The content working group is responsible during implementation for setting up the intranet. This includes static content, as well as which widgets will be used and which functionalities will be enabled. The tasks below help the working group to get started with this.
✍️ To do - Content Inventory
Before starting the content session, it is good to have the content inventory ready so that you can immediately work out the content structure after that session.
An important, and often extensive, topic during implementation is the (static) content. This is the information offered to all colleagues, such as news items, HR information, facilities information, etc.
Step 1 regarding the content is to take inventory of the current content and/or the content that needs to be included on the new social intranet. Use the step-by-step plan below:
- Step 1: Inventory, assess and structure current content
Move content? Is it up to date? Group or main menu? Structure? Owner? Determine the basics. - Step 2: Writing (& rewriting)
Apply (or determine) writing style, keep information in one place. Look critically at the current content: this is the moment for cleaning up. - Step 3: Entering
Ensure time and capacity. Involve editors in time. - Step 4: Checking
Appoint a content coordinator. - Step 5: Managing and maintaining
Who is responsible? Create a content (migration) plan.
🔹 Points of attention:
- Determine what should be done with existing digital and/or physical (PDF) forms that are on the intranet
- Determine what should be done with other documents currently on the intranet.
- Also consider in which phase the final editing will take place (and who will do this).
✍️ To do - Content Structure
During the content session, we will look at the different structures on which content can be displayed. After the session, the working group can continue to develop the chosen structure.
Based on the above inventory of the current content, a (new) content structure is created by the organisation. Embrace supports with knowledge and resources to make the right choices for this.
When determining the content structure, the following questions are leading:
- Which (static) content do we want to offer to our colleagues?
- Which content is housed within groups (social user generated content) and which in the main menu (managed content)? And which external information needs to be integrated (automated content)?
- What will the navigation structure look like? How do users find their way on the platform?
Structures
- Which content structure will you use? By topic, alphabetical, or can users choose themselves?
✍️ To do - Functional Setup
During the functional session, we will look at the functionalities that Embrace offers and which you want to use. In preparation for this, you can go through the fields below and indicate whether you want to use them and/or automatically synchronise from the system. During the session, we will configure this and can immediately see if this gives the desired result.
General
- What will be the name of the environment?
- Should a new logo/avatar be created?
Profiles
- How will profiles be populated? (Excel import, manual, from AD?)
Which profile fields do we want to show/not show?
Profile Field
On/Off
Editable/locked
(editable/read only)Name On (mandatory) Date of Birth Personal Summary Phone number (work) Phone number (mobile) Phone number (home) Email address (work) On (mandatory) Email address (private) Position Employed since Organisation Department(s) Work location Room number Working hours Manager - Do any fields need to be added?
Which profile functionalities do we enable/disable?
Profile Field Functionality
On/Off
Out of Office Assistant Experience Education Knowledge and Competencies
- Show date of birth with/without year in profiles?
- Track anniversaries? If yes, what are the anniversary dates?
- Standard profile photo and/or header?
Groups
- Is everyone allowed to start a group?
- Are groups allowed to be closed?
- How do users become members of an open group? By invitation, by own request, or request is automatically accepted.
- How do users become members of a closed group (if applicable)? By invitation or own request?
- What do we call the default group?
- Which groups are essential for go-live? How do we add these?
- Which modules do we enable in groups: documents/pages/calendar?
- Do you want to set a standard avatar and/or header image for (new) groups?
- Do you want to show membership changes on the timeline of open and/or closed groups?
Guest Users
- Are guest users (people outside the organisation) allowed to be invited to the platform?
Modules
- Do you want to use the mobile app?
- Do you want to use the chat functionality in Embrace?
- Do you want to use the phone directory?
- Are external users added to the platform?
- Do you want to use a tool for measuring activity?
- Do you want to use the privacy statement in Embrace?
- Do you want to enable the weekly digest (automatically generated newsletter of timeline messages)?
✍️ To do - Widgets
When setting up the environment, the widgets will also be arranged. This will be done during the management session. For this session, it is good to review the manuals about the widgets and fill in the table below. Based on that table, we can then set up the environment.
A widget is a mini-application with limited functionalities, which provides quick access and insight into important information. This information is clearly displayed in a block on the intranet homepage, in the columns to the right of the timeline.
In the table below, we make an inventory of the widgets that must be fixed, offered flexibly and/or must be removed.
| All Embrace widgets |
Absence Profile status |