11/27/2007

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6. Embed related links

Have you ever noticed those sidebars on news Web sites that list other articles that are related to the one you're reading? The same should be done throughout an intranet because users don't always know what's available to them. You can generate a lot more traffic by placing a related links sidebar to help users find information - whether targeted or discovered.

7. Add RSS feeds

Intranets require users to actively seek and retrieve content, but not all users have the time to check their intranet on a regular basis. This can result in users missing out on important content, or worse, vital announcements that are time sensitive. Categorized RSS feeds are an excellent way to automatically deliver intranet content to users at regular intervals. The feeds can be set up so that users only receive a summary of the content. If they want to view the complete document, a link within the RSS message will send them directly to the intranet. This way they're not overwhelmed with information on an already busy day.

8. Implement discussion forums

There's perhaps no better way to promote large-scale employee interaction and internal communities within an organization than through discussion forums. Forums can be set up for various departments, topics, projects, technical help, and even water cooler content. This gives users the opportunity to meet other employees, and to tap into the collective knowledge of the organization.

9. Use your intranet as a support structure

An intranet can be used as a centralized resource for various technical support issues. It can contain contact information for immediate assistance, an online form for lower priority service requests, and a library of do-it-yourself information such technical how-to's and FAQs.

10. Conduct polls and surveys

Users like to know that their opinion counts for something, that they have a say in the future direction of their intranet. Set up an occasional poll or a more in-depth user survey to gauge user satisfaction and to get feedback on what the user community would like to see in future versions of the intranet. This way, users feel as though they're actually part of the process rather than simple passengers without a say as to where their system's going.

Closing thoughts

Besides various system inadequacies like poor navigation and irrelevant or out-of-date content, lack of awareness is perhaps one of the greatest contributing factors to low user turnout. By carefully considering the manner in which you launch your intranet, how you market the system, and implementing some of the features I discussed above, you can greatly increase both intranet user-base and longevity.

Paul Chin (www.paulchinonline.com) is a freelance writer and journalist. He has previously worked in the aerospace and competitive intelligence industries as a software developer and intranet specialist. He currently writes on a wide range of IT topics, including systems development and security, digital communications and media, content management and web design.

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