5 Ways to Improve Internal Information Sharing

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5 Ways to Improve Internal Information Sharing

By | 2017-09-15T09:48:51+00:00 June 7, 2016|Best Practices, Intranet Software, Top 5 List|

Summary: 5 ways to improve information sharing in your organization from content delegation to asking for feedback.

If you’re like one of the hundreds of client’s I’ve worked with who are looking for a new intranet, chances are the reason you went searching was to find a faster, more efficient way to get information out to your employees.

Email blasts?  Annoying. Documents hidden beneath the depths of a shared drive?  Frustrating. A static webpage with millions of links but no search functionality?  Terrifying. The good news is there is a better way!

Whether you have no intranet in place, or an intranet that just doesn’t cut it, a simple, out-of the box solution can help streamline your internal communication and information sharing to help your organization run more smoothly.

Below are 5 tips for setting up your new out-of-the-box intranet to improve information sharing in your organization:

1) Delegation is King

No matter what system you use, having one person in charge of sending all information out to your  employees can lead to information bottlenecks. Especially if this is just a small part of their daily workload. Documents need to be updated, news needs to be published, knowledgebases must remain relevant, employee data needs to be filled out… and so on and so forth.  It really is quite a large job.

With an out-of-the box intranet, granular security allows you to delegate responsibility to various intranet admins.  Each department site can have their own site admin, and additional content publishing admins as well.  With content posting approval it makes it easy to delegate out responsibility further, while still maintaining an element of control, ensuring information sharing doesn’t get pushed to the wayside.

2) Make Searching Simple

Choose a solution that comes with Enterprise Search so that you don’t have to spend time configuring the search functionality on your intranet.  If your search functionality includes full-text search capabilities along with advanced search options, your employees will find what they need.

At Intranet Connections we include Elastic Search, with full-text search functionality and display cards to display images and PDF previews, so your employees know what the file looks like prior to opening it up. No more pages and pages of links to documents to sort through – just type in a keyword and you’re on your way.

3) Create Subscriptions Based on Content Type

On your out-of-the-box intranet solution, you should be able to set up automated alerts so that every time you post a new item to your intranet employees are notified either through an email or site alert.

Rather than subscribing “all staff”, it is helpful to subscribe groups based on content specifically relevant to them and their role.  For example, subscribe “HR employees” to the “HR news” so they are receiving updates and information specifically related to their own department.

In addition, the policies section allows you to choose specific employees who need to read an updated document or policy. They are alerted through the site or by email, and they need to check to confirm they have read the item.  You can even set up to three auto reminders prior to the document being due for confirmation, so that you aren’t chasing down employees manually, completely streamlining information sharing.

4) Build a Knowledgebase

Searching for documents and company news on your new intranet will become second nature to your employees, as your site becomes the one-stop-shop for information sharing.  What about general questions though?  Where do you post general information about the company?  For example, your Core values and beliefs, or special programs being offered. In a company knowledgebase of course!

You can create unlimited knowledgebase applications on your company intranet for all sorts of topics, which then become easily searchable in your global site search.

Building out a knowledgebase becomes especially helpful for onboarding new employees within the organization.  Basic company knowledge that your current staff take for granted, can easily be logged into the intranet knowledgebase for new employees to find.

5) Ask for Feedback

Your intranet should easily become the primary location for employees to find what they need.  So, how do you tell whether or not you’ve accomplished your goal?

I always recommend building out an intranet survey and posting it front and center on your home page, or in your top menu navigation.  Somewhere employees can see it right away when they login. When you are first getting started, it is helpful to create a “new intranet feedback survey”, and an ongoing “feedback” link up at the top of the page ensures you are continuing to meet your employees’ needs.

Those are just my top 5 tips for improved information sharing, but I would love to hear yours!  Please leave your feedback below.

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By | 2017-09-15T09:48:51+00:00 June 7, 2016|Best Practices, Intranet Software, Top 5 List|

About the Author:

After receiving her Bachelor of Arts and Graduate Diploma in Business from Simon Fraser University, Karleen gained experience in the software industry teaching Open Text eDocs. She then began a support role at Intranet Connections, quickly becoming a product specialist and eventually moved into her current role as a Client Services Representative. Karleen helps organizations assess the benefits of implementing an Intranet Connections intranet within their organization.

One Comment

  1. Gloria Durst July 19, 2017 at 3:51 pm - Reply

    I agree that making searching simple would make information sharing much easier. It would be really nice to find an information sharing service that is easy to search for past information. In addition to this, you would want to find out if your employees like the service after having implemented it for awhile.

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