Meaning & Definition
Intranet governance refers to the set of policies, processes, rules, and responsibilities that guide the management and operation of an organization’s intranet. It is a structured framework that ensures the intranet functions effectively, securely, and in alignment with the organization’s goals and objectives. Intranet governance helps maintain the quality of content, user experience, and security while providing a clear structure for decision-making and accountability.
Key components of intranet governance typically include:
- Roles and Responsibilities
Clearly define the roles and responsibilities of individuals and teams involved in intranet management. This may include intranet administrators, content owners, IT staff, and other stakeholders.
- Policies and Guidelines
Establishing policies, guidelines, and best practices for content creation, management, and usage. This covers topics like content standards, accessibility, branding, and compliance with legal and regulatory requirements.
- Content Management
Defining procedures for content creation, review, approval, and retirement. Ensuring that content is accurate, up to date, and serves the needs of users.
- Access Control
Specifying who has access to the intranet, which areas they can access, and the level of permissions granted to users. This helps protect sensitive information and maintain security.
- Technical Maintenance
Outlining procedures for technical maintenance, updates, and troubleshooting. This includes server management, software upgrades, and security patches.
- User Support
Describing the process for addressing user inquiries, feedback, and technical issues. It may involve helpdesk support and user training.
- Content Strategy
Develop a content strategy that aligns with the organization’s goals and addresses the information needs of employees. This includes defining content categories and the organization’s content roadmap.
- Usability and Design
Ensuring that the intranet is user-friendly, visually appealing, and accessible to all users. This may involve usability testing and design standards.
- Compliance and Security
Addressing legal, regulatory, and security requirements. This includes data protection, privacy, and information security policies.
- Metrics and Reporting
Establishing key performance indicators (KPIs) and metrics to evaluate the intranet’s performance. Regular reporting helps monitor user engagement and content effectiveness.
- Strategic Planning
Aligning the intranet with the organization’s long-term strategic objectives. This involves setting priorities, identifying opportunities for improvement, and staying updated on emerging technologies and trends.
- Budget and Resources
Managing the budget and resources required to support the intranet, which may include expenses related to software, hardware, personnel, and training.
Intranet governance is essential for maintaining the quality and relevance of an organization’s intranet, especially as the intranet grows and evolves over time. It ensures that the intranet continues to serve as a valuable tool for internal communication, collaboration, and information sharing. Effective governance can help prevent issues such as content sprawl, security breaches, and user dissatisfaction while providing a framework for continuous improvement.