If you are overseeing an intranet you likely are already aware of how challenging the management of intranet content is.
The good news is that it doesn’t have to be so complicated. Yes, managing content is a big responsibility, but your intranet will actually be stronger if you can shift your energy from managing content to managing a group of content contributors.
So how you do begin this process?
At first it might feel natural to reach out to the marketing department or to HR as they both have roles that touch on internal engagement. However, for your intranet to be successful it needs to reflect the needs of the entire company. Not everyone is going to want to contribute--and that’s ok. The point is to slowly build up a diverse group of people who are excited to be involved. Make that group as diverse as possible, from your executive to your interns.
Establish A Voice
Just like your company has a brand, your intranet should too. You can’t expect each contributor to sound identical but it’s important that your content writers have the freedom to pursue and develop their individual and department voice. Just make sure they understand your brand, as well as general guidelines for content etiquette.
Think Community Management
Similar to how a community manager is responsible for advocating the brand on social networks, your intranet should have a group of community managers. They can be responsible for a department page, a project page, or a group page. The difference between a content contributor and a community manager, is that that community manager will oversee and maintain ongoing engagement.
Keep Content Owners Engaged
If you’re building a new intranet you want to engage content owners and community managers from the beginning. In other words, don’t make the mistake of reaching out to them only when you are desperate. Engage them early by bringing them into discussions on the content plan, important dates, and the overall vision of the intranet. The goal is to create a group of contributors that are passionate about their own content and how it is represented on the intranet.
Yes, most of us don’t need another meeting. However it’s important to meet periodically with all your content contributors to create strong accountability. You will learn quickly enough what frequency works best for your group. When you do meet, make sure everyone has an opportunity to discuss anything they might be struggling with and content tips to share. Make sure to also take the time to celebrate good content and successes. Don’t forget to also include any contributors that may be in different countries or time zones. In this era, meeting online shouldn’t be a hassle.
Create Collaboration Opportunities
Finally, create opportunities for content owners and community managers to share ideas, learn useful tips, and connect with each other. After all, collaboration is what your intranet is made for.