An Intranet is as customizable as needed, but can easily become overwhelming and overrun with an endless maze of data, bells and whistles. Begin by thinking of your company Intranet as a portal to a virtual file cabinet. Organization of files and content differ by company objective and style.
A successful document library is:
- Current
- Organized
- Identifiable
- Shareable
- Search-able
Remember your Intranet is representative of one company, one version of the truth. Several companies organize their Intranets by areas or regions. Each section may add unique flare, but at the end of the day, consistency and ease of search throughout the Intranet is paramount.
It is helpful for companies to establish an Intranet template (Map Key) for customizable areas. For example, my company is operated by five regions, each having a designated area within the company Intranet. With over 45,000 associates and a mobile workforce, contact information is in constant flux. By requiring the same placement and format of region directories on each portal landing page, any one can easily locate information. This example may be extended to your document library. House all FACT papers, working documents, etc. in the same format and location.
Just like your actual file cabinet, you control the lock and key. Set permission to view or edit by Intranet area and specific folders/documents.
Many Intranets include a feature for the user to “check out” a document to review and edit. This is a brilliant collaboration tool whether work groups exist in the same building or across the globe. The Intranet is a social media tool. Keep it social.
Simplicity is vital to the function and usability of your company Intranet.
Always keep the end-user in mind during creation and management of the virtual file cabinet/document library. Allow for feedback and easy to use edit and customizable features. Associates are more likely to buy into the technology and function of company Intranet if you and fellow management use the system and set the example. Be an advocate.
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