As I have alluded to in previous columns, getting the decentralized businesses in my company to standardize on something is akin to herding cats, but less enjoyable. So, in response to never ending inquiries about what skills are required to author web pages, how do we get access to do so, what training do you recommend, and the like, I revamped my standards and guidelines late last year. These are by no means comprehensive, and many organizations might find more stringent standards are needed in their environment. However, given the environment here, my limited authority, and the need to lay down the law at least on certain issues, I created a basic framework in which content authors must work.
The following is a glimpse of what my guidelines contain (edited to change names to protect the innocent and avoid confusing references specific only to my company, of course).
Intranet Procedures and Guidelines
- Determine who will design and build your site. For a
basic site (non-application type pages), someone in your department/group
can build the site or you can have the internal web vendor or an external
vendor build your site.
- Updating information is crucial and maintenance of
sites will be the responsibility of the department who "owns" the
information (Information Technology can recommend training for the person
who will be maintaining the site, see below).
- Determine who is the audience for the information
and consider what they will be able to accomplish by using your site.
- Contact the Webmaster to determine if there are similar efforts underway and to discuss the best ways to accomplish your objectives.
Authoring Guidelines
Authorization and access to web server libraries is controlled by the Webmaster. Contact the Webmaster (ext. XXXX) to obtain access to your file library for web site creation and update purposes.
Naming Conventions and File Locations
Each business will have its own subdirectory and departments within that business will have their own sub-directory beneath the business level. All business' and departments' main home pages must be named index.htm or index.html.
Practice Good File Management for your site. That means, files of the same type should be stored in sub-directories below the main directory. For example, a sub-directory named images is suggested for all graphic elements associated with a department's home page. Also, be mindful of your filenames and the length of filenames. Avoid spaces whenever possible (use "-"," _", etc.) as it makes things cleaner, and keep filenames to a reasonable length (the "lovely little presentation my boss gave me to post.ppt" is not a great idea as a filename).
Keeping content and links up to date is the responsibility of the publishing department (the department who has ownership of the information). After a document and its links have been tested, it can be moved to the web server by placing the files in the proper subdirectory using FTP software (see FTP Procedures for details on using the WS-FTP Pro Software). All documents are automatically moved to production 4 times a day.
Design Considerations
There are several important design and format details to keep in mind when creating an Intranet site. These considerations and standards are not meant to be restrictive but are presented to help ensure the overall consistency, success, and optimum performance of the Intranet.
- Keep in mind a global audience when choosing labels
and graphics
- Break up the information being delivered so that it
will take up no more than 2-3 pages ("screens")
- Choose graphics that will enhance the presentation
of the information
- Keep in mind that graphics can also slow down the
performance of the page
- Remember that all users do not have access to
external links; therefore, label any external links as "Internet access
required" or something comparable
- Label any links to secured areas (where confidential
content is secured by userid and passwords) as "restricted access/password
required" as a courtesy to all Intranet users
- Practice good Usability. For example, avoid underlining words in your formatting as much as possible since underlined (particularly blue and underlined) words connote links. Blue underlined links only serve to confuse and frustrate users. For a fabulous guide to design visit the
Events
[
Home | Discussion Forum | How Do I... |
Lotus Notes Intranets |
Microsoft SharePoint |
Products |
Shopping
]
