How to Build a Mobile Intranet Roadmap

Who's ready to redo their intranet again? Every couple of years, we communicators seem to take another stab at finding the right equation for the perfect intranet. I believe that 2011 will be a big another year for Internal Communication folks. This is the year we add real mobile access to our intranets.

Employees are quietly demanding access to their tools when and how they want them. Us consumers are doing the same thing with outside sources, like Facebook, newspapers, maps, etc. So it makes sense that employees expect the same experience at work. Since intranets are a lot more than just company news typically, including resources like employee directories, office maps, business applications, and commissary menus, employees will greatly benefit from mobile access. 

There are many ways to deliver a mobile Intranet experience. There are also many devices and ways to digest this mobile information. The variables and tools almost seem endless. Now let's take a dive into what information should be mobile, the tools available and important variables.

Should everything be available on a mobile device?

It would terrific to have all of our tools from the office in our palm, right? It would also be cluttered and time consuming. The beauty of a mobile app, they are easy to use, simplified and work well with our favorite mobile device. We can find what we need very quickly. Apply this same thinking and ask yourself, do I really need instant access to everything on the Intranet? Not really. Less features will allow for better usability. Use the following questions to help identify what top items should be on your list for mobile access:

• Will employees be able to take action on their device vs. having to go to their desk?
• Are there important messages employees need to know immediately? (i.e. safety)
• How will employees use specific information while away from there desk?
• Will access to specific resource or information make the employees job easier?

Need a head start? Here's a few must-haves:

• Employee directory
• Location directory
• Enterprise workflow approvals (i.e. travel & expense, purchasing, time off)
• Safety messages (think push notifications)
• Social interaction (if you have something like Jive, make it easy for employees to connect)
• Brief learning courses

All-in-one, separate site or individual apps?
There are a few ways to offer mobile solutions to employees. 

• Simple design: The first idea focuses on only one build with a very clean and easy user interface that allows for ease of use on multiple devices and browsers. This offers a consistent experience. For example, if you have a two column design, the site will be much easier to navigate on smaller devices and the full screen version will be less cluttered. Intranet tools are starting to add mobile options.
• Mobile site: If your intranet is brimming with resources and you're required to keep it as is, then a separate mobile site might be the answer for you. By creating a separate version of the intranet for mobile devices, a clean and unique design can be applied. They key here is make it feel easy and make it work on multiple devices and browsers. A possible draw back may be when you hear employees loving the mobile site and complaining about the full site.  
• Mobile apps: Most of us are familiar with mole apps now. If you have a smartphone, mobile apps have saved you time and delighted you with surprised ease. In this option, you can deliver multiple apps to allow your employees to access parts of your intranet. If you are a large company with enterprise workflow, you'll probably need an app just to manage this process. Then you can offer another app for directories and important contact information. Be smart about the apps you create and only add ones that make sense. There is a limit to having too much of a good thing.      

Variables aplenty

The explosion of smartphones and tablets is very exciting for consumers (employees) and businesses. There is also the variety of browsers, operating systems and security. Does your company use BlackBerry, iPhones, Android, Windows 7, or something else? Different devices have different browser options as well. When creating or reinventing an intranet, its important to build and design for the varied options. If your business only allows one platform today, will that be the case in a year? Chances are employees will bring their personally owned devices in to the office and want to connect to the intranet. Be smart and plan for multi-platforms. Do your homework and find options that can expand. Lucky for us, the enterprise app trend seems to be focusing on apps that can cross platforms.

Are you taking the plunge with a mobile intranet soon? Will it be a big bang launch or will you test the waters with a fun and ultra desired app? If you've had some challenges, share! Tell us your nuggets of wisdom or ask your questions here.

Happy building!
  
Portions of this page are modifications based on work created and shared by Google and used according to terms described in the Creative Commons 3.0 Attribution License.