10 Essential Features of an Intranet CMS
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The document discusses the evolution of intranets from static content repositories to dynamic, personalized, and engaging digital workplaces. It outlines six essential objectives for a great intranet and details ten key features necessary for an intranet CMS, such as personalization, configurable templates, and easy content creation tools. Additionally, it emphasizes the importance of selecting the right CMS based on various factors including technical fit, security, and user needs.
10 Essential Features of an Intranet CMS
- 2. Steve Bynghall • UK-based intranet, collaboration and digital workplace consultant, writer and researcher • Founder of Two Hives • Co-founder of Intranet Directions with Chris Tubb • Writer for Step Two and runs the Intranet & Digital Workplace Awards • Research and Knowledge Lead at Digital Workplace Group • Get in touch: • steve@twohives.co.uk • Twitter: @Bynghall • www.twohives.co.uk • www.intranetdirections.com 2 Copyright; Two Hives Ltd
- 3. The good news… • Intranets have evolved! • No longer static content repositories which nobody loves • Decentralized publishing • Personalization • Social features • Mobile capability • Attractive interfaces • Towards the digital workplace • Intranet CMSs are getting more sophisticated • Lots of choice and competition is driving up standards 3 Copyright; Two Hives Ltd
- 4. 6 essential objectives of a great intranet • Drive a positive company culture and engaged workforce • Facilitate connections, collaboration and community • Deliver relevant and impactful experiences for all staff • Enable employees to complete tasks and get their jobs done • Drive efficiency and productivity • Be flexible and scalable 4 Copyright; Two Hives Ltd
- 5. 10 essential features of an intranet CMS 1. Personalization for content targeting 2. Configurable templates right out of the box 3. Easy tools for creating and editing content 4. Workflow for content retrieval and approval 5. Tools for findability 6. Great employee directory and profiles 7. Social engagement with content 8. Communities and related social tools 9. Great mobile experience 10. Top notch metrics dashboard 5 Copyright; Two Hives Ltd
- 6. Intranet objectives vs intranet features 6 Objective Engaged workforce Connected employees Relevant experience Getthings done Efficiency& productivity Flexible& scalable 1. Personalization 2. Templates 3. Publishing tools 4. Content workflow 5. Findability tools 6. Employee directory 7. Content engagement 8. Communities 9. Mobile experience 10. Metrics dashboard Copyright; Two Hives Ltd
- 7. But do CMS features really matter? • Yes – CMS features do matter! • Sometimes the devil is in the detail • Some CMSs are more suited to external websites than intranet • Every organization is different so find the right CMS for you 7 Copyright; Two Hives Ltd
- 8. The right intranet CMS is also about… • Technical fit • Security and risk requirements • Cost • Vendor chemistry and stability • Partner and developer network • Emphasis of features • Self-sufficiency and ease of use • Customization and integration • Flexibility and scalability • Ability to meet your specific requirements 8 Copyright; Two Hives Ltd
- 10. 1. Personalization for content targeting 10 • Personalization allows your intranet to deliver content to different groups of employees • Why it this essential? › Makes content relevant based on role, function and location › Enables internal comms to target messages › Ensures the intranet is engaging and useful • How is this used? › News delivery › Multi-language content › Operational content (e.g. HR processes) › Links to relevant systems • Engaged workforce • Relevant experience • Get things done • Efficiency & productivity Copyright; Two Hives Ltd
- 11. 1. Personalization for content targeting 11 • Checklist › Personalization should be compatible with your identity management system e.g. Active Directory › Content should be able to be easily targeted for administrators and content owners through meta-data › An individual should be able to be a member of multiple groups › Different targeted content should be able to be aggregated onto single pages › Is the solution scalable for your needs? › Users should be able to switch “views” › Do you have accurate data and the right content? • Engaged workforce • Relevant experience • Get things done • Efficiency & productivity Copyright; Two Hives Ltd
- 12. 2. Configurable templates right out of the box 12 • Templates for essential intranet components which can be used out of the box • Why it this essential? › Allows teams to utilise the best designs and layouts › Helps teams to get live quickly › Guarantees something which works within the CMS • How is this used? › Publishing templates for key pages › Templates for key content types › Template for different sites and workspaces • Engaged workforce • Relevant experience • Flexible & scalable Copyright; Two Hives Ltd
- 13. 2. Configurable templates right out of the box 13 • Checklist › Easy-to-use library of popular page or site templates › Classic intranet homepage and landing pages › News, articles and blogs › Employee profile › Community site › Team or project workspaces › Ability to configure templates (without breaking the intranet!) › Ability to purchase ready-made templates from third parties • Engaged workforce • Relevant experience • Flexible & scalable Copyright; Two Hives Ltd
- 14. 3. Easy tools for creating and editing content 14 • An easy to use set of editing tools to enable authors and owners to create and edit content • Why it this essential? › Intranet success relies on great content so you need to avoid any barriers › Allows a wider set of employees to create content › Allows the central team’s activities to be streamlined, making the intranet more sustainable • How is this used? › Employees directly create their own news, articles and blogs › Continue to keep evergreen content up to date • Engaged workforce • Relevant experience • Flexible & scalable Copyright; Two Hives Ltd
- 15. 3. Easy tools for creating and editing content 15 • Checklist › Easy to use interface › No technical skills required › WYSIWYG editor › Add images and files selected from media libraries › Ability to preview content as it appears in the browser › Page editing capabilities, including in-line editing › Save draft versions • Engaged workforce • Relevant experience • Flexible & scalable Copyright; Two Hives Ltd
- 16. 4. Workflow for content review and approval 16 • Workflow to ensures content is approved and stays fresh through reviews at the right time • Why it this essential? › Supports impactful internal communications › Makes the intranet more sustainable through devolved publishing › Ensures content is regularly reviewed and up to date › Helps to enforce and maintain publishing standards • How is this used? › Approving internal communications at the central level › Site managers approving site-level content › All authors asked to review content at a regular period › Central process to add or check meta-data • Engaged workforce • Relevant experience • Flexible & scalable Copyright; Two Hives Ltd
- 17. 4. Workflow for content review and approval 17 • Engaged workforce • Relevant experience • Flexible & scalable • Checklist › Complex bespoke workflows down to the page level › Multiple workflows › Email notifications with appropriate links › Automated scheduled reminders for authors › Ability to review content as it appears on page › Version control and audit trails Copyright; Two Hives Ltd
- 18. 5. Tools for findability 18 • A set of various tools which helps employees find the content they need quickly and efficiently • Why it this essential? › Ensures time isn’t wasted on inefficient searching › Helps employees find the information and people they need to do their jobs › More successful completion of tasks • How is this used? › Basic, advanced and people search › Navigating through the global navigation › Content optimized with meta-data to make it more findable › Surfacing the most popular content • Connected workforce • Relevant experience • Get things done • Efficiency & productivity • Flexible & scalable Copyright; Two Hives Ltd
- 19. 5. Tools for findability 19 • Checklist › Ability to deploy mega-menus › Configurable search with options like “best bets” › Advanced search (e.g. different fields etc.) › Personalization applied to menus and search › Content owners can add controlled meta-data from picklists to make content more findable › Also add their own keywords › Hashtags on social interaction › Widgets to highlight popular or latest content • Connected workforce • Relevant experience • Get things done • Efficiency & productivity • Flexible & scalable Copyright; Two Hives Ltd
- 20. 6. Great employee directory and profiles 20 • A searchable directory of all employees with contact details, photos and other essential information • Why it this essential? › Helps employees to connect with each other › Find the information from the right people › See the ‘whole person’ • How is this used? › Get contact information quickly › Locate experts and build teams › Get background information on people you’re about to meet › Social networking • Connected workforce • Relevant experience • Get things done • Efficiency & productivity • Flexible & scalable Copyright; Two Hives Ltd
- 21. 6. Great employee directory and profiles 21 • Checklist › Ability to synchronise key HR and contact data, for example through Active Directory › Synchronise with system of record for starters and leavers › Easy upload of photos › Ability for all employees to edit their own profile › Extra fields – pen portraits and expertise › Integrated with social networking capability › Surface employee actions and contributions › Good search interface with advanced capabilities • Connected workforce • Relevant experience • Get things done • Efficiency & productivity • Flexible & scalable Copyright; Two Hives Ltd
- 22. 7. Social engagement with content 22 • Engaged workforce • Connected employees • The ability for all employees to like, rate, comment and share content • Why it this essential? › Turns one-way communication into two-way conversations › Gives all employees a voice › Helps to give insights into employee sentiment • How is this used? › Internal communications and leadership messages › Blogs › Asking for feedback on different topics Copyright; Two Hives Ltd
- 23. 7. Social engagement with content 23 • Checklist › All employees should have the power to comment without moderation › Power to turn commenting off if necessary › Display of number of likes and comments as a signpost to engaging content › Ability to display the most popular content on the homepage › All comments should be attributed › Power to report comments • Engaged workforce • Connected employees Copyright; Two Hives Ltd
- 24. 8. Communities and related social tools 24 • Engaged workforce • Connected employees • Relevant experience • Get things done • Efficiency & productivity • Gives employees the right tools to connect, collaborate and build communities • Why it this essential? › Drives engagement and a one company culture › Builds personal, professional and organizational networks across disparate locations and functions › Drives transparency, accountability and two-way communication • How is this used? › Communities of Practice and Interest › Employee affinity groups and non-work groups › Team and project collaboration and innovation › Working Out Loud and asking questions › Targeted and authentic communication Copyright; Two Hives Ltd
- 25. 8. Communities and related social tools 25 Copyright; Two Hives Ltd / Intranetdirections.com. All Rights Reserved. • Engaged workforce • Connected employees • Relevant experience • Get things done • Efficiency & productivity • Checklist › Open, closed and secure groups › Ability to join a group › Aggregated feeds across different groups › Community, project and group templates can be defined › Integration with the employee directory › Hashtags, @s, likes etc.
- 26. 9. Great mobile experience 26 • Engaged workforce • Connected workforce • Relevant experience • Get things done • Efficiency & productivity • To ensure the intranet can be accessed from mobile devices with an optimized experience • Why it this essential? › Allows intranet access for all employees including non- deskbound and frontline employees › Supports employees when they are on the go › Reaches personally-owned devices › Supports flexible working and task completion • How is this used? › Delivering whole intranet access › Core intranet content (news, employee directory etc.) › Simple transactions, particularly HR processes › Role-specific content and processes (e.g. sales) Copyright; Two Hives Ltd
- 27. 9. Great mobile experience 27 • Checklist › Responsive design out of the box › Preview of content in different sizes › Ability to select which content should be rendered to mobile devices › Compatible with your policies and security › Works with your app store (if applicable) › Works with the most popular corporate and employee devices • Engaged workforce • Connected workforce • Relevant experience • Get things done • Efficiency & productivity Copyright; Two Hives Ltd
- 28. 10. Top notch metrics dashboard 28 • Engaged workforce • Connected workforce • Relevant experience • Get things done • Efficiency & productivity • Flexible & scalable • Tracking the right intranet metrics to derive insights and deliver improvements • Why it this essential? › Intranets should continuously improve › Measurement is critical for successful internal comms › Numbers engage individual site owners and community managers • How is this used? › Intranet tweaks to improve user visits, engagement and findability › Evaluate communications and campaign success › Show where individual sites need improvement › Monthly management reporting on intranet success Copyright; Two Hives Ltd
- 29. 10. Top notch metrics dashboard 29 • Checklist › Attractive interface › Compatibility with other popular packages e.g. Google Analytics › All the key numbers you need for user behavior › Engagement metrics including comments and likes › Granularity of reporting down to page level › Ability to configure different views for different roles › Export data (e.g. Excel) • Engaged workforce • Connected workforce • Relevant experience • Get things done • Efficiency & productivity • Flexible & scalable Copyright; Two Hives Ltd
- 30. Selecting an intranet CMS 30 • Identify the essential features you need from your intranet CMS (strategic objectives, requirements etc.) • Research products by looking at vendor offerings and speaking to peers • Narrow down the number of vendors to evaluate • Establish an evaluation criteria list, including your essential features and ability to meet scenarios • Narrow down providers to a shortlist • Road test products and see vendor demos to really understand what an intranet CMS can do • Review pricing details from each vendor or implementation partner Copyright; Two Hives Ltd
- 31. • Get in touch: › steve@twohives.co.uk › Twitter: @Bynghall › Contact form via www.twohives.co.uk › LinkedIn: https://uk.linkedin.com/in/stephenbynghall › Joint blog with Chris Tubb at www.intranetdirections.com Thank you! Copyright; Two Hives Ltd
- 32. For information about DNN Software and our CMS for Intranets: http://www.dnnsoftware.com/products/evoq-intranet About DNN Software Copyright; Two Hives Ltd