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Intranet Best Practices

Content Proposition

A key step in building your intranet is understanding and agreeing what should or shouldn’t belong on the intranet. This guidance should be established and agreed with senior management. Identifying these requirements allows the intranet manager to set boundaries on what is and isn’t published.

Proposition outline

Content will go on the intranet if it:

  • has a clear user need backed up with evidence
  • meets at least one of the proposition criteria

Proposition criteria

Below is a list of suggestions for criteria for information which content should provide. This should be customised and/or extended as appropriate.

  1. Helps to achieve a task. For example:
    1. Check a policy
    2. Find a form
    3. Access a system
  2. Is an organisational policies and procedures. Examples:
    1. What is the company policy on Bullying and Harassment
    2. How to induct new employees
    3. How to deal handle sensitive client information
  3. Knowledge about the people in the organisation as well as the organisation structure
    1. Find internal employment details (based on name, role, team)
    2. Find team details (based on related people, position in organisation structure)
  4. Corporate news
    1. Find out about upcoming changes
    2. Keep informed about ongoing change projects
    3. Be made aware of campaigns
  5. Employee communications
    1. with senior/corporate teams (comment on news items etc)
    2. with peers and colleagues (e.g., classifieds, employee notices, fundraising for charities)

MoSCoW Prioritisation

The MoSCoW prioritisation method is a useful tool to help determine the degree of importance and priority of an item. This method can be used to help determine what content is to belong on your new intranet, and the priority – as you may find that after you have completed an audit, you have more content than you initially thought, and not as much time or budget!

  • M: Must have
    This is for essential items. These items cannot be replaced and are central to the organisationand the intranet.
  • S: Should have
    The intranet would still be functional and useable without these, but this content adds significant business value.
  • C: Could have
    This content would add some benefit to it’s users, but less so than content that you ‘should’ have. These are generally nice-to-haves.
  • W: Won’t have
    This content adds little value or benefit to the business or the user. This may also include content that should not be on the intranet.

Content which should NOT be on the intranet

The following is a list of content which should not be published on an intranet – however, depending on one’s organisation, this may be necessary.

  • Highly sensitive information
  • Documents, publications, and instructions owned by other organisations and held elsewhere on the web. Consider linking employees to the location of these
  • Content only relevant to one or two users (it is not intended as personal storage for documents)
  • Duplicated information – content should not be duplicated across multiple platforms. Information can be moved to the intranet (and removed from it’s original locations), or link users to the location