Less clutter, better function

10 ways HR can improve intranet communications

As more mid-sized and large organizations task their HR departments to manage intranets by self-publishing training materials, announcements, memos and information, these sites can quickly become cluttered and less functional.

But there are some simple steps that HR executives can take to improve intranet communications and productivity, according to David Cummings, president of web content management provider Hannon Hill, located in Atlanta.

“During the process of helping customers build their intranets using our web content management software, we’ve identified best practices to ensure an intranet is helping teams communicate and improving productivity within an organization. Whether a company is starting from scratch or freshening up a languishing intranet, following the steps we’ve outlined will ensure it becomes a valuable asset for the employees,” said Cummings.

To help companies make better use of their intranets, Cummings has 10 tips for a more useful intranet.

1. Update it frequently (announcements, news, etc)
By updating the information on the intranet site frequently, staff gets recent and accurate information. An intranet is a great way to spread the news.

2. Make it simple and easy to use
If it’s not easy to use, people won’t use it. The goal of an intranet should be to simplify and consolidate, not add to the mess.

3. Provide a search feature
An intranet is useless if people can’t find what they need. Even the most logically structured intranet needs a search bar for people in a hurry.

4. Track the usage (hits and visitors)
One person's idea of what’s useful and what’s actually used may be completely different. Keeping stats is a good way to help shape the company's intranet according to staff’s needs and expectations.

5. Organize it logically according to departments and teams
By organizing content around departments, each department has its own place to call home. An intranet’s functionality should reflect the functionality of the company.

6. Provide a starting page for each department
A starting page for each department provides staff quicker access to relevant information. It eliminates confusion and allows for much easier navigation.

7. Include files, documents, policies, procedures, etc.
Keeping important information on an intranet makes it easy for staff to find what they need. And having one central location makes for faster updates when information changes.

8. List phone extensions and contact lists
Instead of having to search around for a hardcopy of phone extensions and contact lists, putting this information on the intranet makes frequently needed (and often forgotten) contact numbers easy to find.

9. Allow for feedback forms
Feedback forms and comments are a great way to improve communication and collaboration – which is the whole point of an intranet.

10. Use a content management system
Using a content management system is the quickest and easiest way to maintain an active intranet.

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