems will find, store, and reproduce content accurately. That improves your chance of being cited correctly in AI overviews.

While GEO has disrupted the way people use search engines, the fundamentals of SEO and digital accessibility continue to be strong indicators of content performance in LLM search results. Making content understandable, usable, and memorable for humans also has benefits for LLMs and GEO.

How LLM systems (and AI-driven overviews) get their facts

Understanding how LLMs crawl, process, and retrieve web content helps us understand why semantic structure and accessibility best practices have a positive effect. When an AI system generates an answer that cites the web, several distinct back-end steps usually happen: 

  1. Crawling — Bots visit URLs and download page content. Some crawlers execute javascript like a browser (Googlebot) while others prefer raw HTML and limit their rendering.
  2. Chunking — Large documents are split into small, logical “chunks” of paragraphs, sections, or other units. These chunks are the pieces that are later retrieved for an answer. How a page’s content is structured with headings, paragraphs, and lists determines the likely chunk boundaries for storage.
  3. Vectorization — Each chunk is then converted into a numeric vector that captures its semantic meaning. These embeddings live in a vector database and enable systems to find chunks quickly. The quality of the vector depends on the clarity of the chunk’s text.
  4. Indexing — Systems will store additional metadata (URL, title, headings, metadata) to filter and rank results. Structured data like schema metadata is especially valuable. 
  5. Retrieval — A user asks a question or performs a search and the system retrieves the most semantically similar chunks via a vector search. It re-ranks those chunks using metadata and other signals and then composes its answer while citing sources (sometimes). 

The Case for Human-Accessible Content

There are many more reasons why digital accessibility is simply the right thing to do. It turns out that in addition to boosting SEO, accessibility best practices help LLMs crawl, chunk, store, and retrieve content more accurately.

During retrieval, small errors like missing text, ambiguous links, or poor heading order can fail to expose the best chunks. Let’s dive into how this can happen and what common accessibility pitfalls contribute to the confusion.

For Content Teams — Authors, Writers, Editors

Illustration of the problem with poor alt text on images, comparing one poor example and one good example

Lack of descriptive “alt” text

While some LLMs can employ machine-vision techniques to “see” images as a human would, descriptive alt text verifies what they are seeing and the context in which the image is relevant. The same best practices for describing images for people will help LLMs accurately understand the content. 

Illustration of poor heading structure, where the poor example shows skipped heading levels while the good example shows consecutive heading levels

Out-of-order heading structures

Similar to semantic HTML, headings provide a clear outline of a page. Machines (and screen readers!) use heading structure to understand hierarchy and context. When a heading level skips from an <h2> to an <h4>, an LLM may fail to determine the proper relationship between content chunks. During retrieval, the model’s understanding is dictated by the flawed structure, not the content’s intrinsic importance. (Source: research thesis PDF, “Investigating Large Language Models ability to evaluate heading-related accessibility barriers”) 

Illustration of poor link text context, where the poor example shows Click Here and Read more links and the good example shows more descriptive and unique text samples

Descriptive and unique links

All of the accessibility barriers surrounding poor link practices affect how LLMs evaluate their importance. Link text is a short textual signal that is vectorized to make proper retrieval possible. Vague link text like “Click here” or “Learn More” does not provide valuable signals. In fact, the same “Learn More” text multiple times on a page can dilute the signals for the URLs they point to.

Using the same link text for more than one destination URLs creates a knowledge conflict. Like people, an LLM is subject to “anchoring bias,” which means it is likely to overweight the first link it processes and underweight or ignore the second, since they both have the same text signal. 

Example of the duplicate link problem: <a href=“[URL-A]”>Duplicate Link Text</a>, and then later in the same article, <a href=“[URL-B]”>Duplicate Link Text</a>. Conversely, when the same URL is used more than once on a page, the same link text should be repeated exactly.

Illustration of plain language with a poor example and a more positive example. The poor example is dense and wordy while the good example if succinct and uses a list to break the text into chunks.

Logical order and readable content

Simple, direct sentences (one fact per sentence) produce cleaner embeddings for LLM retrieval. Human accessibility best practices of plain language and clear structure are the same practices that improve chunking and indexing for LLMs

For Technical Teams — IT, Developers, Engineers

An illustration of poor semantic structure, where the left shows a potential structure made only of HTML div elements, while the good example shows semantic elements used correctly.

Poorly structured semantic HTML

Semantic elements (<article>, <nav>, <main>, <h1>, etc.) add context and suggest relative ranking weight. They make content boundaries explicit, which helps retrieval systems isolate your content from less important elements like ad slots or lists of related articles. 

Illustration of data in written form as one way to parse information, but contrasted with schema markup which can make it easier for robots to collect correct information about a subject.

Lack of schema

This is technical and under the hood of your human-readable content. Machines love additional context and structured schema data is how facts are declared in code — product names, prices, event dates, authors, etc. Search engines have used schema for rich results and LLMs are no different. Right now, server-rendered schema data will guarantee the widest visibility, as not all crawlers execute client-side Javascript completely. 

How to make accessibility even more actionable

The work of digital accessibility is often pushed to the bottom of the priority list. But once again, there are additional ways to frame this work as high value. While this work is beneficial for SEO, our recent research uncovers that it continues to be impactful in the new and evolving world of GEO.

If you need to frame an argument to those that control the investments of time and money, some talking points are: 

Staying steady in the storm

Let’s be clear — this summer was a “generative AI search freak out.” Content teams have scrambled to get smart about LLM-powered search quickly while search providers rolled out new tools and updates weekly. It’s been a tough ride in a rough sea of constant change.

To counter all that, know that the fundamentals are still strong. If your team has been using accessibility as a measure for content effectiveness and SEO discoverability, don’t stop now. If you haven’t yet started, this is one more reason to apply these principles tomorrow. 

If you continue to have questions within this rapidly evolving landscape, talk to us about your questions around SEO, GEO, content strategy, and accessibility conformance. Ask about our training and documentation available for content teams.

Additional Reading

One question we frequently hear from clients, especially those managing web content, is “How can we implement accessibility best practices without breaking the bank or overwhelming our editorial team?”

It’s a valid concern. As a content editor, you’re navigating the daily challenge of maintaining quality while meeting deadlines and managing competing priorities.

When your team decides to prioritize website accessibility, the initial scope can feel daunting. You might wonder “Does this really make a difference?” or “Is remediation worth the effort?” The answer is always a resounding yes.

Whether you’re working on a small site or managing thousands of pages, accessible content improves user experience, ensures legal compliance, boosts SEO performance, and reinforces your brand as inclusive and responsible. As a content editor, you have the power to make steady, meaningful progress with the content you touch every day.

Why Accessibility Creates Business Impact

Accessible content delivers measurable outcomes across multiple business objectives:

Expanded Market Reach: When your content is inaccessible to users with disabilities, you’re limiting your potential audience. Consider that disabilities can be temporary, like a broken arm, and 70% of seniors are now online—a demographic that often benefits from accessible design principles.

Risk Mitigation: Inaccessible websites can lead to legal complaints under the ADA and other regulations, creating both financial and reputational risks.

Enhanced User Experience: Clear structure, descriptive alt text, and keyboard-friendly navigation improve usability for all users while boosting SEO performance.

Brand Differentiation: Demonstrating commitment to accessibility positions your organization as inclusive and socially responsible.

Implementing Accessibility in Your Editorial Workflow

The challenge isn’t whether to implement accessibility—it’s how to do it efficiently without overwhelming your team or budget.

The Fix-It-Forward Approach

Rather than attempting to overhaul your entire site overnight, we recommend a “fix-it-forward” strategy. This approach ensures all new and updated content meets accessibility standards while gradually improving legacy content. The result? Steady progress without resource strain.

Leverage Open Source Tools

Many CMS platforms offer free accessibility tools that integrate directly into your editorial workflow:

Drupal: Editoria11y Accessibility Checker, Accessibility Scanner, CKEditor Accessibility Auditor

WordPress: WP Accessibility, Editoria11y Accessibility Checker, WP ADA Compliance Check Basic

These tools scan your content and flag common WCAG 2.2 AA issues before publication, transforming accessibility checks into routine quality assurance.

Prioritize High-Impact Changes

Focus your efforts on fixes that significantly improve usability for screen reader and keyboard users:

Less critical issues can be addressed during routine content updates, spreading the workload over time.

Manage Legacy Content Strategically

Don’t let your content backlog create paralysis. Prioritize high-traffic pages and those supporting key user journeys. Since refreshing legacy content annually is already an SEO best practice, use these updates as opportunities to implement accessibility improvements.

Build Team Capabilities

Make accessibility part of your content culture through targeted education and resources. Provide internal training, quick reference guides, and trusted resources to keep editors confident and informed.

Recommended Learning Resources:

Track Progress and Celebrate Wins

Measure success by tracking pages published with zero critical accessibility issues. Share achievements in editorial meetings to reinforce your team’s impact and maintain momentum.

Scaling Your Accessibility Program

While regular content checks provide immediate value, sustainable accessibility success requires periodic comprehensive assessments and usability testing. If your team lacks bandwidth for advanced testing, consider adding this to your 1-2 year digital roadmap. Consistent attention over time proves more sustainable and cost-effective than attempting massive one-time remediation.

Start with Free Tools: Google Lighthouse provides immediate insights into accessibility issues and actionable remediation guidance.

Advanced Assessment Options: For teams ready to expand their program, tools like SortSite, SiteImprove, and JAWS screen reader testing offer comprehensive assessments. These advanced tools can uncover complex issues beyond content-level checks, though they may require developer collaboration for implementation.

Quarterly Program Goals:

Consider engaging someone who navigates the web differently than your team does. This perspective will expand your understanding of accessibility’s real-world impact and inform more effective solutions.

Accessibility as Continuous Improvement

Accessibility isn’t a one-time project—it’s an ongoing commitment to inclusive digital experiences.

By integrating accessibility best practices into your publishing workflow, you’ll build a stronger, more inclusive website that protects your brand, empowers your users, and demonstrates digital leadership.

The fix-it-forward approach transforms what seems like an overwhelming challenge into manageable, sustainable progress.

Ready to Accelerate Your Accessibility Journey?

Explore additional insights from our team:

Ready to take action? Contact Oomph to see how we can support your accessibility journey. We start with targeted accessibility audits that identify your highest-impact opportunities, then collaborate with your team to develop a strategic roadmap that aligns with your internal goals while respecting your resources and team size.