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This page outlines Design and Content Standards of weCollaborate, which is particularly important for content creators who are responsible for creating and maintaining content on designated spaces and pages.
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Information architecture is the structural design. It is the art and science of organizing and labelling to support find-ability and usability. It is best represented by a content map of the major content categories and the sub-categories and how they all relate to each other. In addition the information architecture encompasses navigational elements including searches, site maps, help / feedback, etc. and need not be in a parent category and other elements available in the main navigation banner and / or footer. Information Architecture The information architecture is driven by the end-users perspective, as the main aim is to optimize the site to improver the end-users experience. Reducing clutter and understanding the motivation of end-users are important factors. | ||
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for the intranet captures the three main pillars of intranet content: Organizational Information, Functional Information, and Social Information.
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Well populated profiles are important to enable personnel to allow a thriving network of thematic experts to identify one-another or to seek out individuals with specific skills or knowledge. The profile consists of a photo, back photo and key information.
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Design StandardsThe pages in the intranet should be clean and simple. Personnel should be able to visit any page on the intranet and know where to click within 2-3 seconds. Consistency Is Key – Avoid inconsistency in design, layout, navigation, terminology, etc. Familiarity breeds findability. (a) Home Page: The design of the home page is managed and determined by the Intranet policy. The Intranet policy outlines what does (and more importantly, doesn’t) get published to the home page. (b) Category Menus: The design of the category menus is managed and determined by the Intranet Lead in consultation with relevant stakeholders. (c) Division / Office / Regional Office Spaces: The design of the division is managed and determined by the Intranet Lead in consultation with content creators and their teams. |
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Content CreationContent accessibilityPreviously weCollaborate included Confluence accessibility checker (EAP) that allowed checking the content against the standards outlined in the Web Content Accessibility Guidelines (WCAG). However, this tools has been discontinued by Atlassian in 2021. Currently, the weCollaborate team is exploring alternative options to ensure accessibility of the content is enhanced. Content complianceIntranet content should be specifically for UNEP personnel, written for the screen, and edited from the view-point of the content consumer. The content should also be compliant with the UN Editorial Manual, UN Editorial Guidelines, The UN Terminology Database, and (if relevant) comply with the rules around maps and territorial boundaries. Content accuracy and updatesIn an intranet content is king. Therefore, if content is out-of-date, obsolete, or incorrect it diminishes trust and confidence in the entire site. It is for this reason strict 3 monthly content review checks are required. If this is done regularly it is a quick process of entering into the edit mode of the page, reading the content, and then clicking update. Most space editors only have between 5-15 pages so it shouldn't take more than 15-20 minutes to do this quarterly review. If it’s not kept up to date, the content may be deleted without further notice. Personnel-focusedThe content should be personnel or content consumer focused. It is important to ensure it is digestible and understandable. Writing for screenA rule of thumb is that content written for the screen should be half as long as content written for print or other mediums. The flicker of pixels causes eye fatigue and content in large blocks can be overlooked. Therefore, it is important that information is presented in chunks, often referred to as the inverted pyramid format. This includes using headings, sub-headings, bullets, call-outs, expandables, sub-pages, and white space to create content that is both presentable and consumable |
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Reach out to Information Management Team of Enterprise Solutions to request for training on weCollaborate Viktoria Smirnova |
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Creating accessible web contentThe Web Content Accessibility Guidelines (WCAG) provide a comprehensive overview of how to make your content accessible to all persons, including persons with disabilities. weCollaborate has an accessible checker installed that allows you to check your content against these standards. There are some limitations with this checker, https://confluence.atlassian.com/doc/accessibility-checker-eap-1055686972.html Intranet content should be specifically for UNEP personnel, written for the screen, and edited from the view-point of the content consumer. The content should also be compliant with the UN Editorial Guidelines, Terminology Database, and (if relevant) comply with the rules around maps and territorial boundaries. Content accuracyIn an intranet content is king. Therefore, if content is out-of-date, obsolete, or incorrect it diminishes trust and confidence in the entire site. It is for this reason strict 3 monthly content review checks are required. If this is done regularly it is a quick process of entering into the edit mode of the page, reading the content, and then clicking update. Most space editors only have between 5-15 pages so it shouldn't take more than 15-20 minutes to do this quarterly review. Personnel-focusedThe content should be personnel or content consumer focused. It would be beneficial if a client is involved in the editing of the content to ensure it is digestible and understandable. Writing for screenA rule of thumb is that content written for the screen should be half as long as content written for print or other mediums. The flicker of pixels causes eye fatigue and content in large blocks can be overlooked. Therefore, it is important that information is presented in chunks, often referred to as the inverted pyramid format. This includes using headings, sub-headings, bullets, call-outs, expandables, sub-pages, and white space to create content that is both presentable and consumable. The inverted pyramid format refers to an approach whereby content starts at the highest level and then progressively cascades down to more granular detail. For example, start with a broad overview of a topic and then chunk information into groups (i.e. aims could be one chunk, progress another chunk, etc.). The chunked information could be presented in the form of an expandable that will allow the reader to quickly see what is on the page and navigate to the most relevant content. Duplicate contentThe information architecture sets out what content should go under which category and sub-category. It is important that this is adhered to as otherwise it creates duplicate content throughout the site. Duplicate content leads to confusion when it is updated in some areas, but not in others. Furthermore, it creates confusion in the information architecture as diminishes the familiarity breeds find-ability principle. SearchContent should undergo the search test. When new content is added search for it, and if it doesn't come up in the top 5 search items it is hidden.FeedbackRegular engagement with content creators within divisions/offices and periodic survey addressed to everyone in UNEP to seek inputs for further improvements. Images
Content updates It must also be fresh. Adding an expiration date will prompt the author or publisher to revisit, renew or archive content. If it’s not kept up to date, the content is automatically deleted.
Unmanaged content on the intranet can lead to the intranet becoming a dumping ground for irrelevant, out-of-date content. This section of the governance document is particularly relevant for intranet authors and to a lesser extent, may be used by approvers and content writers. Topics within the publishing content and documents section may include information on:
News stories In submitting news stories, the following procedures should be followed:
Length of stories:
Announcements All staff members with weCollaborate editor accounts may post announcements. The weCollaborate team may post announcements and events at the request of organizational units on an ad hoc basis. Event announcements are limited to those organized by UN entities. Events taking place in locations other than at UN premises must be sponsored by UN entities. Participation in events taking place during work hours should be according to normal official rules and regulations. All entities submitting announcements and/or events are encouraged to submit them in a timely manner, at least 24 hours before the requested posting date or time. Experience has shown that it is more effective to make an announcement closer to the date of the event than too far in advance. The weCollaborate team has the responsibility for removing or reformatting announcements or events to ensure a standardized approach. Requests for the editing and/or removal of content already posted shall be considered by the weCollaborate team. Comments, questions and concerns about article content and/or about the actions of and editorial decisions taken by the weCollaborate team may be submitted to Intranet Lead. When applicable, such correspondence shall be shared with the relevant department, office and/or content submitter in a timely manner. Comments Guidelines for Commenting on weCollaborate Stories
Research suggests that the following points are key:
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is added search for it, and if it doesn't come up in the top 5 search items it is hidden. Blogs In submitting blog articles the following procedures should be followed:
Images These guidelines help in selecting images that align with the United Nations Environment Programme's (UNEP) objectives while maximizing visual impact and user engagement within the platform's design framework.
Announcements The weCollaborate team may post announcements and events at the request of organizational units on an ad hoc basis. Event announcements are limited to those organized by UN entities. Events taking place in locations other than at UN premises must be sponsored by UN entities. All entities submitting announcements and/or events are encouraged to submit them in a timely manner in word with all applicable links, at least 24 hours before the requested posting date or time. Experience has shown that it is more effective to make an announcement closer to the date of the event than too far in advance. The weCollaborate team has the responsibility for removing or reformatting announcements or events to ensure a standardized approach. Comments
FeedbackRegular engagement with content creators within divisions/offices and periodic survey addressed to everyone in UNEP to seek inputs for further improvements. |
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Content Management
Record Retention Policy This policy regulates the retention and disposal practices of content currently posted on weCollaborate. The purpose of the weCollaborate retention schedule is to help content owners:
The disposal of outdated content on the other hand will take place every two years. This process will be pursued in agreement between the weCollaborate Team and the content owner. The benefits related to implementation of this policy are: preservation of institutional memory, access to up-to-date information, and, ultimately, maximization of the system’s performance in terms of fast retrieval of info. Retention criteria The retention schedule assigned to weCollaborate content is based on the importance of information as a historical record for the Organization. Permanent retention is recommended for some categories as they are a reflection of the work and the spirit of UN staff, for example, “News/Blogs.” This information will be stored in the system indefinitely or until a different digital website repository system becomes available. Other categories (1 year, 30 days, etc.) are listed below. Records identified for deletion will be subjected to content owner‘s review before their removal of the system. The selection criterion is inactivity, which means that the page has not been updated in two years or more. The content owner will receive electronic correspondence with links to the respective pages for review and will have up to 45 days either to update it or request deletion. Otherwise, after 45 days, the pages will be removed from the UNEP Intranet -weCollaborate platform. Controlled documents - such as quality manuals, procedures, SGBs, and AIs - should be saved in local drives outside of weCollaborate. This information applies to all Duty Stations. Retention schedule for UNEP Intranet – weCollaborate content
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Find the Interactive self-paced course for content creators here, for further questions reach out to Viktoria Smirnova |
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Ongoing content validation: Ensuring accuracy every 90 daysAt regular intervals of 90 days, you will receive an email to ensure the continued validity of your content. This straightforward process entails confirming the accuracy andthat the information presented on your pages is up-to-date. This taskwon't demand more than 5 minutes of your time. Screenshot of the email that you will receive and the action links highlighted in red: Streamlining Directory Management
Embedding linksIn order to avoid clusters of information with links, especially if they are long, we recommend that they are embedded.
Attaching FilesWhen uploading attachments please take into consideration the labels and naming conventions as best practices. This will facilitate the user navigation, traceability of documents and the use of macros like the “content by label” or “attachment list” macros. LabelsLabels are used for:
Good practice on using labels is to substitute spaces for the underscore bar:
Naming conventionsName the uploaded files as per standard naming convention so that it is easily searchable.In order to avoid lists of documents that we don’t know what they are for Example: 20230620_Project-Report_v1.2_Final.docx
Writing BlogsAnyone on your team can submit the blog for publishing it without the need for editing rights. Everyone is encouraged to write blogs to share with the rest of the organization what is happening and to drive traffic to your respective division/office pages. Everything from the launch of a major report/policy to a team retreat is great news stories to submit for publishing.
Macro libraryUtilize this valuable resource, featuring visual representations of the top 10 most commonly used macros on the page.
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Content category | Retention time | Comments | ||||||||||||||||||||||||||||
News and Staff Stories | Permanent | Including images, links, and comments. Contact weCollaborate to find items older than 3 years | ||||||||||||||||||||||||||||
Staff Directory | Ad hoc | Personnel that left UNEP are manually removed by weCollaborate team upon notification from units. | ||||||||||||||||||||||||||||
Classifieds | 30 days | Classifieds unpublished after 30 days; photos and files deleted after 60 days | ||||||||||||||||||||||||||||
Announcements and Events | Permanent; unpublished after 1 year | Contact weCollaborate team to find items older than 1 year | ||||||||||||||||||||||||||||
Job Openings | No retention | This information comes from Inspira. | ||||||||||||||||||||||||||||
Staff Union Articles | Permanent | Including images, links, and comments | ||||||||||||||||||||||||||||
Departmental Pages | Permanent. Will be reviewed every 2 years. | These pages should be updated at least once every two years; subject to review | ||||||||||||||||||||||||||||
Files | Retention subject to use. Will be purged if inactive for 2 years. | Files, including images, are subject to review. | ||||||||||||||||||||||||||||
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| Enterprise Search | Effective intranet search functionality, therefore, calls for:
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| Employee Recognition | A peer-to-peer recognition tool empowers your readers to take ownership for recognising and rewarding one another can not only provide a much-needed boost to morale and engagement, but also give readers the means to take ownership of their intranet. | Put recognition on the home page. | Mobile | Mobile optimisation can include the ability to submit photos via a mobile phone. | Make sure it’s mobile-friendly technologies and that the mobile experience is carefully planned around key scenarios that your readers need to accomplish. Ensure to test on several different platforms and in various environments. Make sure it’s search-friendly and that team sites are easy to find and navigate across devices.
