Intranet CMS – the dynamics of the employment landscape are rapidly evolving with each passing day as IT companies set new expectations with fast-growing technologies in the workforce. This results in more demands of incorporating cutting-edge solutions to significantly meet the high standards set by consumer-centric applications we use daily.
These apps exist since the widespread of computer networking from which one among them is popularly known as content management system intranet. On contrary, the smart corporate intranet facilitates information, storage, and communications between personnel.
Integrating such intranet applications helps businesses’ internal website which is easily accessible to employees that are meant to share data, information and other resources across the workplace.
In simple words, an employee intranet is an internal network system of collaborating information management platforms that fits into the overall organizational structure. At the same time, the volume of content required to convey or share this snowball of information is difficult to create, manage, edit, and publish. In such scenario, an intranet content management system is a software or program that is easier to manage digital content using different custom tools.
This article will highlight what is intranet CMS and we will give you a quick walkthrough of the top 10 key features of an intranet content management system that will help organizations build branded and customizable sites with ease and create a secure environment.
What is an Intranet Content Management System?
Before defining intranet CMS, we should grasp a better understanding of the history of the content management system intranet. Firstly, we have to look back at the early 90s, during this period, website builders in general and intranet solutions specifically centralized static web pages built on HTML.
With this the users were able to access a certain amount of information and perform basic activities through these simple content blocks. However, such static content information over the intranet often lacked social collaboration and engagement in the workplace. Therefore, this rendered early intranets obsolete which paved the way to integrate modern intranet content management systems.
As per a recent report by First up, 57% of HR professionals were under extreme pressure to devise a cohesive approach for collaborating and engaging employees.
Content management system intranet has become a new byword in the corporate world that synchronizes with an organization’s employee directory. An intranet CMS is a step of processes that helps from creating and publishing every type of content to accessing, updating, and archiving it.
This system provides different ways intranet information is formatted, searched, indexed, retrieved, and published. Intranet CMS is usually run by a dedicated team of IT experts who develop, manage, and update all the networking information at one place.
According to MGI research, A CMS integration with intranet helps easily manage digital content and mainly observed a 20-25% increase in business productivity, collaboration, and engagement across the workplace.
Top 10 Essential attributes in your intranet content management system:
One way to ensure whether your company intranet is providing the employees with the right technologies and tools to engage and connect. As a company if your intranet is outdated and you are looking for a constant upgrade or if you are a business developing an intranet platform from scratch then it can be difficult to choose the right solution for your company.
Therefore, to help you choose the right intranet content management system, we have compiled a list of the top 10 intranet CMS attributes that ensures your organization is more adaptable and agile in an increasingly evolving business world.
1. Technological integration:
Hassle-free integration with a company intranet system and gaining a complete range of digital platforms your workforce utilizes on a day-to-day basis on regular operational activities is the key feature of an intranet CMS tool.
Incorporating advanced features like instant messaging, HR system, payroll, project management, and data analytics with a content management system helps eliminate the need for prolonged and time-consuming processes.
2. Intuitive user interface:
Any widely used digital platform is expected to be visually impressive, intuitive, and easy to use which offers every user to use it without any training or basic training. However, conducting learning and training programs help streamline the process, and accordingly to a study ideally it should not take more than 2-3 weeks of intense training.
Thus, a user interface that resembles other software platforms or tools that the employees are already accustomed to using helps a long way in boosting employee adoption and drives higher profits.
3. Rich content support:
Companies need to ensure that their Intranet CMS is fully adopted and used to its full potential by the content editors and end-users. The different types of content distributed via intranet as part of an internal collaboration strategy consists of multimedia support such as text, videos, photos, presentations, polls, live broadcasts etc.
The main purpose of the intranet CMS is to help users create, manage, and consume engaging content and not compromise on multimedia support.
4. Responsive design:
With users accessing their platforms to carry out work-related tasks using multiple devices, it is essential to enable mobile-friendly access to provide a quality experience.
This experience can be effective while having visual aid and a clearly designed modern layout that allows both content editors and end-users to use tools to intuitively understand the basic functions such as searching, managing, editing, and publishing the content on a consistent basis.
Therefore, this has a significant impact on the overall digital employee experience by improving productivity and providing better customer service.
5. Advanced search capabilities:
In intranet CMS the content directories need to be well-organized with easily searchable functionality. A Market Insider study observed that intranet CMS is inefficient if employees cannot find the source of information easily. Integration of a robust search engine that helps to filter options using attributes like time, date, tagging and keywords.
This advanced search capability saves employees time, cost, and resources when they are looking for specific data. At the same time, this capability can also allow users to not only publish new content but also to archive previous data that has become outdated.
6. Easy roll-out:
The process of deploying your content management intranet solutions may take time but it is not an over complicated process. It can be created with seamless and hassle-free custom solutions that require less configuration rather than investing prolonged processes and time in designing.
An efficient intranet CMS tool should be consisting of all information such as employee directory, HR forums and other social media outlets that result in higher engagement levels, increase profits, and save costs effectively.
7. Automate scheduling options:
In case of content reaching the right set audience at the right time, it is important for the content editors to reply on an intranet content management system that is equipped with both scheduling and targeting capabilities.
With scheduling, users can automate and manage a large volume of data or updated digital content along with the widespread target audiences within different time zones. Such automatic functionality allows companies to either publish accordingly, delete it or even backdate it.
Therefore, this way, the content management system intranet solution will help companies never forget to update the internal database and help stay consistent and up to date with the relevant industry trends.
8. Analytics integration:
As employees use all technologies to conduct their day-to-day activities, the goal to enhance intranet CMS over time consistently should be no different.
With the integration of analytics, companies can effortlessly track and measure every employee’s interaction with a different type of content, monitor which content type is gaining positive responses and measure the click-through rates of likes or shares. Data received through the intranet can be instantly tabulated and analyzed to gain potential insights.
Hence, using such data allows decision-makers to understand users’ preferences, and improve their collaboration and knowledge strategies.
9. Managing security and governance:
Risk and data breaches are inevitable when it comes to dealing with enterprise digital solutions. With this providing security and governance is a crucial criterion when choosing the right content management intranet solution.
A well-secured management in place, a content management system can automatically update new version content by detecting any error, flag duplicates etc.
Therefore, intranet CMS can also easily comply with a list of standards and requirements that ensure the security of content and comply with trust to exchange any form of information across the organization.
10. Tailor content via personalization:
Back in the day, the intranet looked the same as other technologies as it did not offer advanced personalization options. However, modern content management system intranet solutions come with less complex personalization features that are completely aligned with their brand image, preference of workforce, and scope of work which can either make or break its success.
For instance, if an employee is involved in a specific project, then they should be receiving updates when others work on anything relevant.
Therefore, this leverages personalization to enhance the navigation and overall employee experience.
While the intranet originally functioned as a customizable company platform with a content management system intranet solution, companies can integrate with other advance technologies and social media platforms to provide consistent content and a rich internal collaboration experience.
For example, a well-known intranet system like Microsoft SharePoint content web system allows users to publish, edit and arrange content seamlessly.
To learn more about the SharePoint content management system, check out our blog enterprise content management with Microsoft SharePoint. The best intranet CMS solution is the one that efficiently fits the specific goals and needs of your organization.
Thus, considering the listed features will help deploy high performance, productivity, and efficiency across the workplace.