Strategies for Effective Content Management in Intranet
Effective content management is crucial for the success of any intranet. Intranets are internal websites that are used by organizations to share information, collaborate, and streamline business processes. SharePoint is a popular platform for building intranets due to its robust features and flexibility. In this article, we will discuss strategies for effective content management in SharePoint intranets.
1. Define a Content Management Strategy
Before diving into content management in SharePoint, it is important to define a clear content management strategy. This strategy should outline the goals, objectives, and guidelines for managing content in the intranet. It should address questions such as:
- What types of content will be included in the intranet?
- Who will be responsible for creating and managing the content?
- How will the content be organized and structured?
- What permissions and access controls will be implemented?
- How will the content be reviewed and updated?
2. Create a Logical Information Architecture
A well-designed information architecture is essential for effective content management in SharePoint intranets. The information architecture defines the structure and organization of content within the intranet. It should be intuitive and user-friendly, allowing users to easily navigate and find the information they need.
When creating the information architecture, consider the different departments, teams, and projects within the organization. Group related content together and create logical hierarchies and taxonomies. Use metadata and tags to classify and categorize content, making it easier to search and discover.
3. Implement Content Governance
Content governance refers to the policies, processes, and controls that govern the creation, management, and lifecycle of content in the intranet. It ensures that content is accurate, up-to-date, and aligned with the organization’s goals and objectives.
Establish a content governance committee or team that is responsible for defining and enforcing content governance policies. This team should regularly review and audit the content, ensuring that it meets quality standards and is relevant to the users. Implement workflows and approval processes to ensure that content is reviewed and approved before being published.
4. Provide Training and Support
Effective content management requires proper training and support for content creators and administrators. Provide training sessions and resources to educate users on how to create, manage, and publish content in SharePoint. This includes training on using the content management features, such as document libraries, lists, and workflows.
Offer ongoing support and assistance to content creators and administrators. This can be in the form of a help desk or support team that can address any issues or questions related to content management. Regularly communicate updates and best practices to ensure that users are aware of any changes or improvements in the content management process.
5. Leverage Automation and Workflows
Automation and workflows can greatly streamline the content management process in SharePoint intranets. Use SharePoint’s built-in workflow capabilities to automate repetitive tasks, such as content approval, publishing, and archiving.
Implement workflows that automatically notify content owners when their content needs to be reviewed or updated. Use alerts and notifications to keep users informed about changes and updates to the content. This reduces manual effort and ensures that content is always up-to-date and relevant.
Effective content management is essential for the success of SharePoint intranets. By defining a content management strategy, creating a logical information architecture, implementing content governance, providing training and support, and leveraging automation and workflows, organizations can ensure that their intranets are efficient, user-friendly, and valuable to the users.