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The Difference between Content and Process Governance

Written by

Jamie Yan


November 11, 2019


Technology in intranets has progressed since the last 20 years, but the technology has not evolved specifically to address the root causes of intranet failure. Thus, intranet failure remains a huge challenge today. It’s essential to recognize that there are other reasons for intranet failure, and two of the top reasons have to do with governance. This post distinguishes between governance policies and content and outlines the importance between the two.

Intranet process governance

A governance process refers to a set of policies or an administrative structure that enables decision-making and planning processes. This type of system is critical to maintaining an organizational structure that allows multiple entities to operate on an ongoing basis. And this is exactly what’s required for an intranet to succeed. 

Primary components of intranet governance are:

  • Making key decisions (such as establishing the intranet’s purpose)
  • Implementing key decisions
  • Establishing roles and responsibilities

Teams critical in governance process:

  • HR
  • IT
  • Internal Communication
  • Compliance
  • Office of the CEO

Why a governance process is critical to intranet success

57% of survey respondents from Simpplr Research’s Why Intranets Fail attributed intranet failure to unclear ownership and governance. This is unfortunate because this reason for failure is preventable. For intranet governance policy best practices, download The Ultimate Intranet Governance Checklist.

Intranet content governance

Content governance describes capabilities for content review processes, content expiration, archiving, retention, and access controls to keep intranet content up-to-date. Governing content on the intranet generally requires a dedicated resource to make sure that the intranet surfaces content that is useful and relevant for employees. Our research found that intranets become content dumping grounds because organizations rarely have the discipline and resources to refresh the content by themselves continuously. To combat this phenomenon, Simpplr purposely built the intranet industry’s first Auto-Governance Engine to prevent intranets from becoming stale. 

What is Simpplr’s Auto-Governance Engine?

auto governance engine intranet content

The Auto-Governance Engine is backed by AI to prevent the intranet from becoming a content dumping ground. The Engine automatically checks for outdated content, monitors content activity, incorporates search data, and allows content authors to set archiving parameters to help surface potentially outdated content to administrators. All these features are moving parts that contribute to the Engine, which makes sure that you and your employees never see stale intranet content ever again. 

Why content governance is critical to intranet success

Based on our Why Intranets Fail research, 22% of respondents attributed their failed intranets to stale, outdated content. What happens is intranets eventually reach a tipping point where stale, irrelevant content disrupts the purpose and experience of the intranet. Employees aren’t able to find what they’re looking for on the intranet and become frustrated, resulting in a loss of productivity. Given the lackluster experience, the intranet becomes another untrustworthy tool that employees abandon. 

The intranet is about employees’ trust and experience

Intranet success is about your employees’ intranet experience. The intranet experience is made up of several things, including user experience, governance, and content. Ultimately, the goal is to design your intranet to become a reliable source of information that your employees trust. If your intranet can build trust between employees, employees will continue to return to the intranet. Schedule a demo today to see how Simpplr’s Auto-Governance Engine can work for you.

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