Your intranet provides employees with access to and visibility into your company’s vision, values, and goals; for them to feel engaged at work they must feel aligned with them both emotionally and intellectually.
HDIntranet allow leaders to share their expertise publicly while also crafting targeted content – for instance a blog post about industry trends or how-to guide.
Organize Your Content
First step to creating an effective intranet is creating a content roadmap, which requires thorough consideration and understanding the needs of every department.
As part of your initial steps towards building an intranet, it’s wise to convene a group from throughout your organization – including end users and heavy content producers – for an in-depth conversation about what the intranet should encompass. This allows all stakeholders to have their voices heard and ensures there are no blind spots in its roadmap.
Next, an inventory should be conducted to understand what employees need to stay engaged and productive. This may include information such as policies and procedures, training materials, product and service documentation or anything else an employee could find beneficial. There should also be space on the intranet for “fun stuff,” such as videos that make people smile or stories about employee hobbies.
Departments often manage their own intranet sections and upload updates as necessary, leading to an inefficient intranet system as it takes too long for updates to make an appearance in the system and may not be properly indexed.
Reorganize content into large categories or clusters and determine who should manage each area of it, to expedite the process and ensure the right people are tending to it on an ongoing basis. This strategy may prove particularly helpful if your intranet uses Confluence which provides user-friendly features like easy sharing, enterprise grade security and more out of the box.
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Make Documents Visible
As soon as documents are uploaded to an intranet, they become easily accessible to everyone with internet access – saving employees valuable time in searching for information while decreasing IT requests for assistance.
One such example of this would be when onboarding new employees: rather than asking staff members to track down forms they need, employees can log onto their intranet and view which forms need completing, making the whole process simpler while giving staff members a smooth start at your company.
At the same time, this allows staff to find answers for themselves to frequently asked questions (FAQs). This frees up HR’s time so it can focus on more pressing matters.
Other applications of document revision control include keeping information and documents organized so as to avoid misplacing them, adding tags or terms for easy organization of content, document version control tracking major changes that could later be undone, document backup keeping a record of these modifications so they may be reversed, etc.
As part of its software suite, Intranet Builder includes a drag and drop page builder to make updating content simple for anyone. This makes adding new items and even changing page layout easy; while also supporting various file formats like images and videos.
Make It Easy to Find
Employees need to easily access information they require – be it on an intranet page, email, Slack channel or Google Doc file shared in Slack or Google Drive – at any point during their workday. That means making search an essential feature of the intranet that’s easy for employees to navigate.
Modern intranets often feature a search box at the top of their global navigation menus – this represents a vast improvement over old intranets that used a magnifying glass icon to indicate search functionality, forcing users to click it, expand it, then set their cursor in order to start typing keywords.
Breadcrumbs and collapsible sections can also help users navigate an intranet more easily, making their experience much smoother for those working across multiple systems. Collapsible sections may act as FAQ pages and break up large amounts of content into manageable chunks for users.
Not only must an intranet have a clear navigation structure, it must also be mobile-friendly with its own dedicated app. This is especially essential for young workers who expect consumer-grade experiences when using social media and digital tools – these younger employees won’t tolerate cumbersome intranets which don’t allow them to easily share and comment content, or highlight team efforts being accomplished!
Keep It Simple
Email alone cannot keep employees up-to-date, leaving critical updates lost amongst cluttered inboxes and career development opportunities unrealized or key business strategies misinterpreted. Establishing an intranet as a central repository can increase employee engagement by making sure everyone is working toward one common goal and is informed.
Old intranets were top-down broadcast tools; today’s workforce expects their intranet experience to mirror social media in that users expect an easy way to “like” company news, comment on articles and share content with their colleagues as well as easily searching documents.
To keep your intranet relevant and useful, survey employees regularly to ascertain their desires from it. Make the survey short and straightforward; offering rewards may increase response rates. Create a search engine capable of quickly finding specific types of files (like images or videos) using filters so users can narrow down results more efficiently. Furthermore, review logs and analytics regularly in order to spot trends indicating areas for improvement that could benefit your intranet as a whole; make changes accordingly and ensure it satisfies user requirements.
