Having an intranet system within your company is a great way to organize your staff and internal procedures.
Having a user-friendly CMS intranet is just as important and here are five tips that can help you in choosing the right program.
Most organizations have an intranet system in place and this system helps them streamline their operations and communications. First things first though…
What is an Intranet?
In essence, intranet is a private network that uses Internet technology. Think about it as having an Internet system that only works for and within your organization and is only accessible through authorized devices, equipment and accounts. You’ll be able to do a wide range of tasks like saving or modifying files, publishing content, searching for content, sending and receiving emails or even accessing the world wide web.
What is a CMS Intranet?
A content management system (CMS) is like a dashboard where you can manage, create, modify, delete or share content. A CMS allows you to do a wide variety of tasks from one place, using just one tool or software. Much like you might use HubSpot or another CMS for your website a password-protected internal CMS is a great way to share internal content and thus the culture in your organization.
A CMS intranet is basically the CMS that manages the intranet system. This is what your IT personnel will manage to ensure that your intranet is running smoothly and that it is operating correctly. Your employees will also be using the CMS intranet if they are authorized to contribute or manage content.
Importance of Choosing the Right CMS Intranet
Intranet can be a valuable tool for your organization but it has to be something that all your employees can use and have access to. A CMS intranet that is too complicated for non-techy people may diminish the potential of your intranet system as a whole, especially if you plan on using intranet for collaborative purposes. An overly simple CMS intranet on the other hand will have less features and functionalities, which could limit your staff’s creativity and engagement.
Five Ways to Choose The Right CMS Intranet
When choosing a CMS intranet, you have to keep in mind your objectives, budget and the skills and learning capabilities of the people using it. Here are some useful tips to help you choose the best CMS intranet platform for your organization:
- Identify objectives to determine what features you’ll need. In order to determine what functionalities and features you’ll need from a CMS intranet, you first have to outline your objectives for installing an intranet system. Do you need it to promote collaboration within the organization? Will you use it for information sharing? Will you be using it for administrative tasks like payroll and attendance? How many of your employees will manage the CMS?
By identifying your objectives, you’ll be able to narrow down the possible platforms that you could use. Not all CMS intranet platforms have the same features and some are more powerful than others. This step will help prevent you from choosing a CMS intranet that has too many functionalities that you don’t need and costs more than better available options.
- Create a timetable. All CMS intranet platforms have a lifespan and it also takes time to set up the system to where all the hardware is hooked up and ready to go. You’ll also need to allot time for usage training for your staff. Keep in mind that a CMS intranet system is an investment and that aside from money, it also takes time to get it established to where you’ll start seeing a return on your investment
- Set a budget. If money wasn’t issue, you’ll have hundreds of CMS intranet platforms to choose from.Mostbusinesses however will have a budget that they’re willing to invest on a CMS intranet and it should also be one of your biggest considerations.
Just to give you an idea, Igloo Software’s most basic plan for an intranet system is $12 per person per month. It includes hosting, customization according to the features that you need and basic training. eXo on the other hand has an Enterprise plan where you’ll be self-hosting the platform and access all the functionalities which include chat, directory integration and social collaboration for $1,200 per year for up to 25 users.
Create a shortlist of platforms. Once you have identified your objectives, the features that you’ll need, your preferred time table and your budget, it will be easier for you to narrow down the list of possible CMS intranet platforms that would fit with your organization. A quick Google search will turn up plenty of platforms and companies wanting to do business with you. Sifting through what each company has to offer can be a tedious and time-consuming task but it will yield a great list of possible CMS intranet providers. Make a spreadsheet of the pros and cons of each company to make it easier for you to see which companies have what you’re looking for.
If you don’t have the time to do some window shopping, a digital marketing agency or consultant may be able to recommend some of their favorite CMS intranet platforms to help get you in the right direction. If you need some help in identifying the best platform for your organization, let us help by contacting us here.