Planning your intranet strategy? Here are a few top tips to help you on your journey.
Bring your intranet out of its shell
All areas of the intranet are inherently shy. If you expect your workforce to be able to see content, make sure it’s publicly visible. If everyone should see the homepage, then opt for a system user group called Enabled Intranet Users. This will allow anyone with an active intranet login to view that particular area.
It’s crucial that your homepages are engaging. Ensure this through a concoction of content that is both non–work and work related. Exclusively business processes and policies prove detrimental to engagement. Content should be dynamic, changing regularly and incorporating external news outlets and Twitter feeds.
Fail to plan, plan to fail
Always draw out a plan that delegates those responsible for creating content and managing specific areas. Think one singer, one song as opposed to a band of brothers with their own agenda.
User groups are your best friend
User groups are incredibly versatile, and the appropriate use of them will save you both time and energy. For example, user groups can be used to assign permission to view content in any given area. It’s best to see user groups as a communication channel, allowing you to efficiently get your message across to one or multiple audiences.
Use notices to guarantee your message is delivered to the right people. As we mentioned, user groups are communication channels. You can send notices to single users, groups or a combination of the two, and results are exportable with full reporting.
Updating your profile
User profiles need regular updates because the data is used to structure both the organisation chart and staff directory,as well as feeding into user groups. For example, managers are required to approve holidays, so if any data is inaccurate,the system will collapse.
The navigation necessities
Navigation is everything. Users being able to find what they need when they need it, is crucial for efficiency. Remember that any content published to an area that users don’t have access to will remain invisible. The primary navigation menu will display anything you input into it, so exercise caution when adding links to areas that only a fewpeople are allowed to see. Take advantage of quick links, custom content, banners and media on homepages to drive engagement.
Keep it in the family
Holiday management offers flexibility of the user group Related People, and inside this you can assign immediate managers. Therefore, as long as a user profile is accurate then any holiday submissions would go directly to the user’s immediate manager. You can assign immediate managers at the company level, and this will trickle down across the entire organisation in seconds.
An applet a day keeps the doctor away
Homepage applets have settings and these allow you to control what the applet displays. Some applets can display content from other homepages. For example, you could have a Latest News applet on the main company homepage, drawing on news from HR, IT and the Training Department. Additionally, the area content applet is the most flexible applet allowing you to display up to nine different content types from any area in the intranet!
Safety in numbers
You should always assign groups instead of individuals to security roles. Always! For example, let’s say Dave manages ten areas of the intranet, so you would add Dave to a user group and then assign this group to ten areas with only Dave in the group. But what if Dave leaves? All that’s required is we edit the group, remove Dave, and add someone new. There’s no need to revisit the ten respective areas as the group is assigned to them, and we can just swap out Dave.