Viewing entries in
Training Tips

Ideas for personalizing your employee profiles on ikno

Did you know that you can customize your company's profile page settings with additional fields? Here's a list of recommendations to get your wheels turning!

Professional Profile

Previous Job 1:

Title/Position:

Previous Job 2:

Title/Position:

LinkedIn:

Facebook:

Twitter:

Professional Designations:

Awards/Recognition:

Group Memberships:

Volunteerism:

 

Personal Profile

Education:

Hometown:

Birthday: DD/MM

Family/Names:

Pets/Names:

Favorite Color:

Favorite Songs:

Favorite Movies:

Favorite TV:

Favorite Books:

Likes:

Dislikes:

Activities & Hobbies:

About Me:

 

Sample Intranet Launch Email

Welcome to ikno – a social media style intranet platform that was created to help you be more productive, more knowledgeable about your company, and more connected to your co-workers.

ikno is simple and fun to use and was designed to provide you with the information you want and need to do your job -- without overwhelming you with communications that don't affect you. And while it won't replace email, you should soon find that your inbox is a bit less full.

Most existing [intranet or share drive] content has moved over to ikno and is organized by department, with new content, in the form of Department News and Blog Posts available to you every day.

Over time, ikno will house vast amounts of useful company data and it will all be accessible to you on your desktop tablet and smartphone, and searchable through the ikno search function. Just like Google, you'll simply type in your search term and ikno will return a list of related news and blog posts and links to documents.

But there is much much more ikno can do for you! You’ll soon be receiving a handy user guide from your manager that will walk you through the ikno user interface. Please follow the step-by-step instructions to help familiarize yourself with ikno's functions and content.

In no time you and your co-workers will relying on ikno to share, learn and keep connected. Let us know what you think!

 

ikno User Guide

Getting Started: Create Your Account

  • Your manager will invite you to access ikno and you will receive an email with a link to activate your account and set your password
  • If you’ve already set up your password, open your Web Browser and enter your company ikno URL: ex. https://*yourcompany*.iknointranet.com

  • Login with your username and password. If you forget your password, you can click “Forgot Password” and reset it.

 

Profile: Create/Edit your Profile

  • Click the little pencil icon in the top left corner of your screen next to your name
  • Click the “Choose File” button on the left side right below your company logo

  • From the open dialog box, select your photo [.jpg file] and click the “Open” button

    • Your photo should now appear on your Profile page

  • In the center column of your screen, enter your professional and personal information in each of the fields

  • When complete, click the “Save” button at the bottom of the page

  • Click “Dashboard” in the top menu and return to your home page

 

Status Updates: Enter your current status

  • Click the box “What are you working on” in the top center of your screen
  • Type in your current status and press enter

    • Sample status updates might be:

      • “I’m working in the Boston office today”

      • “I am out on customer appointments”

      • “I’m responding to an RFP”

    • Or post about anything else you may be working on for the day

  • Your status update will automatically clear after 24hrs – so update it every day. You can also overwrite your status if you want to change it throughout the day.

  • Click “Dashboard” in the top menu and return to your home page

 

Search Function: Find company information

  • Click “Search” in the center of your screen below the navigation bar
  • Type “policy” in the search field

    • Below the search bar you will see a list of any news or blog posts that reference the term “policy”

    • Click on the link to access the news or blog post of your choice

  • Type an employee’s name in the search field

    • Below the search bar you will see a list of any news or blog posts, or any employees that reference that name.

    • Click on the link to access the news or blog post of your choice

    • Note: As each employee fills out his/her profile they will become “Active” and searchable

  • Note: At the far right of the search bar you may select from several search options

  • Click “Dashboard” in the top menu and return to your home page

 

News Feed: Information All Employees are Expected to Know

  • From your Dashboard, move your mouse pointer over any News headline and click on it
    • View that News post, and enter your own comment, if you wish, at the bottom and then click the “Share” button

    • Scroll to the top of the post and on the upper right, click the “Thumbs Up” icon to “like” this post

  • Click “Dashboard” in the top menu and return to your home page

 

 

Blog Feed:

  • From your Dashboard, scroll down the page to the “Blog” section. Move your mouse pointer over any Blog headline and click on it
    • View the Blog post, and enter your own comment, if you wish to give feedback, ask a question of offer information, at the bottom and click the “Share” button

    • Scroll to the top of the post and on the upper right, click the “Heart” icon to “favorite” this post

  • Click “Dashboard” in the top menu and return to your home page

 

Top Navigation Bar: Quickly access all areas of iKNO

  • Employee Directory

    • From your Dashboard, click on the “Directory” tab

    • From the list of employee’s, select one

    • View that employee’s Profile page

    • Click “Dashboard” in the top menu and return to your home page

  • Departments

    • From your Dashboard, click on the “Department” tab

    • Notice from the dropdown menu you can access all departments on ikno

    • Click on any department or category and visit that page

    • Click “Dashboard” in the top menu and return to your home page

  • Calendar

    • From your Dashboard, click on the “Calendar” tab

    • Notice events can be displayed in both list and calendar format

    • In  grid display, each block can display events scheduled for that day

    • Click any event listing to view the post detailing that event

    • If there are many items on the calendar you may click one or more of the sort buttons on the left side navigation to limit the display to the designated category

    • Click “Dashboard” in the top menu and return to your home page

  • Survey

    • From your Dashboard, click on the “Survey” tab

    • Enter your response to the survey

    • Click “Dashboard” in the top menu and return to your home page

Left Column Navigation: Events and Status

  • Events
    • From your Dashboard the 5 most recent Events are posted to keep you up to date

    • Click on any event to find more detail

  • Status

    • From your Dashboard the Status feature displays a chronological listing

    • To view a specific employee’s status you may also visit that individual’s profile page

10 ideas for engaging intranet content

Here are some questions to help you determine types of content you may wish to publish prior to ikno going live within your organization. Keep in mind you are posting information that must also engage and strive to help employees better understand and perform their job function. 

Think about the following:

  1. What is the mission or function of your team? Blog about your team, their primary responsibilities and how they serve internal/external customers.
  2. What are your business-lines objectives? Blog about how your team’s work supports the organization's strategic plan, projects or initiatives.
  3. What common questions do you ask in the course of doing your job? Ask those responsible for answering your questions to post a blog with FAQs
  4. What common questions do colleagues and/or customers ask you? Post FAQs for your own area to cut down repeat questions.
  5. What information does your department/group need to best do its job? Ask those individuals who provide your group information to post all documents, forms, policies, procedures etc.
  6. What information does your department/group have that other departments rely on and need regular access/updates to? Your team should post all documents, forms, policies, procedures etc.
  7. What projects are you and your group currently working on? Publish Blog posts updating the progress of your projects.
  8. What recent accomplishments or major contributions to company goals has your group achieved?
  9. Recognize your team via Blog posts.
  10.  Identify every major document you touch/use during the course of your work and publish a Blog post for each with a brief description of its use and attaching the doc.

Best Practices for Making Your Intranet Posts Engaging

Now that you've written (and rewritten) and proofed what you've written, you want to structure your page so your points are formatted for the online environment. Remember, since it’s often more difficult to read on-screen, you have to take special care to make it easier for your readers to absorb your information.

Content and Style

  • Provide useful information
  • Most people use the web to find information that they can actually use. Make sure that your readers will find your information useful. This means useful for them... not just useful for you
  • Typically, the more specific, the more useful
  • General overview information is fine, and can be extremely helpful. But when people want to act on the information you provide don't just give them a hint, give them all the information they require in order to act, right at the top
  • If the reader can't figure it out immediately, chances are they'll go someplace else
  • It's best to do this at the top of the page, so people can see what they'll get without scrolling
  • People will scroll, but only if they think there's something of interest to them below
  • Make it personal and write conversationally
  • To make it more personal, your tone and writing style should be more casual, more conversational - Not only is this friendlier, but it's also easier to read.

Formatting

  • Always start with the headline—everyone reads them. Condense your most important point down to a one or two-line headline
  • Give 'em the gist of it in the opening paragraph. Distill longer documents down to their most important facts by creating a "summary" at the start of each article/post
  • Use ‘Subheads’ because readers skim headings looking for specific topics If you started by creating an outline, your outline headings will automatically become subheads.
  • Format headings as separate lines—or as a lead-in sentence to a paragraph. Bold text stands out. It's best to use it sparingly, such as for lead-in headings at the start of a paragraph. Bold words scattered inside the text can be confusing.
  • Use italics for emphasis – but not too often. Italics help your reader “hear” the same emphasis you intended. Italics can help make your text sound more conversational. For example, when you read the previous sentence, you emphasized the word "sound" because it was in italics. That can make a big difference in the meaning of what you write. While they can be overused, in general they help ensure that people read things the way you intended.
  • Here are the same words in the same sentence, but italics give each different meanings:
    • I said I liked it.
    • I said I liked it.
    • I said I liked it.
    • I said I liked it.
    • I said I liked it.
  • People read bulleted text. Condense important points to bulleted lists. Repeat your most important info using “call outs” or “pull quotes” - quotes set larger and often in a different typeface

Best Practices for Writing Posts on Your Intranet

Your computer screen is a far different medium than printed- paper. As such, we read web pages in a different way than we do a newspaper or other paper document.

Rather than reading every word, people tend to scan web pages. A recent study by the Nielsen Norman Group found that “79 percent of test users always scanned any new page they came across; only 16 percent read word-by-word.”

Users also read information displayed on screens 25% slower than they read paper-based documents. Consequently, information on web pages should be condensed by 50% of their print counterparts.

While there are many things to keep in mind, for most web writers, there are certain areas in particular that deserve attention. More than the printed page, web pages need to be designed to be scanned quickly, with frequent rest stops for the eye – after all, you want to ensure people read what you’ve taken the trouble to write.

Writing style

  • Be succinct: text should be limited to 50% of the words you would write in print
  • Writing should follow the ‘inverted pyramid format’ with the most important content at the beginning
  • Use simple sentences and limit the use of metaphors
  • Use humor with caution
  • Use correct spelling and grammar
  • Use plain English when creating links, headings, site names, and forms
  • Avoid jargon

Page elements

  • All pages must include the writer/owner’s name (as an active email link at the bottom), accompanied by their company/department name
  • Each item should include the date at the top
  • Links to other pages should be referred to by name (do not use just the URL)
  • Each page must have clear titles/headlines for proper indexing and bookmarking

Format

  • Content should be left justified, except for callouts/pull quotes
  • Paragraphs should be separated by single spaces
  • Avoid long, continuous blocks of text -- and encourage scanning by breaking up text using short paragraphs, sub-headings, bullets, and call-outs
  • Headlines and listings should be limited to 75 characters including spaces
  • Sentences must be ‘tight’ and limited to 20 to 40 words per sentence (though complex topics may demand more)
  • Explain acronyms – always write out the proper name when it first appears with the acronym in brackets
  • Limit scrolling on a home page or section page – content should not run more than one or two screens
  • All links should be underlined and in blue when not activated and highlighted purple after visited
  • Do not underline text - underlining is reserved for links
  • Do not use ALL CAPS or italics for more than a few words as they are difficult to read