Success or failure is determined by how you manage the intranet. Behind every successful intranet is an intranet management strategy. In these slides, we share some best practices. Following these guidelines will ensure your intranet continues to deliver.

1. INTRANET MANAGEMENT
Best Practices For Managing Your Intranet

2. Your intranet is up and running, and you are delighted with
the results. Internal communications have improved, team
collaboration is on the up, and best of all, your employees
love the platform. Congratulations!
However, launching the intranet is only half the battle.
In the long run, success or failure is determined by how
you manage the intranet.
Even though your platform is intuitive and works almost by
itself, behind every successful intranet is an intranet
management strategy.
However, it’s never too late to get started.
In this post, we share some intranet management best
practices. Following these guidelines will ensure your
intranet continues to deliver.

3. INTRANET MANAGEMENT: KEY TASKS
INFORMATION
MANAGEMENT
encompasses intranet
organization, content creation
as well as reviewing and
archiving content.
USER
MANAGEMENT
involves assigning user rights
and page permissions,
notifications and password
resets.
ANALYTICS
covers the development
and monitoring of metrics
to measure success,
including user statistics and
staff feedback.
ONBOARDING,
TRAINING & SUPPORT
ongoing training and
support for users in intranet
features, plus responding
to technical issues.
There are several components to intranet management. These can be grouped into four broad categories:

4. INFORMATION MANAGEMENT
The intranet is all about providing relevant, timely content to employees. And that
requires careful planning.
Best-of-breed intranets develop an intranet content strategy to manage the process.
The strategy should identify your overall goals and objectives for the organization of
your intranet. It should also make clear the internal processes involved in creating
content and practical guidelines for content creators. You could also have guidance
on intranet branding and design to ensure a consistent look.
Content maintenance is just as important as content creation. Be certain to have
systems in place to ensure content remains relevant and up to date. So, set out the
process for updating, archiving, or deleting content. After all, there can be serious
consequences if, for example, an employee accessed an outdated safety and health
protocol. Plus, if content is no longer relevant, then it will impact engagement and
adoption of the intranet.
When it comes to content creation, an intranet content calendar is a useful
management tool. It provides an overview of content scheduling and who is
responsible for what and when. If you know when news and updates are due to drop,
then add them to your content calendar.
C O N T E N T
A R C H I V E
O R G A N I Z E

5. INTRANET ANALYTICS
It’s impossible to know how successful your intranet is unless you collect metrics to track progress. Analytics is a critical part of
intranet management.
Embedded intranet analytics make it easy to collect meaningful data. Find out what pages and content are popular with staff. And
identify those pages that need to be tweaked. Be sure you keep track of the number of unique views for important company
announcements. That way, you will be able to see whether your messages are getting through.
Analytics also helps you drill down on trends across teams or office locations. You could discover that some teams or offices are not
as active as others. Targeted training or more encouragement will help these staff to get the most out of the intranet. Keeping an eye on
searches and top keywords also provides useful insights. And it flags up features and tools that may be missing from the intranet.
For a fuller picture, you also want to measure staff engagement. Keep a record of comments, likes, and subscribes to measure
employee interaction with intranet content. Feedback from staff is another essential component. Create an employee survey on the
intranet and ask for feedback or invite suggestions for improvements.
Alongside platform-specific analytics, think about wider organizational indicators that the intranet can impact.
Many companies monitor email traffic, staff turnover, and paper costs as a way of measuring the intranet’s ROI. However, don’t
forget to include productivity savings in things like automated processes, staff travel, and reductions in time spent in meetings.
Similarly, often there are cost savings in doing away with other collaboration tools and enterprise apps that are now redundant.

6. USER MANAGEMENT
Another fundamental intranet management task is user management.
Most cloud intranets come with inbuilt user management tools. Easy to use, these
tools allow you to set up users on the system and assign content creation, editing, or
view-only access. These can be done on an individual or bulk basis for whole teams
and departments. An individual user is likely to have a mix of rights relevant to their
team and role.
Protecting your intranet from internal security threats is fundamental to intranet
management. The user management tool means you can set up forced and automated
password resets. You can also use page permissions to restrict access to sensitive or
confidential intranet content. And don’t forget to swiftly delete users who have left the
organization.
Part of user management involves setting up notifications. It’s vital to keep staff
informed of the latest news, developments, and features. Some companies use hot
news buttons on the intranet home page to highlight important updates. Others get the
message out using the intranet’s team chat and a #channel. And some create and send
out newsletters showcasing posts and the latest developments. Whatever system you
decide to use, the intranet’s automatic time zone scheduling ensures users get timely
notifications.

7. New recruits to the business need training on intranet. And as new
tools and features are introduced, current workers will require
upskilling. Therefore, onboarding and training is a crucial aspect
of intranet management.
With more and more staff working remotely, online training and
support are essential. And the intranet makes it an easy task. It has
it covered from webinars, explainer videos, podcasts, and standard
operating procedures through to step-by-step guides. And you can
make it interactive with quizzes, wikis, and #channels.
Group training and support content and store it on a central
knowledge section for quick and easy access. Workers can make
use of the resources regardless of location or operational hours.
From time to time, there will inevitably be technical glitches and
issues. You need to have systems in place to resolve these swiftly.
Automate helpdesk requests on the intranet. Automated
processes are easier to manage and allow for greater oversight for
managers and employees.
The intranet’s instant messaging is another useful tool for resolving
technical issues. Set up public or private chats, share files, and
create #channels or @mentions to keep staff informed in real-time.
ONBOARDING, TRAINING, AND SUPPORT

8. Finally, a word on how to deliver intranet management.
Is it better to employ an intranet manager or set up an intranet steering group?
The answer largely depends on the size of your business.
Smaller companies tend to find that an intranet manager can oversee all aspects of intranet management.
Certainly, there’s a lot to be said for having one employee with clear, overall responsibility.
However, for larger businesses with many employees and departments, it can be too big a job for one person.
An intranet steering group where responsibility is distributed across several employees often makes more sense.
The burden is shared while the group comes together to provide a coherent and consistent overall approach.
INTRANET MANAGER OR STEERING GROUP?

9. HELP AND ADVICE
Here at MyHub, we have considerable experience in supporting our customers with effective
intranet management. Our help and advice don’t just stop after the intranet’s launch day.
You will find lots of useful articles about ongoing intranet management on our blog. From
ideas on how to revitalize tired intranet content to design improvements, there’s lots to inspire.
And we are always happy to provide insights or suggestions, so do get in touch.
MyHub is a leading cloud intranet provider to hundreds of businesses of different sizes and in
various markets worldwide. Designed by the experts with the non-expert in mind, our intranets
are easy to set up and simple to manage.
Sign up today for a free demo or no-obligation 14-day trial.