Intranet information architecture: how to organize content for better usability

What is intranet information architecture, and why is it important?

Intranet information architecture refers to the way content and information are organized, labeled, and structured within an intranet. It’s all about helping users quickly find the information they need. In an intranet, especially one built on Microsoft 365 and SharePoint, the structure needs to be intuitive and easy to navigate. When well-designed, the intranet’s information architecture enhances employee productivity by minimizing time spent searching for documents, links, and tools.

For organizations with a large number of employees, a poorly designed intranet can lead to frustration. Intranets with effective information architecture provide straightforward navigation, accessible content, and a logical structure that helps users feel confident in finding what they need. According to a Gartner study, businesses that invest in solid intranet information architecture see increased employee engagement and faster access to necessary resources.

How do you design an effective intranet information architecture?

To design an effective intranet information architecture, start by understanding your organization’s intranet requirements. Conduct an intranet survey to gather input from users about how they use the intranet and what improvements are needed. This process ensures that the architecture is based on real user needs and not assumptions.

A solid information architecture should be organized into categories based on the most common tasks employees perform. For example, categories could include “HR services,” “IT support,” and “Marketing resources.” Use metadata to help sort and categorize content, making it easier for users to find. Additionally, the intranet structure should be scalable to accommodate future growth, with room to add new departments, teams, or content.

For SharePoint-based intranets, the hub and site structure play a crucial role. Creating a SharePoint hub with related sites helps consolidate content and provides a consistent navigation experience across multiple team sites.

What are the best practices for structuring intranet information?

1. Create straightforward navigation: A well-structured navigation menu should be simple, logical, and based on how users think. Avoid overwhelming employees with too many links or levels. The top-level navigation should include high-priority areas like departments or essential services.
2. Use metadata effectively: Metadata helps categorize content, making it easier for users to filter and search for specific items. For example, use metadata to tag documents by department, project, or document type.
3. Implement a search function: An intranet is only helpful if employees can find what they need. Ensure that your intranet’s search function is robust and includes filters for refining results. Tools like Powell Intranet integrate with Microsoft’s search features to help users find the right content quickly.
4. Design for scalability: As your business grows, your intranet needs to grow with it. Design your information architecture in a way that can easily accommodate new teams, projects, and services.
5. Test the structure: Before launching the intranet, test the architecture with a small group of users. Ask them to find specific content and provide feedback on the experience.

How can intranet information architecture improve employee productivity?

A well-designed intranet information architecture saves employees time by making it easy to find information. According to a report by Forrester Research, employees spend about 20% of their time searching for information. By improving the architecture of your intranet, you can reduce this wasted time.

When employees can quickly access documents, services, and people, they’re more productive. For example, with a well-organized SharePoint-based intranet, an employee can quickly navigate to the HR section to find the company’s leave policies without having to contact HR for help.

Additionally, an efficient architecture encourages collaboration. Employees can find project-related content, share information across departments, and collaborate on documents more efficiently. This leads to faster project completion and a more engaged workforce.

What tools can help in designing intranet information architecture?

Several tools can help organizations design effective intranet information architecture:

1. Powell Intranet: Powell Software offers an all-in-one intranet solution that simplifies the process of building a user-friendly digital workplace. It integrates seamlessly with SharePoint and includes intranet features that help structure content for easy navigation.
2. Microsoft SharePoint: As a core part of the Microsoft 365 ecosystem, SharePoint provides powerful tools for building a structured intranet. It allows for the creation of SharePoint hubs, team sites, and document libraries that can be organized into a coherent structure.
3. Card sorting tools: Card sorting is a technique used to test how users expect content to be structured. Tools like OptimalSort allow you to conduct card-sorting exercises with employees to ensure the intranet’s structure meets their expectations.
4. Intranet KPIs: Tracking intranet KPIs helps measure the success of your information architecture. Metrics like search success rates, time spent finding information, and user satisfaction surveys provide valuable insights into how well the architecture is working.

How does intranet information architecture enhance user experience?

A well-structured intranet improves the user experience by making it easier for employees to navigate and find content. When the intranet information architecture aligns with user needs, employees are more likely to use the platform regularly, contributing to overall engagement.

Good architecture provides intuitive paths to information. For example, if an employee needs to access HR forms, they should be able to find them within two or three clicks from the home page. The fewer steps a user has to take, the more efficient and satisfying their experience will be.

Intranet information architecture also reduces the cognitive load on users. With clear categories and a consistent design, users don’t have to think too hard about where to find content. This ease of use makes the intranet an indispensable tool in the daily work life of employees.

Conclusion

Building an effective intranet information architecture is crucial for any organization looking to improve productivity and user satisfaction. By using best practices like clear navigation, effective metadata, and scalable structures, organizations can ensure that their intranet is a powerful tool for their employees.

With Powell Intranet, you can create a structured and scalable intranet that enhances the user experience. Powell’s all-in-one intranet platform integrates with SharePoint and offers advanced features that help build a user-friendly digital workplace.

Ready to transform your intranet? Request a demo today to see how Powell Intranet can improve your organization’s information architecture and employee productivity!