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Intranet Best Practices: 5 Characteristics of a Successful Intranet

5 Characteristics of a Successful Intranet

Now more than ever it’s never been more important to be connected at work. With the diverse range of communication and increase in collaboration comes the need to work in a more understanding, social, and unrestricted way. A successful intranet is essentially the foundation of a connected, engaged, and productive workplace. However, it is crucial to develop a clear, structured, and compatible intranet plan that allows you to manifest your organization’s efforts. When a successful intranet is deployed and managed correctly, it seeks to unite your people, drive productivity, create a positive culture, and deliver significant results for all stakeholders.

Creating a technical solution can be like creating a living, breathing entity. Organizations will reap the benefits of a great intranet if they are willing to provide more time and effort into their internal communication. In this article, we will go over 5 main characteristics of a successful Intranet.

 

1.Objectives and Plans

When an organization decides to commit to an intranet it is often driven by wanting to be more in control, expand, improve, and reinforce their “why”. The planning, discussions, and perspectives behind a successful internal communication plan needs to include all key stakeholders especially, employees.

You might have the lowest-cost, best plan for your industry, and ​most advanced service. However, if your employees are not on-board with the business objectives, embody the company’s identity​, and find meaning in their work​, your organization will not evolve or grow.

The people in your organization are more inclined to be disciplined, passionate, and proactive of their role if they understand where their work aligns within the company’s mission, environment, and purpose of their work. Thus, it is imperative that you tailor an intranet to solve the problems they face, supply tools and information they need, and unite their efforts. “Objectives and plans” are a main characteristic of a successful intranet as it seeks to establish the ground works for an empowered workplace, positive culture, and goal-oriented environment.

company culture

2. Deployment, Features, and Critical Mass

Creating and deploying a renowned intranet that all users love is every corporate leader’s goal. However, it can be difficult to know where you can begin when you have a diverse range of features, pages, functionalities, and tools to choose from (especially, when many of these capabilities come at a hefty price). Every organizational intranet is set out to be unique depending on its purpose, user needs, objectives, culture, and challenges facing the business. Before deploying your intranet you have to have a clear idea of what it is you really need and want to accomplish.

Critical mass, inclusivity, and buy in from everyone are also critical factors for an intranet deployment to start on the right foot. Leaders in the organization need to provide great reasons for their people to use the intranet, get the numbers behind it, and adjust as needed. That is not to say that small businesses cannot benefit from an internal communication solution. It just means that we must be aware of what technology is necessary to get optimal return on investment from an intranet. Different platforms provide different methods of communication and in turn require a different number of users to keep it going (as described in the Pareto Principal). It all really depends on what we’re trying to accomplish and the level of user engagement yet, this is all heavily affected by the tools deployed, internal leadership, and company-wide efforts.

productivity tools

3. Enterprise Productivity, Flexibility, and Stability

The productivity apps, advanced functionalities, and interactive web pages are meant to provide strategic direction, open communication, and performance-driven collaborations. However, it becomes very easy to get lost in the mess with the abundance of application tools and constant updates. The best company intranets are equipped with advanced yet, necessary productivity and automation apps that help your people. Here is a quick summary of Office 365 apps to get a better understanding of functionalities and their purpose: productivity tool overview.

Once again, creating a technical solution can be like creating a living, breathing being. An intranet’s features range across the technological spectrum depending on what capabilities you would like to have, ease of use, and how flexible the intranet platform can be.  In the lifespan of an organization, it can go through many brand, management, and team changes; a powerful intranet must be able to adapt, innovate, and not fail at the first sign of struggle.

Nonetheless, the best intranets create consistency and internal stability.  You are able to create a common identity, sense of ownership, and strong community by developing an internal brand, and driving homogeneous content, such as, newsletters, homepage, blogs, social features, etc.

intranet

4. Security Protection

More than two-thirds of those businesses who overcame a cyber-attack are unwilling to act upon the attack and secure their systems. It is clear that businesses either don’t have enough money invested in cyber defense or don’t have a strategy or system to detect threats, protect data, and reduce damages the moment they happen. Thus, the most successful intranets are able to keep their organization’s information, ideas, and people secure from inside and outside threats

Taking a look into information protection, it is necessary to ask, how you can secure data that gets stored in the cloud. Security and intellectual property policies are another key component that work across all office applications, file types, and network. It is meant to protect intellectual property, restrict data from being downloaded or shared without approval, and implement time-based access. The cost associated with a data breach or data loss are substantial. Successful intranet platforms need to take precaution, configure the right policies, and have somebody that can also manage those policies (whether it’s an in-house expert or third-party group).  

security

5. Data Analysis

Intranet analytics  is probably the most underestimated characteristic of an intranet. It has the power of letting you know how your entire digital workplace platform is doing, what employees want/need, where to adjust, and what is working for your company. It provides you with clear answers to important questions. This is a vital factor to not only your intranets growth but your entire organization. Learn to gather the deep insight and data into how your intranet is performing with sophisticated tools and metrics

data analysis

Conclusion

The process of creating a successful corporate communications plan can easily turn chaotic and fail without the right system integration strategy, expert guidance, and support. Klarinet Solutions is here to help organizations overcome these hurdles of doubt, experience, and uncertainty when it comes to corporate communication.

We specialize in enhancing system performance, optimizing user experience, and developing streamlined processes that support business objectives. To find out more about how we can help you optimize SharePoint, Office365, or PowerApps, please contact our solutions delivery team or reach us by phone at (866) 211-8191. 

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