How to Spring-Clean Your Intranet

Posted by Lesley Maea on Apr 10, 2018 2:32:00 PM

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For those of us in the northern hemisphere, spring has officially sprung. The leaves are returning to the trees and the sun is staying up longer. At work, the craziness of Q1 has been and gone, and now it’s time to make sure you’re on track for a successful year ahead. And where better place to start than your intranet?

It’s the perfect time to review and reflect on how your company intranet is performing, and how you can make small changes to improve it. An intranet spring-clean doesn’t need to be a huge undertaking- even just a few simple changes could be transformational for your business.

Investigate

First things first, you’ll need to establish what is and isn’t working within your site. Consulting both qualitative and quantitative data will provide you with a strong basis to implement people-centric changes. So, it’s time to put your detective hat on and find out what your staff really think about their intranet.

  • Survey - Create a survey to gauge what your employees love and the stuff that needs some work. Ask a range of open and closed questions regarding the site structure, the content, the effectiveness of tools and the outcomes they facilitate. Do they actually enjoy using the intranet? Is it making their life easier?

  • #Channel- GreenOrbit #Channels are activity feeds based on the topics of conversation that matter to your business. Create an #IntranetFeedback channel so that staff can post their experiences and ideas, when and where they arise. This is a super simple way to receive feedback from employees that can be incredibly effective. When it’s time to spring-clean, you can simply visit the #Channel and review the contributions that are already there.

  • Intranet Analytics - Validate your employee feedback with some cold hard facts. Which pages are being viewed the most and least? What does the overall site traffic tell you?

Review

Now that you’ve done your research, it’s time to put it to good use. Revise your intranet strategy and KPIs and adjust accordingly. Establish priority tasks and how they will be completed. Once you know ‘what’, move on to the ‘who.’ Who will be responsible for which tasks? Who will need to manage the new content moving forward?

This phase will include removing the redundant intranet content. If you have an existing policy regarding the deletion of digital assets then you’ll obviously need to follow this. If not, archive the old content initially to ensure no information is lost before there is an approved plan in place.

Get Inspired

A large body of the work will come from improving existing items and simple changes- which is great. But don’t forget to be bold. Come up with one exciting, innovative idea that’s going to give your intranet the X-factor and engage users. It might be the introduction of a monthly CEO Podcast, an employee recognition initiative or a mindfulness campaign. Get creative!

Plan Your Maintenance

With your spring-clean complete, you’ll need to figure out how you’re going to keep things tidy. If you don’t already have a maintenance plan in place, schedule how often you’ll need to conduct reviews, analyse stats and meet with your team. By having your #IntranetFeedback channel in place, staff can always contribute their ideas to help continue to improve your site.

By following these simple spring-cleaning tips, your employee intranet will be flourishing in no time. Don’t forget, GreenOrbit customers receive a free intranet health check each year and there’s no better time to use it than now! 

Not using GreenOrbit yet? No worries. You can make a time to speak with one our GreenOrbit Intranet Specialists to discover the benefits for yourself.

Topics: digital workplace, HOW TO, intranet, intranet dashboard, education, Planning

10 Ways to Engage a Remote Workforce

Posted by Annabelle Willis on Mar 8, 2018 6:15:29 PM

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In the recent Gallup State of the American Workplace Report it found that from 2012 to 2016, the number of employed Americans working remotely –at least some of the time- grew from 39% to 43%. This number is set to continue to rise, and employees already working remotely will spend more time doing so.

The appeal of flexible work is fairly obvious, particularly for those battling long commutes, raising a family, or managing a chronic illness. Your team might work on the ground or be travelling regularly. Heck, maybe you just feel that you could produce a higher standard of work today while you wear your pyjamas on the couch. The reasons for seeking remote work are varied, and research supports that the outcomes can be positive for both employees and employers. In fact, Boston College research reports that 64% of employees would choose a lower paying job if they could work away from the office just one day a week.

So, not only could offering remote work options increase the productivity and performance of your team, but it could help attract exceptional talent to come and work for you in the first place. Sounds like something worth considering, right?

Before you go ahead and cancel the lease on your office building, you’re obviously going to need the right digital tools in place to support your remote team. One of the most critical will be your company intranet, not only in its functionality but how you leverage it to engage employees. For all of remote working’s benefits, keeping staff engaged, connected and collaborative is difficult without physical interaction. Fortunately, your intranet is where you can bridge the gap.

Here’s how:

1) Detailed, meaningful User Profiles

User Profiles can do so much more than placing a face to a name. Staff need not share their life stories, but think about the important stuff- areas of expertise, qualifications, strengths and the like. Without meeting, a remote worker should be able to view a User Profile and understand what that person does, and what they could bring to a project.

2) A Staff Directory that encourages connections

Now that your User Profiles actually mean something, you’ll need a killer staff directory to make them findable. With GreenOrbit, by applying metadata to your profile, this information then becomes searchable across the intranet. For example, you could simply search the word ‘French’ to find a French speaker to interpret something for you. This makes it easy for remote workers to find topic experts and initiate collaboration, no matter where they might be located.

3) Storytelling

The mobile team at RSPCA do a fantastic job at this; regularly posting articles to their intranet sharing stories and photos of their animal rescues. In turn, they are keeping remote staff in the loop, while reinforcing and celebrating their team culture. Great job guys!

4) Digital collaboration

Distance shouldn’t hinder employee collaboration. Iwan Westfa, IT Manager at global consulting firm Ecorys, sums up the benefits (and ease) of collaborating via the intranet perfectly:

Someone in the UK posted to a #Channel that their client needed to conduct an interview with a particular type of expert. Up until then, they could not find anyone and the project was in jeopardy. Once it was posted to #Channels, an expert in the Netherlands popped up by commenting on the post. So the reporters came to the Netherlands to carry out the interview. Normally we would have just lost the opportunity, but we made a profit.”

Thanks, Iwan.

5) Private Groups

Business-wide collaboration is great, but remote workers also need to collaborate within their team. Functionality such as Private Groups provides a place for teams to communicate, file-share and come together- even when they’re apart.

6) Digitize your forms

If your forms and processes are paper-based, remote workers are going to have a rough time completing them. They’ll either have to navigate a scanner or send it to you in the post, both of which are slow and completely infuriating. Instead, comprehensive online forms will allow them to submit forms quickly, easily and accurately.

7) Recognising good work

You might be unable to give your remote co-workers a physical high-five, but social intranet tools can provide the digital equivalent. Using a tool such as GreenOrbit #Channels, you can acknowledge the contributions of remote workers for your entire organization to see. At GreenOrbit, we share #StaffShoutouts internally to celebrate exceptional work. Through likes and comments, the ‘applause’ can be heard wherever we are.

8) Comprehensive online learning

A remote or mobile worker should experience the same training and education as their office-based colleagues. Providing comprehensive training modules with workflow through your intranet means staff can become experts in a new program, sales strategy, or safety process wherever they may be located.

9) Videos

Video conferencing is as close as dispersed teams can get to chatting face-to-face. When conferencing isn’t possible, record important presentations or events and store them on your intranet to allow remote employees to be a fly-on-the-wall.

10) Find opportunities

Within our own team at GreenOrbit, we have a number of remote workers whose lifeline is the intranet. Essentially, it’s where they ‘go to work’ and can interact with colleagues on a professional and personal level.

One of our remote employees is a regular contributor to our #Photography channel, sharing his work as a moonlight events photographer. From this, we instantly knew he would be the perfect person to work with our marketing team and photograph the SuperFoiler Grand Prix. He had the opportunity to travel around the country pursuing his passion, while the marketing team had access to exceptional event photos - a fantastic outcome for both parties.

As the number of remote workers grows, so too do the expectations of the remote work experience. By implementing these tips and leveraging your intranet as a digital workplace, you’ll be able to attract and retain the best remote employees for your business.

Want to know more about how your intranet can get work going? Check out our eBook:

3 Ways your Intranet can be a Launchpad for success

Topics: clients, digital workplace, employee engagement, HOW TO, mobile workforce, Social Intranet, Case Studies, Collaboration, mobile intranet

3 Quick Wins to Achieve Compliance

Posted by Lesley Maea on Sep 26, 2017 3:19:18 PM

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Compliance can be a challenge for businesses of all types – across all industries and sizes. It may keep you up at night for a number of reasons; perhaps to survive an audit, to meet industry legislation guidelines, or to ensure employees are following your policies and procedures. While this all sounds serious, the good news is that compliance needn’t be complicated – the easiest way to achieve peace of mind is through your intranet!

Let’s look at three ways you can use your intranet to achieve quick wins in compliance.

1) Versioning

Is your organization required to follow strict guidelines as to how they save, use and archive files in order to be compliant with auditors? This can be difficult to manage, particularly when you have multiple employees accessing and using the same documents.

By using a comprehensive versioning tool within your intranet, you can track how, when and who has edited documents. Systems such as GreenOrbit allow you to revert to previous versions to see the audit trail of changes logged over time giving you one less thing to worry about – even when working with external auditors. Win!

2) Read Receipt & Reporting

Distributing important policies and procedures via email may sound like a good idea to reach everyone who needs to know – but can you tell who’s actually reading them? It’s important these documents are understood by employees for your own business standards and objectives, but even more so when it comes to industry laws and guidelines.

A comprehensive reporting tool provides business security by recording who has read your critical documents. Leading retailer, Lowes, now stores all of their important policies and procedures within their intranet, and nominate items that are ‘Must Read’ for individuals, teams or companywide.

This enables them to track and report on who has or hasn’t read the assigned content. HR Coordinator Angela Ro reflects that “Prior to the intranet, we didn’t actually know if policies were being read. With GreenOrbit, we can see exactly who has actually read the document.”

By ensuring critical policies and procedures are read and acknowledged, your organization can be sure that business will be carried out in line with your operational and industry standards.

3) Online Training

Are you still using paper based workflow and physical induction folders to on-board new employees? How can you be sure that what has been given to the employee has been read and understood?

The days of the bulky paper-based induction folders and paper based forms are long gone. These inefficient processes can be easily replicated through online training modules and questionnaires via the intranet, using online forms, workflow and notifications.

The ability to track who has and hasn’t completed training, in addition to monitoring the comprehension of the material supplied is critical. Ensuring that your employees understand the values, objectives and the expectations of your organization.

This can apply to any business scenario – not just training. The ability to record and track information for auditing purposes, and in addition make changes to reflect company or industry protocol becomes effortless when utilizing your intranet.

Compliance may seem like a scary concept – but with the right digital tools – it’s simple to establish compliance across your organization. 

Want to know more about how GreenOrbit can support compliance in your organization? Contact an intranet specialist for a personalized demo.

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Topics: HOW TO, intranet dashboard, read receipt, regulatory compliance, compliance, whos reading my document

How Can Social Intranets Increase Your Sales

Posted by Connie Pandos on Feb 27, 2017 5:15:36 PM

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Sales people spend their days on the front line, presenting your products to prospective customers and hearing what they have to say. They hear it all, the good, the bad and the ugly.

What salespeople hear is what you want to know about – immediately! This feedback can make a huge difference to your business and the faster you can get this information the faster you and others in your business can act upon it.

Imagine a sales person being able to post feedback via their mobile device and immediately share it with everyone in your business!

#Channels are the exciting functionality in GreenOrbit that allows you to do this.

 

Topics: digital workplace, HOW TO, intranet, intranet dashboard, INTRANET INSIGHT, sales, Social Intranet, #channels, roi

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