If you are deploying an intranet in the coming year you’ve likely already noticed just how many tasks there are.
Just like other infrastructure, it’s important to have a strong team of contributors and stakeholders to ensure its long term success and adoption of your intranet. Because no matter how well designed your intranet is, without the right people helping to support it, it isn’t going to survive.
The size of your team will depend on the size of your company. In a small company it may be just one intranet manager to do it all. However, it is still important to understand each role, and how they contribute.
The following are some of the most common intranet team roles and responsibilities:
It’s important to have employees who will speak highly of your intranet, and encourage others to check it out. Cheerleaders can help articulate the value of your intranet to other teams and departments, while encouraging adoption. You don’t necessarily need a team, but you definitely need someone who will be in your corner to praise your intranet.
Whether it is an actual member from the executive team, or a representative on their behalf, it’s critical to have leadership contribute to your intranet. Having contributions from your executive goes a long way in demonstrating transparency, and keeping staff informed. If your leadership is too busy to get involved, find a way to make to make it easy for them--like offering to write their contributions.
Your intranet is not going to manage itself. To ensure its long term success, you must have one main administrator. The administrator should handle a variety of tasks including moderating comments, setting up permission, and ensuring the content stays work related. An administrator should also help to maintain updated documentation, so outdated files don’t mistakenly get accessed.
Writing content can be tough; especially if it doesn’t come naturally to you. Consider having contributions from other departments and locations so your content remains diverse and relevant. Look for contributors that are natural storytellers, and have a passion for writing. Also, make sure your writers are keeping the reading level light, so that the content is understandable to every employee.
Today’s intranets are extremely visual with rich graphics. If you aren’t able to find someone to devote a lot of time to this, at least find someone who can help part time. This role often defaults to graphic wizards in the marketing department, but really it can be anyone who has a strong understanding of what images work well on an intranet. The more visually appealing your intranet looks, the more likely employees are to adopt it.
When an intranet is well designed you don’t really think too much about this role, however a poorly designed intranet can lead to confusion, chaos, irrelevant content, and of course, low adoption. More and more intranets are relying on usability experts to ensure efficient navigation and page structure.
Finally, building a successful intranet won’t happen overnight, but having the right team involved can go a long way in ensuring its success. Does your intranet have a team of contributors? If so, what roles do they play?