Managing and governing intranets
Intranets need to be carefully managed if they are prosper. Good governance must be put in place, and the site must be steadily improved over time. It can be hard to where to start, and key tasks may drop off the radar.
Managing intranet tasks
It can be hard for intranet teams to keep track of all of the activities needed to sustain and grow an intranet. The varying backgrounds of intranet teams also often means that one area may be a strength (and therefore focused on), while other aspects of intranets are less covered.
The Intranet Hive is a model that outlines 36 activities that underpin the ongoing management of an intranet, within six broad categories:
- strategy – know where you are going
- design – make it easier for staff
- content – meet the business need
- change and communications – inform and support everyone
- technology – keep it all working
- team – be effective
This is perhaps our most important methodology, and it is unique in its coverage of intranet activities. Use this to assess where you are spending your time, which activities are well covered, and where the gaps lie.
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The intranet team
How intranet teams should be spending their time
Many questions surround the intranet team. How big should it be? Where should it sit within the organisation? What skills does the team need?
Our summary is that it doesn’t matter where the team sits, as long as it has the right skills and focus, plus the support of direct management. Equally important is how teams should be spending their time.
As shown in the pie chart, we recommend intranet teams spend their time as follows:
- 30% effort for day-to-day maintenance
- 40% effort for projects and new initiatives
- 30% effort managing relationships with staff and stakeholders
Intranet teams must focus on delivering solutions to the organisation, beyond just maintaining the current site. Only then will it be possible to get the budget and resources to achieve desired outcomes.
Read more:
- Who should own the intranet?
- Position descriptions for intranet managers
- Monthly intranet tasks
- How intranet teams should spend their time
- Intranet teams must cover the three purposes
- Usability and IA are core skills for intranet teams
- Leadership tips for intranet teams
- Intranet teams: a leadership and coaching role
- Intranet managers must be managers
- Intranet teams: survey results and key findings
- Helping the intranet team win arguments
Intranet policies and governance
Establish an overall governance model for the intranet, outlining ownership of the site, along with clear decision-making processes. Put in place appropriate policies, to help protect key areas of the intranet (such as the homepage), and to improve the content on the site.
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