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Intranet Governance Series: How your governance committee aligns with intranet content management responsibilities (Part 5)

Written by

Simpplr Research

Published

February 19, 2019

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Intranet success is highly dependent on fresh and engaging content. In a previous post, we discussed which functions need to be part of your governance team. In this post, we will share content ideas you can use for each function in your governance committee so that your organization stays aligned and engaged.

Why represent each function?

A benefit of having each function represented is that each can take ownership for beating the drum with ongoing intranet content management.

Internal Communications’ role in the editorial content calendar

The internal communications team typically manages the intranet editorial content calendar. A big part of internal communications planning is building out a content roadmap so employees continuously have fresh news.

Quick tip: When managing your intranet strategy, it’s helpful to distinguish news content from knowledge documents.

Knowledge Documents

Knowledge documents are the resources that employees need to source from time to time. For example, you’ll see documents such as benefits, policies, how to’s, etc.) The key here is: less is more. You want to curate the intranet to ensure that it doesn’t become a dumping ground and use analytics to inform which documents are in-demand and relevant while removing those that are unpopular.

News Content

These are the engaging content articles that keep people coming back to the intranet. News content needs to be timely and frequent. You’d never check your CNN app if there wasn’t current news. A big part of the internal communications manager’s job is to develop a content calendar that drives engagement and adoption.

Quick tip: Clarify expectations and explain the difference to your governance team and site managers!

Content ideas for each function in your governance committee

Again, each function in your governance committee will have important contributions to make. Here are some examples:

Internal Communications (assumed central intranet project owner)

  • Company-wide weekly updates
  • Community-building fun activities
  • Intranet newsletter summaries
  • All-hands meetings schedule
  • All-hands meeting summaries, recordings, follow-ups
  • Updating ongoing content engagement hooks (e.g., lunch menus, train schedules, facilities updates)
  • Engagement surveys

Office of the CEO/CEO

  • Company vision
  • Company history
  • Company mission statement
  • Roadmaps
  • Regular updates (e.g., “This is what I’ve been working on”, recent funding rounds, new partnerships, etc.)
  • Board meeting and earnings call recaps
  • Monthly check-in on company goals and metrics
  • Highlight letters from customers
  • On-site customer visits/feedback and recap
  • How the {blank} dept contributes to the overall plan
  • Focus on various company values – series of news (the why and this is what it means to me)
  • Recaps of departmental highlights (this is what’s going on in sales and HR, etc.)
  • Reiterate strategy and what we are trying to do
  • Perspective on industry and/or competitive news
  • Shoutouts: congratulations and recognition, kudos to users or depts (and tie-ins to why they matter)
  • Company (or personal) philanthropic efforts
  • Personality content (e.g., “Top 10 things I care about”, “What I’m passionate about”)
  • Current book reading list
  • What I’m like outside my work (e.g., about my family, upbringing, etc)
  • Things I’ve learned the hard way (e.g., content stories about lessons in life)

Need help getting started? Click to download our CEO playbook on intranet governance.

Information Technology

  • Promotion of productivity tools (constantly promoting adoption of software you bought)
  • Critical security news (e.g., avoid this phishing scam, reminders of passwords policies, etc)
  • How-to’s (e.g., self-help configuration steps, login procedures, setup steps)
  • Ticketing system FAQs (e.g., how to submit tickets, common requests)

Marketing and Sales

  • Messaging and positioning content briefs
  • Campaign overviews
  • New product launches
  • New customer wins
  • Strategic rationale behind press releases
  • Promotion of media placements
  • Events calendars
  • Industry trends and competitive updates
  • New internal collateral (e.g., whitepapers, brochures, etc)
  • Customer case studies and success stories

Human Resources

  • Employee spotlights (e.g., Humans of New York videos)
  • New hire onboarding
  • Benefits updates and deadlines
  • Policies changes

With all of these types of inputs from so many different stakeholders, creating an intranet content roadmap shouldn’t feel so daunting. The key is organizations need to be disciplined enough to create an intranet editorial calendar and stick to it. This is typically led by your internal communications team and reviewed by the overall governance committee.

How else the core internal communications team can help

The core internal communications team will also want to coach people on how to write content for the intranet. Employees don’t want long prose. Where possible, they need the news to be fun, timely, frequent, useful, relevant, interesting, unique, clear, and inspiring.

Intranet governance continues to be one of the primary reasons intranets fail. Subscribe to our blog to receive the rest of the Intranet Governance Series blog posts. You can also download Simpplr Research’s Why Intranets Fail research study to learn what, in addition to governance, intranet practitioners need to watch out for.

Subscribe to our Intranet Governance Series

Read through our governance blog series and learn how to set up your governance committee successfully to avoid intranet failure:

Part 1: Poor Governance is the Top Reason Intranets Fail
Part 2: Forming your governance committee 101
Part 3: So you now have an intranet governance team. What do you do?
Part 4: Managing a federated intranet with multiple managers and content contributors
Part 6: Roles and responsibilities for Internal Communications
Part 7: The importance of your intranet’s goals and charter
Part 8: Executive engagement makes or breaks your intranet

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