7 principles for good intranet

governanceMark Morrell

Intranet Pioneerand author of…

• A governance framework ensures you balance business needs with the user experience.

• Effective governance framework essential for well-managed intranet.• Can be deciding factor between:

• good user experience, greatly valued, and • poor user experience with little benefit

• Every intranet is different depending on size, type, and culture of the organisation it supports.

• BUT……some key governance principles are common to success.

7 principles for good intranet governance

1. Know your organisation

2. Define the scope

3. Put people first

4. Use all resources

5. Compare and benchmark

6. Do what you say you will do

7. Keep it legal

1. Know your organisation

StableHas your CEO been there for last

five years?

How often does your organisation reorganise?

Is business growing steadily or exponentially?

ComplexIs it difficult to outline the structure and titles of the key business areas and functions?

How do they interact with each other?

AmbitiousIs your organisation extending

into new geographies or markets?

How many takeovers or mergers has your organisation been involved in the last 12 months?

Regulated• Do you need to separate some

of your intranet from other areas because there is a risk of a conflict of interest?

• Can only certain people with the right authority access this information?

2. Define the scope

• Have one governance framework. • Set out clearly what is included and what is not. • If it is everything, give examples to avoid ambiguity.• Avoid competing governance frameworks that:

• conflict with your scope and aims• cause confusion with people using different parts of

your intranet.

3. Put people first

Be confident when you use your intranet

• Never forget your aim with governance.

• Make people feel confident with integrity of information and tools every time.

• People know they can always rely on it helping, not hindering, them.

Your first priority is to…

People who use your intranet to:• view information• share ideas and opinions• use applications• find answers to problems

People are customers and, as we all know, the customer comes first!

Your next priority is to…

Develop the right level and type of governance. It must:• Be easy to implement• Be clear how it is managed• Publishers accept the customer comes first

So your intranet helps people who use it with their work.

If they do not use it then you have wasted your time, resources, and effort for little or no reward.

Be pragmatic with your approach. It need not be perfect but it must be good enough to give people confidence whenever they use the intranet.

4. Use all resources

Resources availableEmployees under your direct control

Employees in business areas and functions with intranet roles you are responsible for

Employees available to support projects

External contractors to help with projects if funding is available

IT resources to select, deploy technology for testing and implementing

Other resources for projects that you may not control them, but could need

5. Compare and benchmark

What are you looking for?

What do you want to compare? Is it a new function or the whole intranet?

Why do you need to compare? Is it a priority for your organisation?

When do you need to compare? Is it immediate or do you have time to plan for this?

How do you want to compare? Is it an informal assessment through networking?

6. Do what you say you will do

Your reputation, relationships and

credibilityThis applies to anything you do but it is important for your governance work.

People working with you are more important than the technology you are managing.

Your credibility and your intranet’s depends on relationships with key stakeholders who approve strategy.

Publishers will comply with governance framework and help people using the intranet.

7. Keep it legal

Areas to consider• Accessibility

• Information retention

• Legal and regulatory frameworks

• Confidentiality

• Freedom of information

• Data protection

• Copyright

I have found the best intranets help people to be more productive and

effective. A consistently good overall experience, supported by great

governance, helps achieve these benefits.

Thank youBlog: intranet-pioneer.comTwitter: @markmorrellEmail: mark@intranet-pioneer.comBook: http://j.mp/MMDigitalSuccess