There’s an adage that is old for the intranet age (since they came to be mainstream in the early 90s) that says you shouldn’t put anything on the intranet that you wouldn’t put in print. It relates to the older adage that you shouldn’t print anything that you wouldn’t want anyone outside the company to read.

Your content is valuable. You wouldn’t want to share most of it with the outside world – especially the competition or media. However, if you are making content available via the intranet then it is possible it can be leaked externally. The number one leaking culprit, of course, is the employee.

There are three general positions or models to adopt vis a vis content protection:

• Open market – publish just about anything you can on the corporate intranet.
• Closed market – put sever constraints on what can be published.
• Asynchronous market – a hybrid model that entrusts employees with a certain level of responsibility to maintain confidentiality.

My own personal opinion is that if you’ve hired and trusted an individual to do a job that the organization deems crucial enough to justify the pay then most individuals are trustworthy and not likely to leak confidential information to outside sources. On the other hand, I wouldn’t publish any corporate top secrets either. As such I recommend most companies adopt an asynchronous model that assumes a certain level of responsibility and trustworthiness of employees but does not make widely available all information and data to all employees.

Regardless, intranet and corporate information managers do have a responsibility to inform employees of their responsibility and to limit the organization’s liability. Such action includes the development of several policies:

• Editorial policy
• Terms of use
• Acceptable use

Editorial policy

Your editorial policy is less of a legal security blanket and more of a definition of roles and responsibilities of those developing and maintaining online content. The editorial policy should include details on...

• content types
• style acceptability
• news determinants (e.g. currency, impact, etc.)
• formatting
• archiving
• photo treatments and bylines
• content management system rules and directions
• copyright and legal
• privacy and security
• governance including roles and responsibilities
• taxonomy (classification)
• site registration and indexing

Terms of use

Terms of use is a standard legal disclaimer. It says who owns it and declares the copyright, disclaims accuracy of content, etc.

Acceptable use

Acceptable use spells out the rules. Thall shall not...

• Email content outside of the company.
• Print and distribute content outside of the company.
• Release content to any media outlet.
• Rewrite or reproduce content for personal purposes or profit without the expressed written consent of the company (legal department).

Page footers

If you’re not already doing so make sure you have coded into your style sheets or CMS templates a footer that always includes the following:

• A legal disclaimer
• Terms of use
• Copyright stamp
• Name and email address of author
• Date of publish

While clients have hired me to develop these policies and standards the work is not really rocket science. It just takes a little time and thought that could save your organization some headaches in the future.

A web user or reader has one overarching priority: speed. Speed may kill on the streets but on the web “the faster the better.”

The challenge with giving your user quick unfettered access to the information they desire is striking a balance between the need for speed and an overly cluttered home page. If you provide lots of content, buttons and links on the home page then you may provide your users with faster access to content with less clicks. The risk of course is too much home page information that is overwhelming to the user. The tradeoff is clicks for speed.

Some websites like Amazon.com have had enormous success despite a busy home page. There is no denying Jeff Bezo’s success: Amazon.com is the most successful e-commerce site on the Internet. Period. But Amazon’s home page is scary and completely overwhelming. Amazon.com is not a model for site design, layout and usability. In these areas, it fails many tests.

When I told this to the audience of some 300 at last month’s IABC International Conference in Washington, D.C., (see The Site Is Right 2005) I was not surprised when I was challenged.

“How can you say that?” exclaimed one woman. “You can’t argue with Amazon’s success!”

Amazon.com’s success is largely due to its first mover status, unparalleled selection, innovative technology and entrepreneurial approach (strategy), and last but not least, it’s brand.

The Amazon home page contains about four screens of extremely busy and crowded content.

Amazon.com’s outrageously busy and crowded home page.

Perhaps Amazon will learn the lesson that Yahoo! now knows: there is a fine line between too busy and not enough speed. Traditionally Yahoo! has suffered from the same problem as Amazon: an overwhelmingly cluttered home page (mind you they have improved in recent years).

The Yahoo! home page

The Yahoo! home page has been reduced to only two screens versus the four of Amazon – but it’s still a massive amount of content and links (more than 150 in all). However Yahoo! has learned a lesson or two and is listening to their users. It recently hired a usability whiz and is currently in the process of redesigning the home page with a less cluttered look and layout.

Yahoo! hired Larry Tessler, a 60-year-old technology veteran and a former Xerox Parc innovator who invented ‘cutting and pasting’ to spearhead the redesign process. It’s huge job for the world’s most visited website that garners 15 million visits per day.

Tessler and team have been quiet about the process so far but has provided some hints in an article Carefully Clearing Yahoo's Clutter in Business Week. “One thing I've been pushing hard since I got here is that using Yahoo! should be a delightful experience," Tessler told Business Week.

Business Week also took an educated stab at estimating some of Yahoo!’s design tactics: “Expect him (Tessler) to take advantage of more advanced Web browsers, and he may reduce clutter by "hiding" material so users can opt to see more news, for instance, by rolling their mice over a topic. That would be a big improvement (sic). But he has a long way to go before Yahoo is a delight.”

MSN knows this lesson too. It recently redesigned its home page and eliminated 25% of the links that were on the previous version. The same lesson should also be learned and applied to your corporate intranet.