You’ve got the go-ahead to implement a SharePoint intranet that will turn your workplace around for the better. One platform that all staff will go to access all their work, policies, manuals, data, emails and apps. The whole team can access all of this from any device at any time, so all you need is an internet connection and you’re away!
Sound too good to be true? Well… there is some work to be done before its arrival. Here we share some of the things to consider when you’re planning and implementing a SharePoint intranet.
If you have a decrepit intranet, there may be bits and pieces of content you can save and repurpose to make useful for its new audience.
However, if this is the first SharePoint intranet you’ve had, you will need to make sure you have a constant flow of new and up-to-date content available to keep users coming back for more.
You could approach every department and ask colleagues which five pieces of content would be of most use to them and ensure these are uploaded.
You’ll also want to make sure you’re taking advantage of all the interactive features such as quick polls and the ability to comment on blogs or give instant feedback.
When you start drafting your SharePoint content, create a site map so you can clearly see how the navigation will work across the whole site. Everything should be structured in a clear hierarchy so users can find what they need quickly, and without getting frustrated!
The pages you think users will require most, such as latest news, announcements, job opportunities and perhaps a daily poll could be built into your site and displayed for quick access on your homepage with web parts.
Visuals on your SharePoint intranet homepage can be appealing and can increase the usage rate.
Establish content owners
You can manage your shiny new intranet in two ways. Either by running it on department level with an owner who will take responsibility for uploading and managing the content for their team OR you may choose a central unit, for example, the comms team, who will update everything.
However you choose to manage the content, there must be someone to take responsibility. This means you need your most proactive people onboard to collect, create and update any content on your intranet. When you sign up with Attollo, you are given some training days and you could use these to arm your staff with the best methods to keep your intranet fresh and relevant.
Establish intranet champions
You know the staff who were really keen in the initial chats about having a central place to store and share stuff? These are your new intranet champions. They support others in using the intranet to help them get the most out of it.
The best people to help promote your intranet are those you persuaded at the executive buy-in stage. They can explain to staff why they need it, how the company benefits from using it and how to drive it forward. If your senior staff are using it and sending communications through it, staff at every level will realise its importance.
The best thing about implementing Attollo Intranet is that you can have it branded however you like to compliment your existing website. We don’t recommend an exact copy of the website as staff may be confused as to which they are using, putting you at risk of a data breach.
Choose colours carefully that are on brand and feel right – don’t be afraid to go quirky and use bold colours. You can give your intranet a nickname too. One of our clients calls their new intranet ‘The Lounge’.
End user adoption
The main aim of your intranet is to keep users coming back to avoid missing anything. It could be the latest job opportunities, news snippets on the company, new benefits coming out or the latest events happening in their department.
You could set up a steering group or workshops to ensure users are confident in using the intranet and show them how to get the most out of it. It’s always a good idea to include things like how-to guides as well as marketable assets.
It’s a great idea to get feedback from your end users and make necessary changes to improve the site so that it continually meets their needs.
You’ve worked hard on your intranet, it looks great and the content is fabulous. You might like to consider a giant launch to get your intranet off the ground. One way to do this is to make an event of it. You could create a countdown via email with a launch video at the end of it – or even create a launch work party and hire a celebrity speaker to gain interest.
The most important thing of all is to have fun. And remember, it’s not all about work, work, work. Your new intranet is a great place to set up social events and fundraisers, which gives staff a good chance to get to know each other and make new friends.
Staff will enjoy using quick polls to give their opinion and who doesn’t enjoy a bit of friendly competition in the form of a leaderboard?
Need more advice?
If you need any more tips on planning or implementing your intranet, the Attollo team is happy to help. Contact us today and ask for a free demonstration.