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An Intranet Checklist

Intranets are, by definition, user-driven, and their design should reflect user needs. Therefore, a good way to get started is to identify those needs within your organization that you hope an intranet can help you meet. This will help you establish realistic goals, as well as a focus for your exploration of intranet options. Chapter 35 discusses these options in greater detail. However, the following sidebar may be useful in setting broad organizational goals for intranet applications.

OUTLINED GOALS FOR AN INTRANET
  • Structure: Understanding the organization's structure helps determine intranet utility in general, as well as which specific functions may offer the best value.
    1. Does the organization have multiple offices in different locations?
    2. Are various staff functions (such as R&D, sales, human resources, law, engineering) resident in more than one location?
    3. Is the organization essentially hierarchical? Is it distributed? Is it centralized? Is it decentralized?

  • Internal communications/information exchange: Understanding how the organization routinely exchanges information internally helps reveal gaps and barriers that an intranet can be used to address.
    1. What are the primary information sources-inside and outside the organization?
    2. How is business information usually delivered (by e-mail, special delivery, telephone, meetings, or some other means)?
    3. How are decisions usually made?
    4. How is research usually conducted and shared?

  • External communications: Understanding how the organization interacts with its primary constituencies helps suggest opportunities for using the intranet to better meet their needs.
    1. Are there groups outside the organization (such as customers, shareholders, volunteers) with which it routinely interacts?
    2. How does the organization keep them informed?
    3. What information do they need? Want? Expect?
    4. How does the organization receive and process information from them?

  • Barriers: A cold, hard look at barriers to effective communication helps identify organizational weaknesses and assign priorities to intranet development.
    1. What are the primary obstacles to efficient information exchange?
    2. Are these barriers mechanical? Logistical? Cultural?
    3. What is the impact of these barriers?

  • Resources: Evaluating available resources helps establish a realistic starting point for intranet design and implementation.
    1. What is the organization's current level of computer capability?
    2. What resources-staff and contractor-are required to construct and manage the intranet?
    3. What resources-financial, technical, and so on- are currently available?

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