Developing a best practice intranet policy
When it comes to internal communications, there are a wide range of scenarios organisational leaders may find themselves in. A business may have identified it needs to streamline its information and document management and is in the process of developing an intranet. Other businesses may have an intranet, but it's unclear who the owner is or what the internal engagement strategy is. Or other businesses may be maximising the use of their intranet and internal engagement is thriving. No matter the scenario, a best practice approach will include an Intranet Policy. A policy will not only ensure that the intranet as a valuable tool is visible at Board level, it will also ensure a range of benefits to the business. This short slide deck is structured like a handout (some slides are too text heavy to put up on a screen) and will help leaders develop a high level view of what a best practice Intranet Policy should generally include. Let me know if you find this useful or would like to discuss further. Find out more at https://filament.digital
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Developing a best practice intranet policy
- 1. Developing a best practice intranet policy By Jeremy Balius www.JeremyBalius.com @JeremyBalius
- 2. Agenda • What’s it for • How to approach • Framework and structure • Guidelines and processes • Roles and responsibilities • Related documents • Ownership and review • Publish and communicate @JeremyBalius 2
- 3. What’s the intranet policy for? • Ensures best practice governance • Infuses a common understanding of your intranet’s purpose • Guides all intranet users in the ongoing use and maintenance of the intranet • Provides a framework for how needs are identified, how decisions are made and how changes are implemented • Ascribes responsibilities and mitigates risks @JeremyBalius 3
- 4. How to approach 1. No one-size-fits-all solution – what does your organisation and stakeholder audiences need? 2. Focus on accessibility and usability 3. Define purpose and scope of intranet and intranet policy 4. Ensure all policy applies to all materials published on the intranet, including any third party materials that may be hosted on the intranet domain 5. Communicate that all site owners and site publishers must comply with this policy and associated guidelines. This includes all staff and contractors who are authorised to publish to submit content for approval and publication to the intranet @JeremyBalius 4
- 5. Framework and structure • Outline overall approach to structuring content around staff (define common personas if possible) • Is navigation intuitive? • Don’t just replicate divisional structure of the organisation – focus on what staff need • Determine if different teams and divisions will be high touch with intranet • If multiple news channels throughout intranet, consider RSS subscriptions to integrate with email @JeremyBalius 5
- 6. Guidelines and processes Identify whether a separate intranet usage and compliance procedure document is required @JeremyBalius 6 Content management Standards Moderating Monitoring and review
- 7. Roles and responsibilities @JeremyBalius 7 Intranet owner Super users Subsite champions Content authors Style approver Content publisher Vendor relationship manager Training
- 8. Related documents @JeremyBalius 8 • Privacy Policy • Copyright Policy • Employee Code of Conduct • Website & Social Networking Policy • IT Policy Examples of internal documents • Copyright Act 1968 (Cth) • Information Privacy Act 1992 (Cth) • Disability Discrimination Act 1992 (Cth) • Racial Discrimination Act 1975 (Cth) • Sex Discrimination Act 1984 (Cth) Examples of Australian legislative documents Link to any related documents, including internal policies, procedures, guidelines and legislative documents
- 9. Ownership and review @JeremyBalius 9 Define an owner or sponsor of your Intranet Policy. This may be an individual role or a committee. Ensure your policy document is reviewed annually and presented to your Board if changes are required Remember to be diligent with version control
- 10. Publish and communicate @JeremyBalius 10 Once approved by Board or policy committee, ensure document is published to appropriate document manager Communicate the policy’s existence and content to all internal stakeholders via internal communications channels Include or reference policy document in on-boarding and training processes