10 ways NOT to structure a new intranet site – a bad practice guide

1.Don’t spend any time thinking about your site structure or navigation. Make it up as you go

2. Ask your boss or director what they think will work. They know best

3. Use exciting interesting words that are a bit ambiguous. The mystery will entice people to click

4. Better still – use ‘interesting’ pictures rather than words as navigation

5. People love to be patronised. Tell them exactly where they have to put their mouse and where to click by putting “click here” everywhere you have a link.

6. Make your site stand out by doing something completely different to the rest of the intranet. Change the colours, placement of menus and whole feel of the site. Infact, change this on every single page, really mix it up. People will appreciate your creativity.

7. Fewer clicks are always better. Just link to every page, document or form in your site from your homepage. That way everything is only one click away and everyone is happy

8. Your customers or colleagues will be coming to your site to answer a question or look something up. This is a great opportunity to remind them how awesome you are – make sure they have to read through pages of propaganda about how amazing the team are before they can get to the thing they came for.

9. Make sure you add some ‘useful links’ and some ‘quick links’ – people are always struggling to seperate the quick useful links from the rest.

10. Give yourself a job for life. Fill your site with information that needs to be constantly updated like structure charts and phone numbers. It doesn’t matter that this sort of information is available elsewhere, by putting it in plain text on your site your will be gainfully employed for the foreseeable future maintaining this duplicated information.

Progression of a designer

The theory

I have a theory about how a ‘web designer’ (or anyone who creates web sites) evolves over their career.

Level one – Hello world

They start to play with the technology. Initially everything is very basic, and therefore reasonably usable. But they quickly learn ‘clever new techniques’ like marquees and image maps and as the pages get more complex, the usability and usefulness of the pages drops to nearly nothing. But that’s ok, the designer get satisfaction from ‘getting stuff to work’. They don’t really care about whether the end product is beneficial, it’s about showboating how well they have mastered the technology.

Level two – show me the money

One they have reached a level of technical adeptness their boss will give them a ‘proper job’ to do. Something important. As they work on this they start to realise that it’s not about technology but about people. They get frustrated that nobody can understand the ‘clever’ way their site works. They end up simplifying the pages, going back to basic techniques or plain text. Some of the love of technology dies at this point. But a new fascination sometimes starts with ‘good design’. Making a page elegant in its ability to look professional and give people the information they need. The designer starts to get satisfaction from positive feedback. People telling them that the site ‘looks good’

Level three – balance in all things

The designer starts to use ‘clever techniques’ to achieve an elegant page. They start to worry about things like load time, code efficiency, usability, accessibility etc. They realise that the ‘looks good’ praise they got was only from a small group of people. There were other groups who the site failed. To create a ‘good design’ for everyone needs the effective use of ‘clever technology’. They start to get satisfaction from creating something that ‘works’. Not just the technology working, but the page working for everyone. They are trying to balance the business objectives with the user objectives and the technical constraints.

Shortcuts to Level three

Do you identify yourself as a Level one or Level designer but want to get to level three? I wouldn’t recommend skipping the first levels all together, doing things ‘wrong’ is a great learning experience. But, you probably can accelerate your progress if this is where you want to get too.

First, focus on giving yourself motivation

Level three designers are motivated by seeing their creations work.

Spend time ‘watching people’ before, during and after you launch your site. See how people struggle before and then watch in glee as they’re problems go away using your new creation.

Keep things simple

Do one thing well. Don’t try and create the Swiss army knife of sites, just try and solve one problem at a time, it doesn’t even have to be a big problem.

Meet with and talk to other level three designers

Twitter, Facebook, Google groups, Linked in etc all have hundreds of groups, discussion boards and meetups. Socialising with these people gives you a place to ask questions, watch and learn.

Strategic principles

Strategic design principles are short, general statements that describe your strategic intent.

They’re probably similar to the headlines you would use if you were going to publish each chapter of your intranet strategy as a news item.

They have to be short enough to remember word for word and fit on a single slide (everyone loves a slide deck)

You don’t want too many of them (we have five – so we can fit allof them on one slide!)

They should be signed upto by your most senior steering group or sponsor

They should be broad enough to apply to any intranet problem, but specific enough to help you get to a decision.

For example, one of our principles is:

The intranet user experience should be concistant for all employees

This statement has helped us decide things like;

Should we provision X business unit with intranet access? – Yes! Everyone should have the same access!

Should we restrict blogging to just exec level staff? – No! Everyone should have the same experience!

X business unit is stil using an old browser. They can’t use the Y functionality. – Oh dear. We should either upgrade thier browsers or rewrite the functionality to work for them.

…You get the idea

Having the strategic principle in place means that decisions like those are easy. Everyone immediatly knows the ‘right’ thing to do and the actions have already been signed off (because the top level exec signed off the principles).

Our intranet

We created the intranet to improve collaboration and communication across the company, as well as improving productivity and reflecting the desired company culture.

This resulted in the development of several ‘channels’.
Home & company channels inform staff
Office & Hr channels are service directories that answer questions and proceed access to services
Social channel promotes life balance and hosts non-business related sites (e.g. dept. Football teams site)

We use Sharepoint 2007 as a platform and have a very open policy on it’s use.
We host an open discussion board on the global homepage.
We use the my site feature and allow any employee to make full use of the Sharepoint features by, for example, creating a blog, creating a new site or wiki.

How our Intranet is used today

The average employee opens their browser 40 times a month (twice a day). 15 of those times will be to use the intranet.

Each session will typically last about 4:00 minutes.

They will use search ten or eleven times over the month. Two or three of those searches will be for people.

Over the month they will add about 850kb of comments and documents.

Typically they clock up 137 page views over the month; more than 20% of these will be viewing the homepage.

2% of views will be local news items, and a further 1% will be global news items.

6% of views will be looking at or responding too business related forum posts, 9% will be social forum posts, 4.5% in accessing office services & policies and 3.2% in HR services & policies.

10% of views will be looking at team sites for role or team specific tasks.

Introductions

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We’re just getting started on the blog. The first few blogs will be tests and basic background / introductory stuff. If you have requests for posts or are interested in anything specific please leave a comment and let us know

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