When trying to find the perfect intranet, it’s important that you make a checklist for what the intranet should be capable of as there are countless intranet providers and you might get lost trying to find the right features.
It is important not to be tempted by features that your business will not benefit from. Therefore, you should look into the needs of your business and what the intranet should be able to solve for the company before looking for the perfect solution. Needs will vary from business to business, but generally the six most important features of an intranet in 2018 are the following:
As more and more people use their smartphone or tablet to communicate, it is important that the intranet is easily accessible across multiple devices such as smartphones, tablets and computers. Besides the intranet being easily accessible and compatible across all devices, it is also crucial how the intranet works and that the user experience (UX) is good. For example, it is an advantage if the intranet has an app so you do not have to open a website in your browser on your mobile or tablet every time you need to check the intranet. If the intranet is accessible through a native app, you will be able to receive push notifications and thereby be constantly up to date about movements in your organisation.
In order to make the intranet relevant to the individual employee, it is essential that the employee only sees information and updates that are relevant to them, so they will not waste time looking through unnecessary information. For example, you should be able to create groups based on job function, department, or such, and any intranet should have some kind of permission control, so you can easily control what the individual can see as well as whether they have read the information you shared.
Another type of customization is the ability to integrate the intranet with other services such as a calendar system, a scheduling service, etc., if the intranet does not have these features. If the intranet allows for integrations, then you can create your own tailored intranet in case you need more than the basic - and often most important - features such as a search function, shared documents, employee manuals, chat function, and a calendar. These features together combine google drive, whatsapp, and facebook into a single solution.
Simplicity is key. For modern businesses, the intranet must be simple and intuitive, so that it is as easy as possible for the user to navigate. This will save time during onboarding and increase the usage of the intranet. The main purpose of an intranet is often to make everyday life easier for the company and its employees, for example by increasing communication between employees and saving time. This could be solved by not having to search different databases to find a particular password, process, contact, or similar, as everything is gathered in a single place - the intranet. If the intranet is not user-friendly, then quick and easy information and knowledge sharing is prevented.
With the new and stricter EU legislation on the processing of personal data - both internal and external data - it is crucial that the intranet provider knows their responsibility in relation to the regulations (GDPR), which is enforced from May 25, 2018. When you search for an intranet provider, then make sure you find a provider that is fully aware of GDPR. That way you can avoid the uncertainty of data ownership while having an overview of your information as well as the engagement seen from social media. Read more about how an intranet can help businesses get ready for GDPR here
In order to engage employees, the intranet should be designed considering the social element – i.e. employees must be able to interact with each other - for example with a newsfeed like on social media where you can like and share things. A social intranet can accelerate and encourage knowledge sharing and learning. Besides this, a social intranet strengthens corporate culture and identity.
To learn more about how to get started with an intranet, you can read this seven steps guide for selecting and implementing an intranet. If you need more guidance or advice on an intranet, please contact Ziik on phone (+44) 790 837 6458 or by mail to firstname.lastname@example.org