Top tips for managing a modern intranet

You’ve rolled out a new company intranet. It looks great and is highly intuitive. But without effective governance (guidelines and management) all the hard work you’ve put into getting it up and running will be a waste of time.

So, what do we mean by governance? It is concerned with all processes required for the development and management of the intranet. Furthermore, it governs how (parts of) the intranet is used within the organization. There are a number of best practice guidelines for governance that will ensure you derive maximum benefit from your intranet.

Best practice 1 - Determine roles and responsibilities

The first step is to determine roles and responsibilities. Ownership is often claimed by the Communications department, but the IT department also sees itself in that role. Yet there is no single owner. Instead, there is an intranet team consisting of experts in the field of intranet development and management. These are often employees in functional and technical management roles, as well as project managers, content owners, and the (management) sponsor.

Best practice 2 – Draw up an information strategy

An information strategy sets out where information is created, shared and published. This makes it clear who creates the information, who reviews it, and when it is published. It also identifies the goals various functions have on the intranet. The information strategy should be clearly written and actively promoted to the intranet users. It supports the intranet team in keeping the platform up-to-date. 

Best practice 3 - Determine information creation

One of the biggest advantages of the intranet is that the user has access to good, relevant and timely information. This information makes the platform social, informative and relevant. It is important not to underestimate this and to clarify who is authorized to place information on the intranet.

Best practice 4 - Communication and collaboration

Your employees create the intranet. That’s why it is important the governance model does not limit or frustrate them. Give employees a voice, for example by offering them space to provide their feedback. Getting them involved in the function of the intranet will also ensure they remain interested in its continual development and improvement. Collaboration and communication are important. When both are stimulated, the platform will grow and employee interest in the intranet will increase in tandem.