11 Intranet Solution Tips for Bosses Who Aren’t Tech Savvy

(Paid) Public speakerMany small business owners are great at what they do, but managing technology simply isn’t their strong suit. If this is a problem that sounds familiar to you, don’t worry! There’s an intranet solution that will allow you to improve internal communications, increase employee engagement, and make it easier for your employees to access important documents without requiring a new degree in intranet management. In fact, getting your intranet up and running may be easier than you think! By following a few simple tips, you can use the skills you already have to develop an intranet that will provide immeasurable benefit for your company.

Work from a template. Many cloud-based intranet providers like MyHub Intranet Solutions provide a template that’s easy for you to customize based on the unique needs of your business. You don’t need a custom intranet solution to put together an intranet that will provide for all your needs. In many cases, a cloud-based intranet will run much more smoothly than one that you’ve constructed on your own, making it significantly easier for your business.

Keep it simple. You’ve seen intranet designs that are filled with complex features. While they may work for some companies, that doesn’t have to be the solution you choose for yours! Instead, start with the minimum features you think will be necessary to meet your company’s needs. You can always go back and add features later.

Test before you choose. If you’re working with an intranet provider that won’t allow you to do a trial run of your intranet software before you decide that it’s ready to deploy to the company as a whole, it probably isn’t the right intranet solution for your company. You’ll want to go through several testing phases before you settle on the intranet solution that works best for you. Testing might include:

  • Personal testing, where you try out the system to make sure you understand it and that it fits the needs you envisioned;
  • Testing by the individuals who will be most affected by the intranet, specifically those who will be expected to add content; and
  • Testing by members of various departments within our organization who will be expected to use the intranet on a regular basis.

The testing process will help you determine what changes need to be made before you deploy the intranet to your entire company. This is a critical step in the process. Don’t skip over it or assume that “everything will be fine.” You want to take the time to fix any glitches before you deploy the intranet to your company as a whole.

Choose a cloud provider that offers plenty of support. There are no stupid questions, especially when you’re struggling to get a system up and running. There are, however, plenty of providers who will allow your questions to go unanswered. Find an intranet provider who is willing to handle the big tech support issues, answer the small tech support questions, and provide an intranet solution that will keep your business running smoothly.

Mobile access matters. Yes, you’re keeping it simple. Yes, mobile access adds a level of complexity: another platform you’ll have to test before you’re sure that your system is ready for deployment. Mobile access, however, is critical for many intranet users. If you have employees who occasionally work from home, especially if it’s after-hours, they need to be able to access that critical information from their devices. If you have employees who are regularly on the go, working anywhere but in the office, mobile accessibility is even more critical.

Poll your employees. Find a way to discover what your employees want the most out of their intranet. Each department may have a different view of what is “critical” information. For example, HR might want to make it easier for employees to access information about their insurance policies or their paid time off, while your sales department might want to make a particular form easy to download, fill out, and print off.

Describe your idea of success. Like anything within your business, you aren’t putting all this time and effort into your intranet solution just for the sake of doing it. You want a solution that is going to accomplish something within your business. Decide well before deployment what your idea of success is going to look like. Are you hoping to streamline work processes? Make it easier for your employees to communicate about shared projects? Try to find a way to quantify that success so that you can measure it over time and adjust your intranet accordingly.

Maintain your intranet solution regularly. Check your links to make sure they aren’t broken and that they still direct to the place you want them to go. Remove old copies of documents and irrelevant resources that are no longer useful to your employees. This will help keep your pages looking cleaner and make it easier for your employees to access the information they’re looking for. You should also be sure that you’re keeping everything up to date and that your intranet solution is still working for all of your employees. Remove or change features that aren’t working according to plan, offer new features as they’re needed, and don’t be afraid to do something new.

Double check your search functionality. Your search function is one of the most important parts of your intranet solution. It’s the way your employees will access information that they don’t know how to find and, in many cases, the easiest way for mobile users to get to the page they’re seeking. If your search function isn’t working efficiently, your intranet isn’t working as well as it could be for your company. Be sure that you perform your checks from a variety of devices to ensure that it works equally well for both mobile and desktop users.

Your intranet solution needs to be intuitive. If you can’t figure it out, your employees probably can’t, either. Keep the design and layout as intuitive as possible. Be sure to poll various individuals to make sure that they are able to easily locate the information they need, from using the forums to navigating the homepage. The more intuitive your design, the greater the likelihood that your users will utilize the intranet the way you intend.

Remain open to feedback. Even if you aren’t tech savvy, chances are, you have employees who are. Be open to feedback throughout the intranet design process. You want an intranet solution that works equally well for every member of your company. That means listening to what they have to say and implementing their suggestions whenever possible. You don’t have to listen to every piece of advice you’re offered, but if you’re hearing the same comment or complaint from multiple different sources, it might be worth making some changes to reflect it.

If you’re ready to find a cloud-based intranet provider that offers the templates you’ll need to develop an intranet solution that will work for your company, contact us! We’ll walk you through the process, help you choose the features you need, and provide the support you need to help your project succeed long-term. There’s an intranet solution that will work for you, and our goal is to help you develop it.

NOTE: This article was provided by MyHub Intranet Solutions and has been published with permission.