Use case · Keeping information current
Keep your business information and offers current on your website
The most valuable website work is usually the least glamorous. Here's a routine that keeps your facts right in ten minutes a month, and where AI can take the typing off your hands.
By The Dance teamPublished 5 min read
- Time it takes
- About an hour to set up, then 10 minutes a month
- You'll need
- Access to your website, or to the person who updates it
- Your current hours, prices and list of services
- A calendar you actually look at
- What you'll have at the end
- A one-page facts sheet, a corrected website, and a monthly check that keeps it right.
The short answer: keep one page of facts that's always true (your "facts sheet"). Check your website against it once a month and whenever something changes. Turn every correction into an exact request, then check a preview on your phone before it goes live. AI is good at the middle part: finding every place a fact appears and making the change consistently. It can't know your facts. You bring those.
Out-of-date information is the most common website problem we see, and the cheapest to fix. Wrong holiday hours mean a wasted trip and a bad review. An old price means an awkward conversation. A service you stopped offering means calls you have to turn away. None of it needs a redesign.
Step 1: Write your facts sheet
Your facts sheet is the single source of truth for everything a customer might rely on. Write it once, keep it somewhere you can edit from your phone, and update it before you update anything else.
| Fact | What's true today | Where it appears on the site | Last checked |
|---|---|---|---|
| Opening hours (normal) | |||
| Holiday or seasonal hours | |||
| Phone number and email | |||
| Address, parking, service area | |||
| Services offered (and not offered) | |||
| Prices, or how pricing works | |||
| How to book, order or enquire | |||
| Current offer or news | |||
| Team members shown on the site |
The "Where it appears" column matters more than it looks. Hours often appear in the footer, on a contact page, in a banner, and on your Google Business Profile. Miss one and the site contradicts itself.
Step 2: Check your site against it
Do this on your phone, because that's how most customers will see it.
- Open the homepage, contact page, and every page with prices or hours.
- Compare each fact with your facts sheet. Note anything that doesn't match, with the exact new wording.
- Check that phone numbers and email addresses are tappable and go to the right place.
- Check that any dated offer ("this summer", "book by June") hasn't expired.
- Check your Google Business Profile shows the same hours, phone and address.
- Write today's date in the "Last checked" column.
If you've never done this, the first check takes longer. That's normal. After the first round it's a ten-minute job.
Step 3: Turn each correction into an exact request
Whether you change the site yourself, send changes to someone else, or ask an AI platform to do it, an exact request is faster and safer than a vague one.
| Vague | Exact |
|---|---|
| "Update our hours" | "Change our Saturday hours to 9am–2pm everywhere they appear, starting November 1." |
| "Fix the prices" | "On the Services page, change the women's cut from $65 to $70 and the color consultation from free to $15." |
| "Add the new person" | "Add Priya to the Team page, after Marco. Use the photo I'm attaching and this bio: …" |
| "We don't do that anymore" | "Remove roof repairs from the Services page and the homepage list. Don't add anything in its place." |
A good request names the change, says where it should happen (or "everywhere it appears"), gives the exact wording, and says when it takes effect.
Change our Saturday hours to 9am–2pm everywhere they appear on the website, starting November 1. Don't change any other days. Show me a preview of every page this affects before anything is published.
Step 4: Check before anything goes live
The review step is where you catch the mistakes, whether the change came from you, a contractor, or AI.
- Every page that mentions the fact shows the new version, including footers and banners.
- Nothing else changed that you didn't ask for.
- Numbers, dates and prices are exactly what you wrote.
- It reads correctly on a phone, not only on a laptop.
- Links and phone numbers still work.
- If the change is for a future date, you know when it goes live.
Step 5: Make it a routine
Facts don't stay right by themselves. Two habits keep them right:
- A monthly check. Put a 10-minute reminder on the first Monday of each month to do the Step 2 checklist.
- Trigger-based updates. Some events should always prompt an update the same day: a price change, holiday closures, a new or departing team member, a new service, a service you stop offering, or a change of address or phone number. Update the facts sheet first, then the website.
A two-chair salon notices three no-shows in a week from people who booked through an old phone number on the Contact page. The owner spends 40 minutes writing a facts sheet and finds four problems: the old number, a "summer special" from last year, a stylist who left in spring, and Sunday hours the salon no longer keeps.
She writes four exact requests, checks the preview on her phone, and publishes. She then adds a monthly reminder. The next month's check takes eight minutes and finds one thing: the holiday hours.
Where AI helps, and where it doesn't
AI is useful for:
- Finding every place a fact appears and changing all of them consistently.
- Rewording a correction so it fits the tone of the page.
- Drafting a short announcement for a change ("We're now open Thursday evenings").
- Turning your rough notes into the table in Step 1.
AI can't:
- Know your real hours, prices or policies. If a fact isn't in your request or already on your site, it shouldn't appear.
- Tell whether an offer is still running, or whether a team member has left.
- Take responsibility for what's published. That stays with you, which is why the preview matters.
A useful rule: never ask AI to "fill in" a fact. Give it the fact.
Doing this on Dance, or on any other website
On Dance, you make each change by asking in plain English, check a preview, then publish or undo. That covers Steps 3 and 4 in one place.
On another platform, the routine is the same. You can still use a general AI assistant to draft the exact wording and list the pages to check. You'll then make the edits in your website's editor and check the live pages yourself.
Either way, the facts sheet and the monthly check are the real work, and they're worth doing whatever your website runs on.
Keep going
- Article15 website updates you can ask AI to help withFrom holiday hours to a new team member to retiring a service, here are fifteen everyday website updates with a ready-to-use request, what AI needs from you, and what to check.
- ArticleHow to prioritize website improvements when you have one hour a weekOne hour a week is enough to keep a small-business website improving, if you spend it on the right thing. Here's a routine, a scoring worksheet, and a worked example.
- Planning toolFind your first AI projectAnswer four questions and get a specific first project with a checklist.