During the process​

Ensure a smooth transition during the moving intranet process and keep everything on track

Illustration of the process of moving intranet including UX settings

From interim solutions to design, plan ahead and reduce your stress

Making the decision to move intranet is just the first step. We’ve gathered a list of helpful areas you’ll want to think about during the process of moving intranet.

Communications

This one might seem a bit obvious, however, people often have very busy schedules. During the process of moving intranet, staying aligned and planning ahead is vital to the success of a smooth switch and should therefore be factored in to your project plan. 

Stakeholder meetings

Regularly revisit your success criteria with stakeholders to know you’re on track

Supplier relations

Engage frequently with your dedicated account manager from your supplier

Publishing model

You will want to evaluate which publishing model is the right choice for you. We have listed the advantages and disadvantages of centralised and distributed publishing below to get you started.

Centralised publishing

All content is published by the central intranet team, with business areas contributing information via email, Word documents and other source documents.

Advantages

  • Quality content ensured
  • Consistent content layout
  • Minimal training requirements
  • Formal and informal sign-off possible
  • Consistent resources available

Disadvantages

  • Bottleneck possible
  • Not scalable
  • Limits to subject matter expertise
  • Engagement from business areas limited
  • Zero cost leads to excess content

Distributed publishing

Business areas are responsible for publishing and managing their own content. Authors in each business area can publish directly to the intranet.

Advantages

  • Resources from many authors
  • Scalable
  • Passes responsibility to business areas
  • Keeps content up-to-date and relevant
  • Creates environment of content ownership

Disadvantages

  • Content quality effected
  • Difficult to sustain
  • Consistency of content quality and layout difficult
  • Requires resources from individual teams and areas
  • Need for training and strong publishing tools

Launching your new intranet and engaging your users is vital to its success so you need to chose a roll out plan that best suits your organisation. Below are some options you may consider.

Soft launch

Add a link on your old intranet to the new one and ask them to start gradually using the new one. Publicise the changes and ask users to share the benefits of the new intranet with each other.

Gradual roll out

Slowly train and introduce your users in your new intranet. Work through roles and responsibilities until your whole organisation is onboard with the changes.

Piece by piece

Introduce new applications or areas of your new intranet to your users one at a time to allow them to get accustomed to how it works and value the benefits it brings without overwhelming them with new features.

Big bang

Launch your new intranet in one go! As soon as the new one is ready, retire the old one and have all of your users start using new one immediately. Have confidence your users will be as excited as you are!

Intranet design and configuration

You want an intranet that will provide you with the flexibility and control to make changes to your intranet design and configuration simply and efficiently. We have listed some of our tools and features to give you an idea of what is possible.

Familiarise yourself with the design capabilities of your new intranet. Ensure your configuration meets organisational branding guidelines while improving user experience.

Invotra design admin options

Add your organisation’s requirements for each of the following areas:

Colours
Font
Font face
Font sizes
Footer
Logo & Favicon
Mobile
Widget branding

Set required and optional fields for your team, people and location directories.

From adding individual job roles and skills available in profiles to bulk management of internal and external users, administrators have full control over the Invotra People directory.

Profile fields which can now be removed via the API

Configurable content settings such as options within the editing WYSIWG allow every role in your publishing teams to produce high quality content.

The content management demands of each organisation and its workforce are individual and an intranet should allow simple topic, tag and category editing to meet your needs.

WYSIWYG options for the author role in Invotra admin

Make navigating your intranet as simple, clear and quick as it can be. Our customisable workbar and navigation give you control over what lives where. Create new site sections and content types to be used in the relevant areas of your intranet. If anything changes, you can reflect that in your intranet’s structure instantly from your Invotra admin.

Invotra’s portal provides additional controls and freedoms to present a homepage that is configured specifically for extrernal users. 

Site section creation and editing within Invotra admin

Decide on the search you wish to be available to your users; Invotra provides both a universal search in the toolbar and a local search added as a widget in sections.

A universal search provides users with the ability to search all content on your intranet and may distinguish between content, people, teams and locations. Additionally you could provide a local search which restricted a search to a specific area on your intranet, making it easier for users to find appropriate content quickly.

Additional search settings may be required such as search synonyms, highlights, options to apply relevant filters and search result exporting.

people search results

Simple and immediate configuration of regional settings and date and time are standard. Additionally, security controls over authentiation, IP address blocking, Iframe domains and file types can be added by administrators with ease.

Date and time settings page within the global settings options

Flexibility and control over each individual application in your intranet gives your users confidence that each interaction with the intranet is an engagement with the organisation. Branded icons can be used to customise each app.

With applications such as Ideas, Queries, Groups and Events relevant categories and message types can be added so that your users feel the intranet reflects their concerns, interests and helps them effectively achieve their goals.

Message types editing page with the option to add a term or edit and delete existing terms

Creating and updating menus which are in tune with your users’ needs will improve site structure. Important pages need to be highlighted and user experience will be improved by better site navigation. Content should be easily accessible through customised navigation bars, which your organisation is free to design, construct and update as your users require.

Intranet menu for intranet applications

Validating content authors and encouraging collaboration between users, your intranet should provide the option to discuss content through commenting. However, you should also be able to select which content this is appropriate for and disable the feature if it is not required. You also need to consider the type of moderation comments you will use, and check that your intranet will allow either pre or post moderation for any comments that are added.

Details of user edit to comments, including user name and date

Helpful intranet tools for your organisation to manage your data. Utilise export and import features on all content types, and to add or export team and location data.

Stay fully informed by viewing detailed analytics data on your users’ engagement with the site and all of the applications and features.

Additionally ensure all data is secure by configuring corporate and master content.

Engagement statistics with date range field and statistics for the activity and numbers of users 

Onboarding service

Your new intranet provider should be with you at every stage of the process of moving intranet, guiding you through any challenges and offering quality support and service. Below we have a high level summary of the Invotra’s onboarding services. 

Branding Set Up

  • Training sessions provided on the Invotra product​
  • Guidance sessions on best practices​
  • Interactive workshop on branding settings with customer​

Intranet Layout/UX Set Up

  • Training sessions provided on Invotra's layout and UX settings​
  • Guidance sessions on best practices ​
  • Interactive workshop where layout and UX settings are applied​

Content Migration Analysis

  • Invotra engages with customer to analyse current content sources​
  • Show and tell of Invotra's API availability for content migration​
  • Support high level content inventory creation​
  • Support customer in content migration process generation (workflows etc.)​

Initial Client Engagement

  • Review current intranet solutions​
  • Review current intranet integrations​
  • Roles and responsibilities defined and documented​

General Technical Setup

  • Customer chooses to use own domain or Invotra can provide one
  • Invotra will support you to select and implement an SSL solution
  • Customer site built and smoke tested ​

Single Sign-On Setup

  • Invotra will support you in setting up the optimal SSO solution for your organisation
  • Invotra provides in-depth SSO documentation on best practices and configuration