How to set up an intranet
Checklist
- Identify the functionality you want, such as internal email, publishing and browsing information and diary scheduling.
- Involve employees in identifying information which would be useful to them or which is currently circulated on paper.
- Decide whether you need remote access or to make any part of the intranet available to outsiders (eg key customers).
- Make an inventory of your existing computer network, hardware and software.
- Assess your in-house skills in IT installation and maintenance and in intranet design.
- Decide the best approach - doing it yourself, buying a packaged solution, or using an external agency.
- Define your specifications and approach suppliers; ask for references, particularly if you will be using them to install, design or maintain your intranet.
- Assess solutions, including functionality, ease of use, security, maintenance and support, as well as initial and running costs.
- Design templates for intranet pages and a navigation system; ensure that your searching system copes with all document formats.
- Start the roll-out with the most useful and easily published content such as staff handbooks and general HR information.
- Allocate responsibility for publishing and maintaining each area; set up systems to ensure content will be kept up to date.
- Control any areas of your intranet which need to be restricted, such as confidential information, particularly if outsiders can access it.
- Develop a usage policy, including legal issues such as copyright.
- Promote the intranet to your employees; explain the benefits and provide appropriate training.
- Regularly review intranet usage and encourage suggestions; identify enthusiasts who will push the project forwards.
Cardinal rules
Do:
- get help where you lack in-house skills
- use good design to make the intranet easy to use
- set clear areas of responsibility
- involve employees and sell the benefits to them
- continually improve and train
Don't:
- try to publish everything immediately
- publish inaccurate or out-of-date content
