Setting up employee intranet: Seven things you need to know
Employee communication is one of the most crucial aspects of running a successful business. Find out what you need to do when setting employ intranet.
From tracking progress to sharing updates and information, a method of communication needs to be in place between employees and the company. In the past, this was done through physical memos, employee meetings, and one-on-one check-ins.
But thanks to technology, better ways to communicate with employees are more efficient and can save the company time and money. Employee intranets are one such solution that offers a secure platform for businesses to share information with their employees.
If you’re unsure how to start setting up an employee intranet, follow these seven steps as a business owner.
1) Define the purpose of your intranet
Purpose definition might involve anything from sharing important company news and updates to creating a central repository for all your business documents. Once you know what the intranet will be used for, it’ll be easier to determine which features and tools need to be included.
2) Choose an intranet software provider
Not all intranet software providers offer the same service and features. For example, you may have an intranet service that offers 24/7 customer support or one that provides a mobile app. Research and read reviews to find the best provider for your business.
3) Create a domain name and hosting plan
Your domain name is what users will type in to access your intranet website. When choosing a domain name, make it short, easy to spell, and relevant to your business. Once you have a domain name, you’ll need to choose a hosting plan. This is where your intranet website will live and be accessible from the internet.
Hosting plans can be either self-hosted or cloud-based. A self-hosted solution requires you to purchase server space and manage the server yourself. Cloud-based solutions are managed by the provider and offer more flexibility and scalability.
4) Set up user accounts
After you’ve chosen your intranet software and hosting plan, it’s time to set up user accounts. This process will be different depending on the provider you choose. Some providers might have a self-service portal where users can create their own account, while others might require an administrator to add each user manually.
When setting up user accounts, be sure to use strong passwords and enable two-factor authentication if possible. This will help to keep your intranet secure and prevent unauthorized access.
5) Upload company documents
One of the benefits of having an employee intranet is that it provides a central repository for all your company documents. This includes policies, procedures, forms, manuals, and project templates. By storing these documents on the intranet, employees can access them anywhere at any time.
To upload documents, simply create a folder for each document type and then upload the files to the appropriate folder. Be sure to use descriptive file names so users can easily find the document they’re looking for.
6) Create an employee directory
An employee directory is a great way to help employees connect with one another and find contact information quickly. To create an employee directory:
- Start by creating a list of all the employees in your company.
- Include each employee’s name, job title, contact information, and location.
- Upload this file to your intranet and make it accessible to all users.
7) Add a calendar
A calendar is a helpful tool for keeping employees up-to-date on company events and deadlines. Create a new calendar in your intranet software, and then add events as they come up. Be sure to include the date, time, location, and any other relevant details. Employees can then subscribe to the calendar and receive notifications of upcoming events.
An employee internet is great for comuncation
Setting up an employee intranet is a great way to improve communication and collaboration within your company. By following these steps, you’ll be well on your way to creating a successful intranet for your business.