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Snap – Internal Communications Solutions.
Hot Tips for Internal Communicators
Make it effective and drive usage
‘Our Intranet is great for me personally. I spend hours online.’
Sounds great? But ask yourself whether spending ‘hours online’ is a good measure of your Intranet’s
efficiency? Intranet usage alone is not a measure of success. You need to find some way of ensuring
that time spent on the Intranet equates to saving time, money and resources. You’re not just building a
resource for the individual user’s benefit – it has to be useful for the organisation too.
So how can you make your Intranet effective on a business level and make it great for staff on an
individual level?
Start by finding out what would assist staff to work more efficiently, and what would attract them to your
Intranet, so that when they visit your Intranet they are spending productive time there.
For example, what about making it easier to do all those regular tasks that staff undertake which often
take up more time than necessary? Think about things like finding contact details, booking meeting
rooms, and all the other myriad of tasks that eat up your staff’s time.
Once you have planned and implemented your improvements, use other promotional tools to raise
awareness of the new Intranet features, encourage disillusioned users back and to drive the usage and
value of the Intranet. You could consider using screensavers, news feeds, alerts, electronic magazines,
quizzes and polls as promotional tools with click through links to relevant Intranet pages (as well as other
more traditional mediums).
Try these Snap tools
Snap Quiz is an interactive quiz format that pops up on the employee’s computer screen. It can be a
great way of working out what staff like and dislike, know and don’t know about the Intranet. It is a
good way of ensuring staff involvement, as it is persistent and it can be fun. Staff can elect to
complete a quiz at a time that suits them, but, if required, you can set up the quiz so that it keeps on
re-appearing until it is completed.
Business and product focused quizzes can contain links to the Intranet allowing users to research
each question before answering. This tool is a real asset if you are aiming to improve overall
knowledge, increase Intranet usage, and help staff find the content they need on the Intranet.
Snap Quiz and Snap Poll typically ‘pop up’ on the employee’s computer screen. However, both tools
can also operate in ‘silent mode’. In silent mode, the quiz or survey only appears when a link or
button is clicked by the user. This allows users to opt in to participate. For example, a button can be
included on relevant Intranet pages allowing users to ‘rate this content’ or ‘report out of date
content’. When the link or button is clicked, the survey appears to capture user feedback. All results
are centralised in the content management system. This allows the Comms team to view reports at
regular intervals in order to review Intranet effectiveness and / or send out update reminders to the
Intranet content owners via Snap Alert.
Snap Helpdesk allows people who are unable to find the information or answers they need on the
Intranet to ask a question in an appropriate online ‘helpdesk’. Moderators can be nominated for each
‘helpdesk’ and receive notifications when new questions are posted. Moderators can answer
questions directly or point the person to the correct part of the Intranet where an answer can be
found. Each specific question is tagged and searchable, meaning that past questions and answers
can be easily located in an evolving repository of knowledge.