Are you ready to take your company intranet to the next level, but don’t know where to start? Here are five key areas to consider to help you put your intranet on the fast track to success…
Definition: An INTRANET is an internal company web site that provides employees with valuable information, content, tools, and more.
Communication is one of the most important values an intranet can provide to employees. Create a central communication hub, so that your intranet is the first place your employees go to stay informed. Communication can take several forms, so consider what is the most valuable for your business. Below are some ideas to keep your employees in the know.
- Add a rotating carousel to your home page with announcements to keep employees informed on the most relevant news and events.
- Create a newsroom site where employees can go to read articles on newsworthy topics. A newsroom feature adds polished content for employees with category filters and social capabilities.
- Add system and informational notification functionality to instantly alert employees of breaking news, system outages, or required actions.
- Create core company calendars to keep employees aware of upcoming events and key due dates.
- Setup content alert notifications to stay informed with documents or list content changes.
Beyond sharing general information, productive intranets also help employees work together. Create a collaborative environment where employees can share challenges, exchange ideas, and discuss solutions. Consider adding the following features to your intranet to maximize collaboration.
- Create document libraries where employees can centrally store and revise content.
- Train employees on how to use available co-authoring features to edit content in real-time.
- Enable versioning features, so that employees can track changes, view previous document versions, and restore older files, when necessary.
- Setup alert notifications on specific libraries or views, so that employees are notified when changes occur.
- When appropriate, enable publishing features to ensure critical content is prescreened before becoming visible to all employees.
- Create shared calendars and lists to keep everyone on the same page regarding schedules.
3. Process Improvement
Incorporating process management into your intranet can help to streamline and simplify your business processes. Automated processes can improve transparency, where managers can keep track of what employees are working on and current task status. Here are some ideas for incorporating business processes into your intranet.
- Implement custom column validation to improve data accuracy. Remember, garbage in equals garbage out. Improving the quality of data entry goes a long way toward finding what you need later.
- Setup a central taxonomy using managed metadata to help organize content throughout your intranet. This will help significantly with searching and reporting.
- Add workflows to your lists or libraries to automate review, approval, or other custom activities.
4. Information Mining
Having an intranet full of information isn’t helpful unless you can find what you need when you need it. Think about indexing your content, so that employees can use these tools to find content.
- Configure search features, so that employees can search everything, people, and other key content scopes that are important to your business.
- Consider utilizing Delve. This application can surface relevant, security-trimmed content to employees improving awareness. This may mean that an employee can easily find similar content to start with rather than starting a document from scratch.
- Setup business intelligence tools to help employees find answers, model data, and run ad hoc reports. Business intelligence tools, like Power BI, can help employees quickly find issues, spot trends, and identify opportunities.
Most companies buy a basic intranet tool and use it straight out of the box. But, did you know that you can customize your intranet beyond those basic features to make it your own?
- Tailor your intranet to your company. Think about what’s important to your employees and what makes your company different. Capitalize on your strengths and incorporate them into your intranet.
- Brand your intranet to match your business. Include your logo and a color scheme that matches your core branding. Add custom styling and functionality to make your intranet one of a kind.
- If your intranet is lacking features you’d like to have, customize it to add those capabilities that will help your intranet showcase what’s important to you as a business.
Hopefully, the ideas above have started you thinking about how to you can improve your intranet. Start small and create a roadmap or wish list to get you moving in the right direction and you won’t go wrong!