INTRANET SOFTWARE A HANDY GUIDE TO HELP YOU GET YOUR INTRANET PROJECT STARTED Getting started on an intranet software deployment project can be hard With so many intranet software options and providers to choose from, it’s a confusing and daunting task for anyone. And if you’re not all that confident with technology, then it can be an even more challenging prospect. But don‘t worry, we are going to address common issues and all of the questions you may have and explain the most important factors to make your intranet a success. Content Intranet Software Definition Benefits Of Intranet Software Intranet ROI Hard & Soft Savings Intranet Software Features Different Types Of Intranet Software On-Premise Intranet: Pros and Cons Cloud Intranet: Pros and Cons Evaluation Checklist For Intranets Planning Your Intranet Things To Consider Before You Start Intranet Needs Analysis Ideas For Naming Your Intranet Deployment: Time Commitment What sort of intranets are there – and which one’s right for us? How do the pros and cons of each solution stack up? What will it cost? Are there risks I need to consider? What resources will I need? What potential pitfalls do I need to work to avoid? Questions & Issues Addressed What is intranet software ? Created using internet software, an intranet is a private, internal communications platform that contains a range of features that make the daily work of staff more efficient and effective Intranet software is a kind of software that allows businesses to develop a private, secure network that can only be accessed by internal employees. An intranet is a closed online communications network . Think of it as being an internal website accessible only to your employees or selected clients and customers It’s where staff go to get stuff done. Intranet Software Definition The intranet encompasses a wide range of information and services : • File and document management and sharing • News feeds and blogs on a company-wide or team basis • Corporate calendars featuring key events or milestones • Automated business processes such as online forms • Project workspaces in which staff can collaborate • Staff directories with biographies and expertise highlighted • Quizzes and surveys • Social intranet features including individual and site activity walls Intranet software enables you to create a platform that has all the tools staff need to be more effective in their roles and complete tasks and business processes faster and more accurately Intranet Software Definition Improved internal communication Enhanced opportunities for collaboration and joint work ing across departments Increased rates of employee engagement Streamlined business processes. Better collaboration Easier file and document sharing, both internally and externally Benefits Of Intranet Software Reduction In Paper Costs Smaller Printing And Distribution Budgets Lower Contact Information And Employee Directory Costs Simplified Information Sharing ROI Reduction In Email Usage Streamlined Business Processes Demonstrate An Intranet Is Worth The Investment The truth is it’s not easy to measure the ROI of an intranet , after all, it’s not like a photocopier or other piece of equipment – it’s an imperfect science with hard and soft benefits However, an intranet still needs to able to prove its value before the organization is likely to spend any money. When it comes to demonstrating a good intranet ROI, it’s all about dollars and cents. And the intranet will deliver a range of easy to measure, hard cost savings : Intranet ROI Hard Savings Intranet ROI Soft Savings It is, however, perhaps in the area of soft savings, which are not quite so easy to quantify, where the intranet will make its most significant impact. Certainly, our customers regularly report to us on • enhanced competitiveness, • improved customer service, • better internal communications and collaboration , • improved employee engagement and • more efficiencies in operating costs. Take for example employee engagement. The intranet can have a big impact on improving the organization’s levels of engagement. The quizzes and surveys feature is a great way to involve staff and get their views on various issues. What’s more, blogs and news pages can be used to develop two-way conversations with staff members. Allowing comments, the sharing of insights and ideas in an open forum is a clear demonstration of the value you place as a business on listening to and acting on staff’s ideas. These are just some of the ways that an intranet can enhance employee engagement and there are some tangible organizational benefits to doing so. Research from Gallup has found that businesses with highly engaged employees have a 10 percent higher customer satisfaction rating, 21 percent higher productivity, and 22 percent higher profitability than those with low engagement rates. Now, these statistics all add up to dollar and cents savings that can be attributed to your intranet. And the same logic can be applied to the other softer savings we identified above. Learn, report and act on the data derived about your staff’s intranet usage. Metrics Enrich your internal brand with full color, image, logo and CSS customization. Branding Keep everyone informed with updates sent directly into employees’ feed. Newsfeed Vast choice of super-useful, pre-built templates, saving you time and money. Template Library Create fun or formal custom quizzes to promote learning and foster internal culture. Quiz Capture feedback, share ideas and problem-solve via company forums. Forums Intranet Software Features Share the latest company updates with a modern, social feel. Activity Wall Co-ordinate schedules and manage time better. Create open events. Shared Calendars Find, file and collaborate via the Secure Document Exchange. File Sharing Tag employees with tasks, reminders or FYIs. Automated email notifications. Notifications Improve compliance rates and internal understanding of critical policies. Company Policies Create embeddable digital forms for workflows and data collation. Automated Forms Share valuable feedback and insights with staff that won’t be missed. Feedback & Comments Enjoy the benefits of real-time chat, with private or group instant messaging. Instant Messaging Intranet Software Features Easily publish leadership and employee-written blogs company-wide. Blogs Create visually-rich content to engage and update your team on company news. Newsletters Equip your sales and marketing teams with the latest and greatest assets. Sales & Marketing Locate information in a quick click using the advanced Search feature. Smart Search Poll your staff and gain valuable insights for improved decision-making. Survey Multiple search options to locate expertise; connect knowledge and people. Staff Directory Improve business processes and save time with automated request and approval forms. Automated Workflows Intranet Software Features Custom build intranet software: • developing a bespoke intranet from scratch • hosted on the company server • perfect match to your operational needs • considerable investment of time and resources Off-the-shelf intranet software: • download intranet software such as WordPress or SharePoint & create your own intranet • hosted on the company server • often software is free to download and readily accessible • can be quite complex and requires considerable technical expertise • free core offering often needs to be supplemented by paid plug-ins and add-ons • have not been created with that specific purpose in mind Cloud intranet software: • hosted in the cloud by dedicated intranet providers • customize pre-built intranet templates to create their own, unique intranet site • intuitive to use and easy to set up • cloud intranet provider retains responsibility for backups, updates and ongoing security • flexibility: can be accessed 24/7 from any location via an internet connection Different Types Of Intranet Software So, when it comes to deploying your intranet platform, there are two basic choices. The first one is the on-premise intranet . The second basic choice of intranet platform is the cloud-hosted option On-Premise: Custom Build vs. Off-The-Shelf This can take the form of a custom-built intranet or a do-it-yourself version using downloaded software. In both cases, the intranet will need to be hosted by an on-premise company server Cloud Intranet Software Most cloud intranets are available in a easy to set up format, utilizing pre-built templates . All you need to do is log on, customize the template with your own content, branding and company colors and in a matter of hours and without any great technical knowledge, you can have a professional looking and fully functioning intranet. The great advantage of the cloud option is that there’s no software to download or server to maintain. And the cloud nature of the intranet provides businesses with greater flexibility as all the tools and information are accessible 24/7 Recap: Types Of Intranet Software On-Premise Intranet • full ownership, creativity, and flexibility • readily available and free to download • can be designed to specific needs • full control over any changes • no long-term cost • in-house IT team to deal with issues • convenient problem-solving in person • much higher up-front cost for the implementation • if network goes down, everyone loses access • need to hire and train an in-house team to handle maintenance and upkeep • need skills to design the intranet • slow to scale, requiring new equipment and added programming any time the business expands • supplemented with the purchase of plug-ins and add-ons Cloud Intranet • lower up-front costs • no need to hire or train IT personnel • portable: easy access from anywhere • easy to make changes and scale without extra equipment • fast deployment • ease of management • less testing • easy maintenance • secure • straightforward and intuitive • access to experts, including full design services • someone else owns your intranet solution • no full control over how and when upgrades are released • ongoing monthly payments • no in-house IT provider or maintenance resource The following handy checklist will enable you to quickly and easily compare different intranet solutions and providers and will help you make a final decision. The simple tick-box type format means that you can see at a glance which intranet software option is a match for your business. We also made this checklist available as a Intranet-Software-Evaluation-Checklist (*.docx) and Intranet-Software-Evaluation-Checklist (*.pdf) download. Here’s a quick preview: Evaluation Checklist For Intranets Launch Slowly – There’s No Rush Invite employees to test the intranet software before you deploy it to the whole business. Invite feedback to help you make final adjustments. Set Some Rules Your intranet links together every user and every device within your business. Setting clear usage rules before you deployment will keep your users apprised of appropriate behavior and keep your intranet working smoothly. Give Them The Training They Need No matter how intuitive you think your intranet design is, take the time to offer training for as many employees as possible. Know How To Measure Success Take the time to define and quantify what you’re hoping to accomplish with your intranet. Plan for Regular Maintenance Maintenance begins before deployment and lasts throughout the life of your system. Remember that your intranet needs to grow and adapt with your business. Where To Start Think about what’s driving the need to either implement an intranet or move away from your existing intranet. List these out as goals or objectives and then prioritize them into two columns: Phase One (Must-haves for launch on day ) and Phase Two (Things that can wait a little longer). Developing An Intranet Site Map Pay particular attention to navigation : the harder it is to find important information, the more difficult your users will find your intranet to be. The general rule is – never use two or three clicks to access information when one will do. Engage With Key Stakeholders Early Start by asking your department heads what they’d like to see on the intranet. A great place to start is to ask them to list the top 5 things they or their department get asked for all the time. Create An Intranet Kick-Off Action List Build a list of to-do’s in preparation for your launch. This should list all tasks, task owners and deadlines. Use this handy Intranet-Kick-Off-List as a guide. Planning Your Intranet 1. Needs Analysis The first step is to work out your aims and objectives for the intranet. 2. Site Map A site map helps you to organize all the information and enables you to see any duplication or overlaps. 3. Roles & Responsibilities A key consideration is to distribute site, page and content management responsibilities amongst key staff and users. 4. Governance Governance and accountability are important. Since the intranet is a communication tool, it is important to identify the individuals who will communicate through the pages on the intranet. 5. Page Layout & Navigation It is important that page layout and navigation are kept simple. Content on the best intranets tends to be clear, concise and engaging and is presented in bite-sized chunks. Graphics and images are important as they make the intranet visually appealing and add color. 6. Intranet Pilot Before you go live, it’s essential that the intranet is thoroughly tested to tease out any glitches or last minute hiccups. It’s also the final opportunity to test the functionality and ensure that the platform is fit for purpose. 7. Communication Tools Social communication tools are an inherent part of a good intranet. One of the main purposes of the intranet is to close the communication gap. 8. Launch Plan One of the most significant factors contributing to the success is the actual take-up of the new intranet site. Participation of staff cannot simply be assumed. Therefore, it is critical to establish a launch plan. This will create a sense of excitement and anticipation amongst staff. 9. Training Program Since your staff is not familiar with the capabilities and functionality of the intranet, they will need to be trained in how it works and supported to get the best out of it. 10. Simple Intranets Simplicity is the key to the success of your intranet site. Easy to navigate, intuitive to follow and uncluttered, simple designs make the most effective intranets. 10 Things To Consider Before You Start How do you get started? There’s much to think about. The good news is that you don’t need to be a techno geek to set up an intranet project. The truth is it’s a much simpler process than you perhaps realize. Here we make it easier to get started by identifying the different areas to consider before you start. 2. Focus Groups 4. Analyzing The Findings 1. Consult With Staff 3. Task Analysis 5. Implementation Focus groups are a great way to elicit more in-depth information on actual issues and problems. Try to have a broad cross- section of staff with an emphasis on operational staff. The next step is to distil all the information into key themes and recommended actions. All the data from the surveys, focus groups, and task analyses will need to be reviewed for patterns or areas of commonality. The should conclude with recommended actions and a time frame for delivery. Staff will be the end users, and so it is important to involve them at the outset. A survey is a good way to gather views from staff across the organization. With a task analysis, key business tasks are identified and investigated. This information will be used to determined how the intranet can be used to support staff in their activities. The final step is implementation. It’s important that it follows on swiftly from the needs analysis phase so that the momentum is maintained. Whether you are looking to introduce a company intranet or are revamping an existing one, you will want to ensure that the intranet meets the needs of your staff and organization. Intranet Needs Analysis