An intranet is only effective if it engages employees, supports daily initiatives, reflects the organization’s values and ultimately helps people get work done. As an intranet administrator, your job is to ensure that these basic requirements are being met by your intranet platform. So where do you start? Make sure your organization’s intranet has these five elements:
1. Employee profiles
The employee profiles on your intranet should be filled out with accurate and up-to-date information. Making sure profiles are properly filled out should be up to each staff member, but you can ensure profiles are being kept up to date by having all employees review their profile annually. Include “Fill out employee profile” on your onboarding checklist to ensure new hires fill theirs out, too.
Why is it important for an intranet to have completely filled out employee profiles? Profiles are often used for looking up colleagues’ contact information. Having empty fields or incorrect information can cause frustration and wasted time. In addition, if a profile doesn’t have an employee photo attached to it, recognizing colleagues is more difficult. Professional, consistent headshots are important-so have a photo day at work!
2. Enterprise search
Ineffective intranet search is one of the biggest complaints about intranet software. Intranet search that doesn’t work properly causes decreased productivity and efficiency because employees spend too much time looking for resources. Powerful enterprise search isn’t just a useful tool, it’s a necessity.
For enterprise search to be effective, make sure it has:
- Display cards that show a preview of search result
- Search filters that filter search results by document, form, person, etc.
- Auto-suggestion that automatically completes search terms based on language in your intranet
3. Engaging content
People digest online content in very specific ways. You should deliver your intranet content much like the way your favorite public websites deliver theirs. Consider the audience your content is aimed towards and what their needs or pain points are. Your intranet content should speak directly to your audience while addressing their needs.
Below are some tips for delivering engaging intranet content:
- Include personalized content
- Include images
- Include interactive content (i.e., forms, surveys)
- Use content tagging to make content “searchable”
4. Employee recognition
When employees feel valued and appreciated, they perform better. If an employee is putting in extra effort above and beyond his or her daily work tasks, recognition feels good. Celebrate and recognize employees for a job well done on your intranet. Employee recognition allows management-and employees-to publicly recognize a colleague for outstanding performance.
Employee recognition inherently brings a feel-good factor to your intranet. As a result, your intranet can quickly become a part of your culture and employee recognition will become the norm.
Your intranet is a business tool. Make sure that your intranet is helping employees get their work done more efficiently and effectively. Having quick and easy access to resources is a must. A successful intranet should have a variety of tools and features that allow tasks to be performed easily. These include things like documents, policies, online forms and more.
TIP: To further boost intranet adoption, make sure regular tasks, such as filling out forms, are easily accessible. Including quick links to these tasks on your intranet homepage ensures people can access the resources they need in a timely manner.
Which tools you’re using on your Intranet that have increased adoption and employee engagement? We want to hear from you in the comment section below.
A version of this article originally appeared on Intranet Connections.