How healthy is your intranet?
The latest release of Interact Intranet 5.2 – is built around giving Intranet Managers the tools to ensure their intranet is ‘healthy’. But what makes a ‘healthy intranet’? What exactly is an unhealthy intranet? Why should we even be concerned about the health of our intranet?
We put our questions to Interact’s VP of Product Development, Simon Dance who has been developing Interact Intranet 5.2 with his team of in-house developers .
Hi Simon, version 5.2 is designed to ensure your intranet is ‘healthy’. What exactly do you think makes an unhealthy intranet then?
Well, there are so many things that can affect the well-being of an intranet, including lack of engagement, poor trust and out of date and unreliable information. Areas in particular where an intranet might be unhealthy can include; documents that have passed their expiry date, homepages that are disengaging or people who don’t have their pictures on profile pages. What we have tried to achieve with version 5.2 is to provide a suite of analytical tools that help intranet managers with their daily battles.
From talking to our customers we also found out that lots were coming back to us saying they didn’t really know how their intranet was performing in comparison to other intranets, either in the same sector or of a similar size, so how were they supposed to know if their site was doing well. This is why within Interact Analytics in version 5.2, we give companies the option to have their intranet benchmarked in real-time against others.
Real-time benchmarking sounds interesting! How important is this for Intranet Managers when trying to produce a healthy intranet?
We know an intranet manager’s job can be a lonely place! They have no idea how their intranet is performing in comparison to others.
Benchmarking your intranet against others, so you can see how it changes and grows over time is a great start to finding this out. This information allows you to answer difficult questions about how useful, used and vital the intranet is, helping to ensure continued top-level buy-in, a healthy intranet budget and the confidence that the intranet is achieving the goals you have set for it. However, how do you know these goals are realistic? Are you aiming too high? Aiming too low? What sort of results should you expect?
The benchmarking information in Interact Analytics is polled, anonymously every night from the analytics of other Interact Intranet users, normalised and split into industry sectors, to give you a very good guide to how others in your sector are using their intranet.
For example, say your intranet has an overall Document Quality Score of 6 out of 10, this is more than half and is 3 points more than it was last year so you’re doing well, right? You look at the industry sector average and its 8; it would seem people in your industry put great stock in good quality documents so perhaps you should look again at what you’re doing.
Or, your senior manager is concerned that you only have 65% active users last month, you can use the industry sector benchmarking to show them that 65% is actually above average for your type of company.
Sounds great, I can definitely see the benefit to intranet managers! But do intranet managers have to then spend lots of time trying to work out how to make changes to improve their intranet?
Not at all, Interact Analytics will actually tell Intranet Managers how they can make certain improvements to their intranet quickly and easily, saving their time. The Interact Warnings in version 5.2 highlight issues with the intranet that managers can click on and quickly rectify. This means they can quickly get rid of documents that have not been viewed, duplicated or have expired which erode user trust in the organisation. The warnings are ranked as high, moderate or low importance so they can see what is urgent and act accordingly.
Also in this new release are Daily Email Intranet Reports that are delivered directly from the intranet detailing the day’s activity, so managers can keep their eye on their intranet and make the necessary changes. Intranet Managers can share these reports with their intranet champions in the organisation, so they can work together to make updates.
What is document quality score and why is this useful on an intranet?
We have a lot of knowledge about what makes a ‘good’ intranet and from numerous consultations with our customers we have been able to identify a set of best practice criteria for creating documents, which is how we developed ‘document quality score‘. This includes whether the document has keywords, the correct formatting, whether the Clever Linker has been used, a suitable image and many more factors. Managers will then be able to see the score of the document and the authors connected, so they can then drive action to improve the content on their intranet. This also allows managers to report back in monthly meetings and see the hits related to the quality score – then identify areas of information that can be improved.
One of the biggest problems we hear from intranet managers is their struggle trying to get users to keep their profile pages up to date. Can Interact Intranet version 5.2 help with this?
Well we know that keeping profile pages up to date is critical for a healthy intranet. Companies don’t have one centralised system that contains a complete up-to-date directory of profile information and most will look to their intranet to solve this problem. Limited profiles is a huge problem for companies and it can have a significant effect on not only how people will engage with the intranet, but how effectively it runs.
The Profile Analytics available in Interact Analytics help managers to easily find out which profile pages are incomplete and any profiles that have missing images, skills or My Tags etc. They also now have the ability to send an instant reminder directly from the analytics dashboard to remind users to fill in that particular profile section.
You mentioned earlier that an intranet that isn’t engaged with makes it ‘unhealthy.’ How can this be tackled?
Well, it’s no mean feat! One way we have tried to help with this, in Interact Intranet version 5.2, is by giving each person in your company who uses your intranet an ‘Influence Score.’ This tells you who is using your intranet and who is actually being listened to by others in the company. So, whatever action a user takes and is then ‘liked’, ‘shared’, commented on or if they are @tagged by others, means their score increases. This means you can find out who the influencers are on your intranet and then turn them into intranet champions, to help drive engagement.
What is also great about the Influence Score is that it brings a great bit of gamification to the intranet. As people’s scores increase, it brings a really competitive element to see who can get to the top of the leader board! This already happens here in Interact, people love to reach the top of the board! Also, this is a great way to find out who isn’t contributing to the intranet as much, so you could approach them and find out what would make them more likely to get involved.
Would you like to see these new features in action?Get a free 30 day trial of Interact Intranet 5.2