One of the primary reasons for using an intranet in organization is its content management system. An intranet can not efficiently enhance internal communication and share information between the employees, but it can also be used as a powerful tool for content creation, management, and sharing.
Instead of using different applications and software for content creation and management, you can do everything from a centralized platform. However, just like businesses grow, the content on the intranet grows. As a result, it becomes difficult to manage that content. Fortunately, there are several ways you can manage your intranet content without creating a mess.
So, here are a few things and guidelines you should keep in mind while creating content on your intranet so that your employees can create and access the content with ease.
1. Understand the lifecycle of intranet content
Before you start managing your intranet CMS, it is important to know how to use corporate collaboration software to create content. No matter what industry you work in and what kind of content you want to create, it will follow the same strategy:
- Content creation starts with planning, following the writing and approval process.
- Once you have your finalized content, it is time to publish it. And the publishing process includes managing versions, adding metadata, and updating the optimized and updated content.
- Finally comes content management, which includes the review process, sharing and deleting irrelevant information.
Understanding the lifecycle of content on the intranet is crucial, especially if you want to improve your social intranet. It constantly reminds you about the job that hasn’t been done once the content is published, which will further help you in content management.
2. Create a strategy and guideline for content creation
Before you create intranet content, it is vital to develop an effective strategy. Intranet content creation must be simple to get the most out of your CMS employee intranet. So, you must develop a strategy while considering your business goals in mind for content creation.
For instance, some organizations use the intranet for employee collaboration, whereas others use it to save their time by providing self-service support. So, the strategy you choose will depend on your goals. Remember that you set realistic goals. Otherwise, you will end up wasting your time and resources.
3. Enlist community managers and communicate regularly
Intranet content management is not one person’s task. Instead, it should be done by everyone. You need to assign different tasks to different employees to achieve the final results. So, you must include everyone, including your community managers and employees. Apart from this, you need to ensure that your employees, managers, and higher staff communicate regularly to understand the current status of your intranet content. Doing so will help you ensure that nothing is overlooked and that everything is going as planned.
4. Train employees
Before you allow your employees to create content on your intranet content management system, it is crucial to schedule quick training sessions so that they know what they are doing and how to do it in the right way. Not only will this help boost the confidence of your employees to use the intranet but also make it easier for them to create, publish and manage content.
Since an intranet features some social media features, make sure you tell your employees how to tag content to the right employee. Even if your employees forget to have a look at the tagged content, they will get automatic reminders.
The bottom line
Content creating is a crucial aspect of any internal portal for employees. Hence, it is vital to ensure everything is going right. So, remember the above tips to manage your intranet content. However, once you have gone through all the steps, make sure you analyze the results to find the areas that need improvement and make content management a breeze.