{"id":4720,"date":"2020-06-09T09:54:11","date_gmt":"2020-06-09T04:24:11","guid":{"rendered":"https:\/\/www.idslogic.com\/blog\/?p=4720"},"modified":"2025-02-26T16:26:43","modified_gmt":"2025-02-26T10:56:43","slug":"how-to-create-an-effective-content-strategy-for-sharepoint-intranet-portal","status":"publish","type":"post","link":"https:\/\/www.idslogic.com\/blog\/how-to-create-an-effective-content-strategy-for-sharepoint-intranet-portal","title":{"rendered":"How to Create an Effective Content Strategy for SharePoint Intranet Portal"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_72 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.idslogic.com\/blog\/how-to-create-an-effective-content-strategy-for-sharepoint-intranet-portal\/#Why_do_You_Need_a_SharePoint_Intranet_Content_Strategy\" title=\"Why do You Need a SharePoint Intranet Content Strategy?\">Why do You Need a SharePoint Intranet Content Strategy?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.idslogic.com\/blog\/how-to-create-an-effective-content-strategy-for-sharepoint-intranet-portal\/#Identifying_the_User_Personas_and_the_Content_that_they_Need\" title=\"Identifying the User Personas and the Content that they Need:\">Identifying the User Personas and the Content that they Need:<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<p><span style=\"font-size: 14pt;\">Modern intranets need a various strategic planning to evolve their digital workplace needs, embrace the latest technology and respond to ongoing changes in their business and as per their employee demands. Most packed intranet software solutions usually come up with the best communication and collaboration capabilities, which are highly focused to enhance the employee experience. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">Since the content management strategy is the backbone of all the intranet needs, it is important that the strategy and plan aligns perfectly with the business goals, the user needs, operational capabilities and also help the company implement the strategy.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\"><span style=\"color: #ff0000;\"><a style=\"color: #ff0000;\" href=\"https:\/\/www.idslogic.com\/sharepoint-development\/\">SharePoint development<\/a><\/span> is a great collaboration tool that helps employees easily access the content and complete the tasks anywhere and anytime and also stay connected with other employees and organizations. But unless a sound content strategy is put into place, users may encounter some problems that include:<\/span><\/p>\n<ul style=\"list-style-type: square;\">\n<li><span style=\"font-size: 14pt;\">Documents that are irrelevant and outdated<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Duplicate content issue<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Confusion over other document versions<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Inability to gather information and search huge amounts of data<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Why_do_You_Need_a_SharePoint_Intranet_Content_Strategy\"><\/span><span style=\"font-size: 14pt; color: #008000;\"><strong><span style=\"font-size: 18pt;\">Why do You Need a SharePoint Intranet Content Strategy?<\/span> <\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-size: 14pt;\">Intranets have grown organically over time to thousands of pages of content and so it is important to create and easily find the data that is needed. Useful intranet content, which is relevant and also well organized. A SharePoint intranet content strategy offers guidance on how to create as well as deliver the content to your intranet users and helps in SharePoint collaboration and workflow process. Like any other strategy, this too needs to have a great understanding of the users as well as the goals that you want to achieve.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Identifying_the_User_Personas_and_the_Content_that_they_Need\"><\/span><span style=\"font-size: 16pt; color: #003366;\"><strong>Identifying the User Personas and the Content that they Need: <\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">The first step that you need to consider is who your users are and what content they need. If you understand the challenges that they are facing and their pain points, and what can motivate them, then you will be in a better position to understand the type of content that will be useful for them. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">For your SharePoint intranet development, this is a great opportunity as it will ensure you display the most valuable content to a specific group of users. Based on the departments, expertise and roles, you can categorize the users by the maturity of the employee.<\/span><\/p>\n<p><span style=\"font-size: 16pt;\"><strong><span style=\"color: #003366;\">Conduct and Audit on Your Existing SharePoint Intranet:<\/span> <\/strong><\/span><\/p>\n<p><span style=\"font-size: 14pt;\">If you have an existing intranet, then it\u2019s time to review your current content and then determine whether it should be kept as per the users and objectives that you have already identified. There is no point of creating and adding fresh content to your portal as it will just get mixed up with the outdated content. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">So, create some guidelines on the process of cleaning the content and identify the publishers and work with them to remove outdated data. Your content publishers should check for relevance and keep the files, rewrite then or delete them completely.<\/span><\/p>\n<blockquote>\n<p style=\"box-shadow: 0 0 16px #cccccc; padding: 10px;\"><span style=\"font-size: 14pt;\"><strong>Also Read: <\/strong><a href=\"\/blog\/setting-up-internal-communications-using-sharepoint\"><span style=\"color: #ff0000;\">Setting Up Internal Communications Using SharePoint<\/span><\/a><\/span><\/p>\n<\/blockquote>\n<p><span style=\"font-size: 16pt;\"><strong><span style=\"color: #003366;\">Assigning Ownership to Your SharePoint Content:<\/span> <\/strong><\/span><\/p>\n<p><span style=\"font-size: 14pt;\">The easiest means to manage the content on an intranet is to assign the responsibility to varied other departments so that they can also take ownership of the content that the particular department produces. At the same time, a team or an individual can check the content and update and manage it appropriately. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">You can also update the content like procedures, news, policies and attach them to the workflows so that an assigned person needs to approve the content before it can be published.<\/span><\/p>\n<p><span style=\"font-size: 16pt;\"><strong><span style=\"color: #003366;\">Version Control and Document Management:<\/span> <\/strong><\/span><\/p>\n<p><span style=\"font-size: 14pt;\">Suppose you have a document that is create in the year 2008 and by this time there have been many changes in the regulations or internal policies which needs the document to be updated. for some reason. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">So, it is very important for your <span style=\"color: #ff0000;\"><a style=\"color: #ff0000;\" href=\"https:\/\/www.idslogic.com\/dedicated-sharepoint-developer\/\">SharePoint developers<\/a><\/span> and admins to ensure that the document which is generated should have all the versions so that the most updated version is visible. This reduces the chance of any duplicate content, which is produced and is being available and the users are not confused.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">Again the workflows have a great role to play and so when there are multiple users in a large enterprise, the workflow should be properly defined by using appropriate technology.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">So to conclude, it can be said that improving the workflows, understating the needs of the users, managing permissions to access the data should be done as quickly and as effectively as possible.<\/span><\/p>\n<blockquote>\n<p style=\"box-shadow: 0 0 16px #cccccc; padding: 10px;\"><span style=\"font-size: 14pt;\"><strong>Also Read: <\/strong><a href=\"\/blog\/how-sharepoint-online-features-can-help-you-to-manage-external-sharing-activities\"><span style=\"color: #ff0000;\">How SharePoint Online Features can Help You to Manage External Sharing Activities<\/span><\/a><\/span><\/p>\n<\/blockquote>\n","protected":false},"excerpt":{"rendered":"<p>Modern intranets need a various strategic planning to evolve their digital workplace needs, embrace the latest technology and respond to ongoing changes in their business and as per their employee demands. Most packed intranet software solutions usually come up with&#8230;<\/p>\n","protected":false},"author":1,"featured_media":4727,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[643],"tags":[844,278],"class_list":["post-4720","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-sharepoint","tag-dedicated-sharepoint-developers","tag-sharepoint-development"],"post_mailing_queue_ids":[],"_links":{"self":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/4720","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/comments?post=4720"}],"version-history":[{"count":3,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/4720\/revisions"}],"predecessor-version":[{"id":11155,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/4720\/revisions\/11155"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/media\/4727"}],"wp:attachment":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/media?parent=4720"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/categories?post=4720"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/tags?post=4720"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}