Tips to Make an Intranet Manager’s Life Easier

author Carol Mentis, October 23, 2017

Intranet Manager | Claromentis

The person tasked with managing your company’s digital workplace faces a tough task, and an intranet manager’s role is something of a delicate balancing act. Here are some great tips to help you keep things running smoothly.

Persuade users to update their online profiles

At the heart of your company’s social intranet is your People Directory. The People Directory connects your staff members across every department and office location, sometimes globally, and it can often be a lifeline for remote workers. However, for the social intranet to be fully effective, it’s important that everyone’s profiles are kept up to date.

Make setting up an intranet profile an integral part of the new starter onboarding process. It often works to task someone within your HR department with taking photos of all your newbie workers and with helping them to set up their profile within the first week of employment.

Ongoing, you can use the integration functionality within your intranet software to automatically populate profiles with information from various third-party directory sources. In this way, whenever client data is updated, for example through payroll, their profile will be updated automatically.

Target content effectively

One bugbear that is guaranteed to turn workers off from using your intranet is too much generic content that’s not appropriate to everyone. An effective way of combating this is by setting up targeted landing pages, offering a personalised intranet experience with relevant, targeted content; try focusing on newbies, remote workers, IT staff etc.

Encourage senior management content contributions

You can make a big difference to how interested your employees are in using the intranet by encouraging senior management contribution to relevant department forums, blogs, and other content. However, many members of your management team may find it difficult to devote the time to creating and posting content on your intranet platform.

You can overcome this hurdle by tasking a member of your internal comms team with ghostwriting on behalf of your senior management team. This will speed up the process and ensure that your intranet features plenty of content from those at the top. Another effective technique is to use video contributions instead of copy. For example, a brief sound-bite from your company CEO about company end of year profits will garner more interest from staff members than a written report and won’t take as long to prepare.

Migrate business processes onto your intranet

Your intranet can be a very powerful tool for streamlining many of your routine HR processes. Including workflows, training courses, and holiday booking systems online will not only save your HR department time and resources, it will also encourage staff members to use the intranet more.

Encourage group collaboration

You can encourage group collaboration among staff without creating extra workload. This is particularly useful if you have staff working in multiple locations across the country or worldwide, working out on the road or remotely.

Start by integrating your intranet with your business critical applications and cloud storage platforms. Setting up dedicated team areas that are specifically designed for collaboration works very well and can facilitate increased worker engagement and adoption with your intranet.

Be aware of what information is absent

One major challenge faced by intranet managers is knowing what information is missing from the platform. Absent links or poorly tagged content frustrates users and ultimately leads to loss of engagement.

By using tagging software to map out your content more effectively you can make sure that your users find exactly what they are searching for. You can save yourself hours of time by taking a few extra minutes assigning appropriate tags to your content. Generate reports showing what has been searched for and not found, then plug the gaps in your content.

Keep documents current and consistent

As the intranet manager, one of your key tasks is to keep the information on your intranet current and relevant. Finding out-of-date documents can be very frustrating for employees and you also risk encountering duplicated effort or even significant business-damaging errors.

To avoid this issue, make full use of the version control function within your intranet software to make sure that users are only given access to the latest version of every document. Check when the content has been updated and by whom, and assign responsibility for sign-off to a dedicated page owner. Set review dates for the content held on each page with automatic alerts for the page owner. You can also request a report, highlighting when the content is due to be updated so that you can follow-up with the page owner to ensure that this has been done.

The management of your company intranet can be challenging, especially in very large organisations where you have many staff working from many different locations. Use the tips given above to help things go smoothly and to ensure that your staff get the most from your company intranet.

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