5 Steps to Completing a "Mini" Intranet Content Audit

by Martyn Green on July 27, 2015

Our #intranetreview is picking up momentum this summer. So far those that are following us and using the summer months to take stock of their intranet have met with intranet contributors and talked about the review, invited colleagues to help, more than likely undertaken a survey to gauge high level insight into their intranet and finally interviewed some key stakeholders to dig a bit deeper. A this point I’m sure you will have already gathered lots of useful information on your intranet’s performance and are wondering what to do with it all!

Before you dive in and start to collate your findings, don’t forget to balance out your user feedback with a look at you intranet content. I’ve called this the “mini intranet content audit”. It’s a great idea to make time to do this as you will be able to see most used and missing content and who is accessing the most content on a regular basis. It helps to highlight employee engagement and also frequency of content contribution and collaboration.

If you would like to look at your intranet content more closely, then our how to guide below should be enough to get you started.

Mini Intranet content audit in 5 steps:

  1. The first thing you will need to do is create content piles or ‘map’ your content. Essentially this involves creating an inventory of all the information that your organisation currently holds. This information can be stored anywhere and doesn’t need to exist on an intranet. It could be paperwork stored in a filing cabinet, or electronic documents on an individual’s computer.
  2. When you are cataloguing your content, ask yourself these questions:
  • What content do we have?
  • How do we access it?
  • What is the quality of the content?
  • Do we want to keep and this content?
  • Which content will be transferred to the intranet?
  • What do we need to get rid of?

3. It is best to document all of your existing content in a spreadsheet to make it easier to analyse later.

4.When you have finished listing all your existing content, you will be able to review this in light of your survey and stakeholder interview results. You may want to sit down with colleagues from particular teams and chat through how they use or not use certain areas of Content.

5. Once you have reviewed all of your content you will be able to select the information that is relevant and up to date which you would like to be or remain part of your intranet. You will also be able to identify content that is no longer required and either archive or destroy it in conjunction with team contributors.

About me:Martyn Green Intranet Consultant at SORCE

Over the last 16 years I have helped people understand what they need from an intranet, the majority of which was successful, but I have always been looking to learn and improve.

Consolidating my knowledge and experiences from helping to deploy or relaunch 250+ intranets Worldwide, 4 years ago, I created the Intranet Journey. As far as I could see at the time, this was one of the first complete Intranet success methodologies…

The success of this has led me to work with some very hard working intranet managers, sponsors and of course users. I have learnt an awful lot and continue to do so from real people with real problems.

If after reading this you would like to get in touch to see how SORCE intranet can help you then please call 01635 551777.

 

 

 

Topics: The Journey

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