Designing an intranet

By applying the CUBE® framework Core Theory, Morgan can ground all the information on the intranet into a common and understandable foundation. This gives Morgan a solid and thought through starting point for further work.

The benefits of this approach is that it covers all aspects of information managed by and organisation in an interconnected way. This is more effective than the typical organisational structure where each department has their own isolated information area. Which not only makes it difficult for users to navigate, it does not help showing how the organisation works together.

By using the CUBE® as a starting point, Morgan can communicate how to navigate the intranet with a simple and understandable model that enables all employees to know where to look by them selves.

As Morgan works in internal communication, she knows that the main stakeholder groups for the intranet are all employees and managers (who also are employees).

Therefore, Morgan ensures that all information relevant for employees and their employment are available as the first option in the menu.

Under this option Morgan gathers:

• Introduction for new employees
• Employee handbook
• Career development and open positions
• Benefits
• Links to time-reporting app
• Links to HR management app (for requesting leave, etc.)
• Manager handbook (which she only makes available for managers)
• Links to manager tools such as budget app (which she only makes available for managers)

..and other employee and manager related information.

By putting the needs of the main stakeholders first, Morgan ensures that the most important information is easily available for them.

Morgan works at a organisation that is very client oriented and knows that the focus on client satisfaction is the highest priority.  

Therefore, she gathers information related to clients under the second option in the menu.

Under this option, Morgan gathers:

• Key clients
• Client team pages
• Sales process
• Client management process
• Links to Customer Relationship Management (CRM) app

..and other client and sales related information.

By putting the clients and the interaction with them second, Morgan promotes the clients importance.

After the stakeholders are addressed, Morgan continues with the next most important topic for employees, the organisations common direction.

Morgan proceeds to create the third intranet option Direction.

Under this option, Morgan gathers:

• Vision
• Strategy
• Financial targets
• Policies and other governing documents decided by the Board
• Values
• Service and product areas (and overall organisation)

…and other information and documents that describe the direction of the organisation

By putting the Direction third, Morgan provides access to the common agenda which is common that employees feel is missing.

With the direction in place, Morgan proceeds to the fourth menu option where Morgan gathers everything related to how the organisation shall operate both from a leadership perspective as well as a way of working perspective. 

Under this option, Morgan gathers:

• The services and products offered, and how they are delivered
• Standards
• Management systems
• Formal practice description (service management, project management, etc.)
• Business Processes
• Generic work documents (instructions, templates, manuals, etc.)

…and other information and documents that describe the direction of the organisation

By putting all information how the company shall operate 4th, Morgan creates one place that describes HOW employees shall perform work in daily operations as well as common area where the interdependencies becomes more clearly visible.

Morgan then skips menu options for operations (which is the actual daily work) and information (which is part of everything on the intranet, and reports are published together with each respective area). 

The last menu option then becomes technology, or Tools and apps.

Under this option, Morgan gathers:

• Instructions how to use machine and digital apps
• Forms for requesting access
• Development plans
• Maintenance schedules
• Links to access digital apps

…and other information related to the physical and digital technology tools used in the organisation.

By providing information and access to the technology that the organisation uses in one place, employees will much easily find help and help themselves before reaching out to the support.