Redesigning Your Website: Creating an Effective Employee Intranet

When embarking on a website redesign, especially for creating an employee intranet, there are a series of crucial steps that should not be overlooked. As an internal communications and intranet consultant based in London, the first questions I recommend companies ask themselves pertain to strategy and user needs. This article will guide you through the essential steps and provide insights on how to ensure your intranet redesign project is a success.

Understanding Your Goals and Requirements

The first step in any intranet redesign project is to define what you want to communicate, who your audience is, and what type of content you need to publish. It is essential to:

Identify the key messages and objectives that you want to convey Understand the audience you want to reach with your content Evaluate the content you currently have and the content you will need to create Determine how you will manage the publication, updating, and deletion of content

Once you have a clear understanding of these factors, the next step involves conducting User Research. This will help you gather insights into user needs, tasks, and information requirements. Conduct these workshops with key stakeholders from the business that will be using the intranet. The use of post-it notes and a wall for idea mapping is often effective for this process.

Commissioning Your Front-End Development

One of the most significant mistakes companies make is diving straight into front-end development without having a clear understanding of their requirements. At this point in your project, you should commission your agency to develop the front end based on the user needs you have defined. However, it is crucial to conduct user research to ensure the platform is fit for purpose before proceeding further. This step is crucial to avoid wasting valuable time and resources.

Next Steps for Success

Now that you have your requirements and a user-friendly platform, here are the key steps you should take to ensure a successful intranet:

Write and agree on governance: Develop a governance plan that outlines the policies for content creation, editing, and approval. This will ensure consistency and adherence to best practices. Design and deliver author training: Provide comprehensive training for content authors on the intranet. This should cover everything from basic usage to more advanced features, ensuring that all contributors are equipped to create high-quality content. Decide on the launch strategy: Plan how you will launch the intranet. This could include a phased approach, beta testing with a focus group, or a full-scale rollout. Ensure that the initial launch is successful and gather feedback for continuous improvement.

The Cost of Neglect

Skimping on any of the above processes can have significant consequences. A poorly designed intranet can waste valuable time for staff, leading to increased costs. As an example, a single badly written page that takes 30 seconds longer to understand than it should, viewed by 10,000 staff a month, all paid an average of ￡40,000, will cost the organization ￡1,600 per month. Multiply this by the number of pages on your intranet, and the cost can be substantial.

In conclusion, the success of your intranet redesign hinges on careful planning, user-centric design, and a well-structured rollout. By following these steps and ensuring you dedicate sufficient time and resources to each phase, you can create an effective and useful intranet that benefits your organization.