Intranet Homepage – Good Practice

Nigel Williams, Community Manager

Purpose of Homepages

• First thing users see when logging onto your intranet• Your homepage will be the most contested space on your intranet

between various stakeholders• Supports the needs of your users• Dynamic content leads to regular user visits to check information

relevant to them• The front door to a ‘one stop shop' for user needs

Myths

• There is a perfect homepage• Homepages should never go below the fold• Homepage content should be driven by senior level• Homepages are for breaking news…even if the news is 3 months old• Homepage content should have an obvious business benefit

What Makes a Good Homepage?• Prioritises key information • Widgets which aggregate various themes e.g. breaking news /

company campaigns in the same widget• Information relevant to users that is accurate, timely and has a clear

call to action• Tasks should require little or no thinking to achieve • Small improvements made consistently• Self explanatory icons/ buttons• Shallow banner• Acknowledges ‘F diagram’ visual behaviour of users

The Engagement BalanceTo maximise your user engagement you need to get a balance between your Communications, Business Processes and Collaboration to hit the engagement ‘sweet spot’. This balance will increase over time as your intranet matures. The sweet spot will maximise users’ ability to:

•Understand what is happening in your business•Find efficient ways to complete tasks •Share knowledge and ideas, eliminating knowledge silos and hierarchy to create knowledge enablers at all levels.

This will ensure users check your homepage regularly to see what has changed with the knowledge those changes will be relevant to them.

Optimised by the Intelligence StoreThis sweet spot (or margin for error) is increased thanks to the Intelligence Store. For example:

•Interact Suggests will highlight content targeted at that user.•Signposting will guide users on how to ensure their details are current and give them a walk through of key actions.•Interact Recommends on documents will associate similar documents, associating similar communication, business processes and collaboration; reducing the risk of you missing your target.

Examples of Good Homepage Practice

Examples of Good Homepage Practice

Collaboration

Blogs allow users to discuss issues or share knowledge.

Homepage positioning is important as it increases interaction with other users.

Collaboration

Blogs allow users to discuss issues or share knowledge.

Homepage positioning is important as it increases interaction with other users.

Examples of Good Homepage Practice

Personalisation

This answers the ‘what’s in it for me?’ aspect. Interact’s Intelligence make sure this is user specific.

Personalisation

This answers the ‘what’s in it for me?’ aspect. Interact’s Intelligence make sure this is user specific.

Examples of Good Homepage Practice

Communication

Content pushed by the company to the user / user group.

Communication

Content pushed by the company to the user / user group.

Examples of Good Homepage Practice

Business Processes

These are business critical, user generated content.

Business Processes

These are business critical, user generated content.

Blogs

Blogs should display a user’s profile picture to enhance engagement

Blogs

Blogs should display a user’s profile picture to enhance engagement

News

News should be displayed with a date and summary.

The length of the news widget should be dependent on the amount of recent news.

News

News should be displayed with a date and summary.

The length of the news widget should be dependent on the amount of recent news.

Interact Suggests

Document logos should be relevant to the topic and include a summary.

This widget pushes user specific information based on their roles and typical searches.

Interact Suggests

Document logos should be relevant to the topic and include a summary.

This widget pushes user specific information based on their roles and typical searches.

Activities/Tasks

User activities and tasks should be above the fold as these are actions that this specific user needs to complete.

Activities/Tasks

User activities and tasks should be above the fold as these are actions that this specific user needs to complete.

Activities/Tasks

User activities and tasks should be above the fold as these are actions that this specific user needs to complete.

Activities/Tasks

User activities and tasks should be above the fold as these are actions that this specific user needs to complete.

Rolling Widget

This is a great way to promote multiple campaigns or information without using extensive real estate on the homepage.

This means its more likely to be seen by the user.

Rolling Widget

This is a great way to promote multiple campaigns or information without using extensive real estate on the homepage.

This means its more likely to be seen by the user.

Content pushed by communications and pushed and pulled by collaboration

Content pushed by communications and pushed and pulled by collaboration

Content pushed by Interact Intelligence Store

Content pushed by Interact Intelligence Store

Content pulled by business processes

Content pulled by business processes

Further Effective WidgetsAggregated WidgetIn this example we have taken three forums and made them appear as one aggregated forum. • This maximises latest information without taking valuable homepage real estate.• This is actually four widgets without the widget title / borders displayed - Discus a Broader Theme in Support Forums is a free text box, the next widgets are forum display widgets.• Alternatively create a category with two links feeding as sub categories, for example news and campaigns.

Free Text Widget With Multiple Tabs

• Another very effective way to condenseoften unrelated themes without using three separate widgets.

• Design each tab as you would a regular free text widget and users can click through three overlapping tabs.

• The content is better suited to task based documentation than dynamic content.

Self Explanatory ButtonsThe action of a button should be obvious from the logo on it. Anchor text also reduces this misunderstanding.

Touch Screen Buttons for EPOSIf you are a retailer for example and part of your user base uses touch

screen tills, consider touch screen sized buttons to access certain information.

Encourage Your Users to Scroll• Widgets which span over two screen scrolls implore users to scroll

down.

• Place essential but static tools below the fold to ensure your users are aware of the need to scroll.

• Tools which do this effectively include:

Activity widget

Shows activities that user needs toComplete.

Favourite Documents widget

Shows user selected favourite documents.

Calendar widget

Shows the next events relevant to that user.

Rewards widget

Shows all rewards given across the company.

Room and Resources widget

Shows meetings booked for specific rooms or Resources over a set period.

Absence Manager widget (holidays etc.)

Shows the last approved holiday request and Outstanding holidays to take.

Football Challenge widget

Displays the league table for the Football Prediction Module. This can also be swapped with an internal Games ladder.

New Starter Homepages

Some companies give their new starters a specific homepage.

This has a number of advantages, particularly if you get the balance right as it encourages new employees to engage with the wider business and share their expertise from the start, forming behaviours.

A strong New Starter Homepage should include some of these features:

Signpost Widget

This is a great way to get your new starters to get used to updating their information and guide them where to find this information about other users.

The profile completeness drives people to get to 100% whilst ‘Have you Tried?’ and ‘tips’ push users to get used to features.

Signpost Widget

This is a great way to get your new starters to get used to updating their information and guide them where to find this information about other users.

The profile completeness drives people to get to 100% whilst ‘Have you Tried?’ and ‘tips’ push users to get used to features.

Embedded Videos

A far more engaging way to get your users to understand the key features of your intranet or welcome them to your company.

Embedded Videos

A far more engaging way to get your users to understand the key features of your intranet or welcome them to your company.

Interact Answers

We’ve all been a new starter somewhere with a question to ask every 5 minutes.

This widget share information and encourages collaboration as a behaviour.

Interact Answers

We’ve all been a new starter somewhere with a question to ask every 5 minutes.

This widget share information and encourages collaboration as a behaviour.

New Joiners

Allows new users to see and network with other new starters, particularly effective if you run induction workshops.

New Joiners

Allows new users to see and network with other new starters, particularly effective if you run induction workshops.

My Widget

Gives new starters a voice and encourages them to engage with employees across the business.

My Widget

Gives new starters a voice and encourages them to engage with employees across the business.

Blogs

A great way to share knowledge, opinion and share collaboration.

Blogs

A great way to share knowledge, opinion and share collaboration.

Discussion Forums

An excellent way to share information and help new users understand business challenges and the latest campaigns

Discussion Forums

An excellent way to share information and help new users understand business challenges and the latest campaigns

Most Commented Widget

Encourages new starters to engage in discussions and establish themselves as a topic expert

Most Commented Widget

Encourages new starters to engage in discussions and establish themselves as a topic expert

Mandatory Read

Ensure new users are reading essential communications and business processes

Mandatory Read

Ensure new users are reading essential communications and business processes

Launching

• It can be particularly hard to achieve this balance at launch.

• There is a big pressure from stakeholders to ensure all processes, procedures, documentation and communications are in place.

• People need coaxing to collaborate with a new tool.

• However stats and feedback are great indicators to ensure you strike your engagement balance as your intranet matures.

Typical homepage misbalances include:

Dominated By CommunicationThis is prevalent in intranets ran in cascaded communication models / three line whip communication models.

Risks

•People become ambivalent to on going, one way communication. •People don’t feel invited to comment, discuss or engage.•The ‘What’s In It For Me?’ factor is rarely answered.•Business processes are hidden or lost amongst the on going communications.

Dominated by Business ProcessThis is prevalent in intranets heavily influenced by business functions or expected to justify Return of Investment on every inch of the homepage. It does however work as a homepage for remote workers who may be looking for quick links to five or six tasks as you’d expect from a mobile intranet.

However there should still be a balance of Community and Communication to reduce a sense of isolation and a ‘tell’ culture.

Risks

•People assume the intranet is solely a task management tool.•People will only visit the intranet when they have a task to do.

Dominated by CommunityThis situation is at the other end of the scale to the prevalence identified in the previous two examples.

There is a big drive to encourage social intranets and the benefits of this are well documented. However having gathered these users and given them the environment to speak you need to add some direction into this group with Communications and Business Process to realise your business goals.

Risks

•Lack of business process leads to ad hoc, parochial processes from various thought leaders.•Company news and urgent announcements are lost in the noise.

What Makes a Bad Homepage?• Large areas of free text showing static content• No logical information architecture• One homepage for everyone• Non personalised content e.g. generic content• Inconsistent layout• Assumed hyperlinks i.e. click here without an associated action• Out of date information• 100% cascaded communication• Homepage driven by looks rather than usability• Not having full width homepage despite a small left hand menu• Content which is on the homepage due to the rank of the stakeholder

rather than being there as it is useful to the user.

Small left hand side menus / blank space

This is not an effective use of space. The Intranet Manager would be better to make this page a full width homepage than take the approach they have.

Small left hand side menus / blank space

This is not an effective use of space. The Intranet Manager would be better to make this page a full width homepage than take the approach they have.

Web pages embedded in small windows

This is definitely one to avoid.

The Intranet Manager should create a link to the specific site and use a ‘Click Here to Access BBC Sport’ hyperlink for example.

Web pages embedded in small windows

This is definitely one to avoid.

The Intranet Manager should create a link to the specific site and use a ‘Click Here to Access BBC Sport’ hyperlink for example.

Over or undersized images with excessive blank space / Using video images as a link

Make full use of the widget space where possible, particularly when embedding videos.

We have seen a worrying trend of people using video images like the one above as a hyperlink going through to a document. This confuses users and should be avoided.

Over or undersized images with excessive blank space / Using video images as a link

Make full use of the widget space where possible, particularly when embedding videos.

We have seen a worrying trend of people using video images like the one above as a hyperlink going through to a document. This confuses users and should be avoided.

Extensive static text in a free text box

This should be avoided at all costs!

If you have an extensive piece of text like the example here, place it in a document widget with a link on the homepage. If it is critical make it a mandatory read.

Do not place it in its entirety on your homepage if it is likely to only have a read once use and is not searchable!

Extensive static text in a free text box

This should be avoided at all costs!

If you have an extensive piece of text like the example here, place it in a document widget with a link on the homepage. If it is critical make it a mandatory read.

Do not place it in its entirety on your homepage if it is likely to only have a read once use and is not searchable!

Broad column widths with excess spare space

Homepage space is valuable so make sure it is being used.

This example is a clear indication of wasted space.

Broad column widths with excess spare space

Homepage space is valuable so make sure it is being used.

This example is a clear indication of wasted space.

Niche Topic Forums

Avoid forums which users aren’t going to refer or engage with consistently.

These typically appear on homepages when a Senior Exec decides this needs to be here without broader understanding of users’ needs..

Niche Topic Forums

Avoid forums which users aren’t going to refer or engage with consistently.

These typically appear on homepages when a Senior Exec decides this needs to be here without broader understanding of users’ needs..

Breadcrumb Trail

You shouldn’t need a breadcrumb trail to tell you that you’re on the homepage.

This again takes premium space.

To remove it go to Administration > Manage Homepages > Select the Homepage you wish to remove it from > Click on Template – Change > Uncheck display CrumbTrail> Save

Breadcrumb Trail

You shouldn’t need a breadcrumb trail to tell you that you’re on the homepage.

This again takes premium space.

To remove it go to Administration > Manage Homepages > Select the Homepage you wish to remove it from > Click on Template – Change > Uncheck display CrumbTrail> Save

Welcome Messages

Your homepage space is at a premium.

Welcome messages do not achieve anything, no matter how welcoming you’d like it to be. It soon becomes something people ignore as it adds no on-going value.

Avoid this at all costs!

Welcome Messages

Your homepage space is at a premium.

Welcome messages do not achieve anything, no matter how welcoming you’d like it to be. It soon becomes something people ignore as it adds no on-going value.

Avoid this at all costs!

Document Lists

Plain lists are not engaging. Try to include summaries and images to make the content more engaging.

If it is timely include the date, if it is on-going Business Processes where a document could be live but 18 months old, avoid doing so.

Document Lists

Plain lists are not engaging. Try to include summaries and images to make the content more engaging.

If it is timely include the date, if it is on-going Business Processes where a document could be live but 18 months old, avoid doing so.

Using Official Event Logos

Unless you’re an official sponsor of the event, avoid using official logos or you could face legal action.

More information on the Olympics logo for example can be found under http://www.london2012.com/about-us/our-brand/using-the-brand/#non sponsor support

Using Official Event Logos

Unless you’re an official sponsor of the event, avoid using official logos or you could face legal action.

More information on the Olympics logo for example can be found under http://www.london2012.com/about-us/our-brand/using-the-brand/#non sponsor support

Misusing Branded Icons

In this example there is a danger that users could be confused seeing a Twitter symbol on a widget which quite clearly isn’t Twitter.

When using icon widgets, use them when using a widget which is using that specific application, be that Twitter, YouTube etc

Misusing Branded Icons

In this example there is a danger that users could be confused seeing a Twitter symbol on a widget which quite clearly isn’t Twitter.

When using icon widgets, use them when using a widget which is using that specific application, be that Twitter, YouTube etc

Fixing the Bad Homepage ExampleGiven the issues with the Bad Homepage Example, there are a number of quick, effective fixes which can be used, most notably moving to a full width homepage.

In the next screenshot you will see how a number of the initial challenges have been overcome and how the space can be used more effectively.

Note each of the widgets near the fold encourage users to keep scrolling down, complimenting the commonly used widgets which are displayed underneath as discussed earlier.

Full Width Homepage

The full available space of the homepage is now being used.

Full Width Homepage

The full available space of the homepage is now being used.

Video Width

The video now uses the full width of the widget.

Video Width

The video now uses the full width of the widget.

Document Display

All documents have an image and summary making the most of the available space.

Document Display

All documents have an image and summary making the most of the available space.

Linking to the Previously Embedded Web Page

As well as the danger of poorly sized embedded windows, you are also at the want of homepage redesigns by the site you are embedding. A direct link is far safer and effective.

Linking to the Previously Embedded Web Page

As well as the danger of poorly sized embedded windows, you are also at the want of homepage redesigns by the site you are embedding. A direct link is far safer and effective.

Forums

The most recent forum posts are now displayed. If Atlas wanted to promote the forum blog they could give it a specific widget with a brief explanation of why people should be interested or create a click through to a specific Fleet area.

Forums

The most recent forum posts are now displayed. If Atlas wanted to promote the forum blog they could give it a specific widget with a brief explanation of why people should be interested or create a click through to a specific Fleet area.

Removing Large Static Text

The brand guidelines can now be accessed within a click rather than taking up over a third of the homepage space.

Removing Large Static Text

The brand guidelines can now be accessed within a click rather than taking up over a third of the homepage space.

Further Intranet Advice…

53 ways to boost collaborationwww.interact-intranet.com/53-collaboration-tips

Further questions? Tweet us @intranetexperts

Planning and deploying a successful intranetwww.interact-intranet.com/free-intranet-report/

Register for Interaction Intranet Conference www.intranetconference.com