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Importance of Keeping Your Employee Portal Content Accurate and Updated


By Mark Anderson, CEO/CFO   |   Posted May 22, 2017

Have you ever read something and noticed that it contained some incorrect information? Maybe it was a report, an article or even an email. Then as you kept reading, you started to mistrust the rest of the information.

Or maybe you read some outdated information and automatically ignored it. In the back of your mind, you felt it was no longer relevant or useful. No one wants old information or old news, right? Besides, using outdated information can be detrimental in many cases. Even typos can undermine the credibility of perfectly good material.

Recent research by the Ponemon Institute shows that nine out of ten consumers say that inaccurate online content increases their distrust. And 91 percent of consumers say they don’t trust websites that have errors or mistakes. Granted, this research focuses on what makes consumers lose trust in digital brands, but a similar kind of mistrust happens when employees find inaccuracies and errors on your intranet. This can lower their confidence in you and, ultimately, hurt your brand externally with current and prospective customers.

That’s why it’s important to keep the content on your employee portal accurate and updated. Your employee intranet should be the source of up-to-date and factual information—not “alternative” facts. If it’s not, it can end up doing more harm than good.

Key Areas to Keep Updated
An employee portal can be a valuable information and communication tool for any organization. An intranet contains a vast amount of information, but there are some key areas you should focus on to make sure your personnel have access to the most up-to-date and accurate information. For example, policies, procedures and other important documents are a critical part of an organization’s intellectual infrastructure. It’s essential for staff to have the latest updates to keep things running smoothly. If employees are basing their decisions and work on obsolete information, it can threaten internal processes. And, over time, this can impact the overall health of your organization.

Details about products, services and rates are also important to keep current. Products and services are the lifeblood of any organization. And being able to deliver your products and services efficiently is the key to staying in business. It’s vital that your employee portal gives accurate and relevant information about your products/services, so workers can be more effective at making sales. And you can’t sell products and services without accurate pricing. But your portal can only provide timely access to rate information if you keep it updated.

An employee directory and employee profiles are another crucial area to keep updated. An employee directory and profiles provide a central place to store key information about your entire staff. But an employee’s job title, department and contact information can change at any given moment. And it’s important to update their information in the employee portal as soon as any changes happen. This way, managers can quickly locate the right people to work on teams and special projects. And employees can connect with co-workers for professional input and for other reasons.

Training-related information should also be frequently updated in the your employee portal. Training issues go beyond sharing the knowledge workers need to do their job. Having up-to-date courses, assessments and other training materials provides the documentation you need for audits and to comply with government regulations.

Addressing Other Issues
But updating an employee portal involves more than just the accuracy and time-related aspect of the information. It can—and should—also include revising content to make it more relevant to users. By this I mean, making timely updates that address problems that employees are currently having in different areas.

So, for example, you could use your blog or FAQs to give helpful information and advice about important issues. Your blog could suggests solutions for problems employees might be dealing with relating to customers, internal processes or technology. Your FAQ could answer questions staff members have about common workplace topics. Basically, this turns your blog and FAQs into a virtual “workhorse” that gives employees the information they need to be more successful.

Providing Easy Access to Your Content

Sure, it’s ideal to have accurate and updated content in your employee portal. But what good is it if you have the latest details about your products, services and rates if no one can find the information on your intranet. So make sure your intranet site has a robust search tool that makes it easy for people to find the exact information they need when they need it.

And to make your employee portal more accessible to users, you should ensure that it’s built around a mobile-responsive design. Then no matter what kind of device people are using, they can view your content correctly on their screen. This is extremely important because smartphones and tablets are increasingly becoming the first go-to device for communications and content consumption, according to research by Gartner Inc. In fact, Gartner predicts that, by 2018, more than 50 percent of users will go to a tablet or smartphone first for all online activities.

The bottom line is this: You can’t effectively address today’s issues with yesterday’s information. So be sure to keep the content on your employee portal updated and accurate so that it’s a help—not hindrance—to your organization.


Previously:Why You Should Consider Getting a Board Portal  Next:12 Ways to Create a More Functional Employee Portal