Consistent maintenance and review of an intranet is crucial to its ongoing success. Too many company intranets lose engagement and traction because they are not cared for regularly. Here are some activities you should be performing periodically to ensure your intranet stays relevant, engages your employees, and delivers real value to your organization:
Search Audits: Review the search logs to see what terms are being searched for, particularly searches that have no results, to evaluate what content should or should not be placed on the intranet.
Content Audits: Review the content on the intranet to ensure it remains relevant, accurate, and up-to-date. This includes reviewing documents, pages, and multimedia resources.
User Feedback Collection: Gather feedback from users to understand their challenges and needs. This can be done through surveys, focus groups, or feedback forms. Use this information to make necessary adjustments and improvements.
Performance Monitoring: Continuously monitor the performance of the SharePoint intranet. This includes checking load times, responsiveness, and uptime to ensure a smooth user experience. A content creator can unintentionally slow site performance by using too many large images.
User Training and Support: Provide ongoing training and support for users. This includes creating and updating training materials, conducting workshops, and offering helpdesk support to assist users in navigating and utilizing the intranet effectively.
Usage Analytics Review: Analyze usage statistics and user behavior to understand how the intranet is being used. This data can inform decisions about layout changes, feature additions, or content restructuring.
Accessibility Audits: Ensure that the intranet is accessible to all users, including those with disabilities. Regular audits should be conducted to confirm compliance with accessibility standards.
Customization and Feature Updates: Keep up with new SharePoint features and consider customizing the platform to better meet organizational needs. This might involve adding new web parts, workflows, or integrations with other applications.
Data Management and Cleanup: Regularly review and manage data stored on the SharePoint intranet to avoid clutter. This includes archiving old files and deleting redundant content. Perhaps consider creating retention policies for the different types of content on your intranet.
Disaster Recovery Planning: Maintain and test disaster recovery plans to ensure that the intranet can be quickly restored in case of an outage or other critical incidents.
Need help to design and execute these activities? Let’s talk!
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