There are any number of reasons why you might need an intranet. It might be that your current intranet isn’t working. Or maybe you’re considering a first-time investment. In defining the purpose of an intranet, you can gain clarity on your project expectations; both in relation to your internal audience and any intranet solution supplier being considered.
In our blog on the 47 questions to ask before investing in an intranet, we looked specifically at the intranet discovery questions that you should be asking first.
As an experienced intranet provider, we know that one size doesn’t fit all. It is essential to understand the needs of your organisation so that you can select the most effective intranet solution.
Specialising in the delivery of digital workspace solutions, we can help you make sense of all the options when it comes to your intranet project. If you would like advice then please contact us.
It is vital to have an understanding of your organisational needs so that you can choose the right solution. With that said, let’s explore the key themes and the journey to setting up the best intranet for your business.
At a high level, an intranet is a private website accessible to the organisation’s employees. Some of our clients also allow for limited access to external contractors.
An intranet should function as an informational business hub, enabling the sharing of news, documents, and other business information. As a centralised repository, your intranet should simplify communication between departments.
Besides the functionality, it is essential to understand the purpose of an intranet. The purpose will vary, depending on the organisation’s size, culture and management goals. An intranet will be used to improve employee engagement and productivity.
What does that mean?
Having covered these points, you might be wondering who will assume responsibility for shaping your intranet’s purpose. Let’s begin with your intranet sponsor.
Your intranet needs a sponsor who will take ownership of the overall project. They will be the main driver, having identified the business case for the required intranet.
Typically, the intranet sponsor will be a senior staff member. They are often on the leadership team and seen as a visionary within the business. The sponsor will play a key role in shaping the success of your intranet by supporting and encouraging positive change in behaviours
The intranet sponsor will be able to articulate the “why” behind the adoption of the intranet. Considering the organisation’s objectives, they will take the lead in securing the budget.
It’s common for the Project Manager to turn the vision into reality. They will oversee the intranet implementation, transferring ownership when the project is complete.
First-time intranet sponsors are common. We provide such sponsors with guidance and advice on how to maximise the chances of success, helping to set reasonable expectations bespoke to the organisation.
Two key purposes drive the functionality of your intranet.
To build community and culture through employee engagement.
Forums - functioning as open communication channels for staff and leadership, they help in the connection of departments.
News publishing – improving the leadership of employee communications, they allow for the sharing of up-to-date departmental news
Special interests – supporting clubs, sports teams and community interest groups in connection with charitable partnerships.
To help people work smarter and more productively.
When asked for feedback employees generally highlight internal “communications” as needing improvement.
To give your organisation the best chance of achieving engagement goals, consider the following:
The costs of intranet implementation often play a key role in deciding which solution to invest in.
Some intranet vendors offer different pricing models depending on the duration of your commitment, whether you hold charitable status and what intranet features you require.
It’s worth asking your intranet vendor the following to ensure you are getting the best value for money:
Productivity won’t automatically be improved after setting up a new intranet platform. There should also be a reflection on the best ways of working.
Let’s consider three scenarios:
Experience tells us that the creation of a SharePoint knowledge base won’t automatically lead to a culture of knowledge sharing. Think about the best ways of encouraging:
Setting up a digital workspace is simple. However, any site lacking good governance will sprawl with complexity. The true value will be diminished.
So, consider these questions before creating a new workspace:
One of the biggest intranet benefits is the capacity for the storage and sharing of company policies. This is particularly valuable for HR, as their policies impact everyone.
Rather than handcrafting individual responses, you can drive the desired behaviour by pointing to the intranet as a standard source of information. Confidence can also be improved if departments such as HR are to manage and publish on the intranet, ensuring the accessibility of policies.
If there’s no one championing the intranet from the top then it will be bound to fall flat, with the cycle of failure repeating.
It’s vital to ensure the balance of productivity and employee engagement. This will be both a technical and change management project, ensuring successful company-wide intranet adoption. Leadership support will be essential.
Employee engagement is one of the most important intranet functions. This can be achieved through the sharing of curated news about your organisation, incorporating the views of leadership and general staff. There should also be forums, allowing for the discussion of common interests with relevant feedback.
The intranet should also function as a trusted version of the truth, through the sharing of up-to-date policies, procedures and handbooks.
Click through to see our other blog posts.
There are any number of reasons why you might need an intranet. It might be that your current intranet isn’t working. Or maybe you’re considering a first-time investment. In defining the purpose of an intranet, you can gain clarity on your project expectations; both in relation to your internal audience and any intranet solution supplier being considered.
A company intranet can be an extremely powerful communication and collaboration tool. More and more companies are searching for ways to improve internal communication, boost employee engagement, increase productivity and build an enduring workplace culture.
Ask how we can help you:
• First steps in helping your business do this?
• Taking a step back and building your strategy?
• Stuck in the mud and needs help getting out?
Whatever the question, you can expect a response within a business day.
