Hooray! You have a company intranet and your launch was a success. Now comes the hard part – maintenance. Creating an intranet is not a “set it and forget it” project. To keep employees coming back and engaged, you must view your intranet as a living, breathing organism that needs to be nurtured regularly. This is a lot easier with a roadmap. Follow the three steps below to ensure your intranet becomes a value-added resource hub and community hot spot for your employees.
1. Keep All Documents Updated
Your company intranet should be the go-to place for employees to access all documents, information, and systems. If the information provided on your intranet is incorrect, you risk losing trust with employees and they will see no reason to continue to engage. To avoid your intranet becoming stale and irrelevant, make it a priority to audit your site regularly and make updates to forms, broken links, and documents as changes are made. New versions of documents should replace the old versions and include an “updated on” date for clarity. When sending new documents or policy changes via email, be sure to link to the intranet post rather than attaching the document in the email. This will ensure employees will see your intranet as a go-to resource hub and that they always view the correct, updated document.
What’s the best way to facilitate this process? Empower your department admins to manage their own content, and make sure they feel comfortable using the back-end admin tools of your intranet platform. On a periodic basis, schedule refresher trainings to reinforce skills with current admins and onboard new admins.
2. Create and Follow Your Content Strategy
Fresh content brings people to the site and keeps them coming back, so establishing an intranet content strategy is essential. First, decide on the right mix of content for your organization (types of content could include leader blogs, long form articles, employee Q&As, videos, and polls). From there, decide which topics to cover and how often to post.
Now it’s time for implementation. What’s the most efficient way to keep your content strategy on task? Create a content calendar. This will help you delegate and plan for content and associated supporting materials like banners and graphics. Ideally, your intranet should feature a mix of new content on a regular basis to keep viewers coming back for more. This can be a mix of company and department announcements, quick and fun employee features, and “for employees only” content that inspires, motivates, and educates.
As you move content through the pipeline, don’t forget to follow proper approval channels to make sure your content is accurate, appropriate, and not conflicting with other information. Know who needs to review the content, how much time they need in advance, the time required to make site updates, and the steps for final review. Build this into your calendar when assigning projects so you don’t have any communication mishaps, late or rushed submissions. And, if updates are made, be sure to have a clear convention for version control.
3. Measure, Analyze, and Adjust
Just like any other business initiative, you must measure performance to demonstrate ROI and optimize your intranet. Analytics reviews, whether weekly or monthly, will keep you on track for overall site usage, as well as assess popularity of specific content pieces. Knowing what your employees are most interested in will help you adjust your content plan going forward to increase readership.
Finally, conduct annual employee intranet surveys to gather more granular input into what’s working well and what’s not. Employees will appreciate the chance to provide qualitative feedback and ideas for future content or initiatives they’d like to be involved in. Now you have more fodder for next year!
Maintaining into the Future
As an information superhighway and virtual watercooler, your intranet can become the ultimate organizational efficiency and culture-building tool. Following these three steps and iterating your site based on data and feedback will solidify the connection your employees have to your business, ultimately enhancing their overall satisfaction. You’ll get props for the time and effort you’ve put into making your company intranet a place that’s educational, helpful, interactive, and even fun!
If you’re curious to know more about company intranets or have a specific question relating to yours, feel free to reach out for a conversation or demo. Also, we recommend revisiting our prior post “6 Questions Every Company Should Answer When Choosing an Intranet Platform”, for more information on building the intranet that your company deserves.