Intranet Design and Content Standards

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. 

Information Architecture

The information architecture for the intranet captures the three main pillars of intranet content: Organizational Information, Functional Information, and Social Information. 

• UNEP tab Information relating to the structure UNEP as an organisation, including information about the people, divisions, regional offices, offices, and MEAs that form the greater UNEP and MEA environment.
• ESSENTIALS tab: Information relating to the strategies, processes, and work-outcomes of the organisation, including strategies, policies, processes, templates, and other similar information.
• GET INVOLVED tab:  Information relating to personnel engagement and social activities/initiatives.

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.

Design Standards

The 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.

Interactive self-paced course for content creators is under development. Meanwhile, reach out to Information Management Team of Enterprise Solutions to request for training on weCollaborate Viktoria Smirnova 

Content Creation

Content accessibility

Previously 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 compliance 

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 Manual,  UN Editorial Guidelines, The UN Terminology Database, and (if relevant) comply with the rules around maps and territorial boundaries.

Content accuracy and updates

In 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-focused

The content should be personnel or content consumer focused. It is important to ensure it is digestible and understandable. 

Writing for screen

A 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.

Duplicate content

The 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.

Search

Content 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.

Images

• Images should be relevant to UNEPs thematic areas of work.
• Database of UNEP Digital Assets is available here: https://unenvironment.widencollective.com/
• Photo-stocks can be used, for example https://unsplash.com/ 
• Where people are portrayed on the images, it is important to remember that they should be gender sensitive (contain both men and women) and should not propagate gender stereotypes. Additionally, language used should be inclusive and should not exclude one group over another or create an impression that one group is more superior than others.  Avoid using male words for all humanity (e.g. ‘mankind’ and other similar words).
• It is also encouraged to include, where possible and applicable, images of persons with disabilities.

Blogs

In submitting blog articles the following procedures should be followed:

• Everyone with access to weCollaborate are welcome to write blogs that can either be published on their division/office space or on the home page. 
• In general, news pieces should not duplicate efforts by re-posting content already available elsewhere, including on the UNEP website. 
• Draft articles should be submitted for approval by weCollaborate team at least 24 hours before posting.
• Last-minute requests will be considered on an ad-hoc and exceptional basis.
• Articles should be submitted in English.
• The length of all stories should not exceed 350 words.

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

• All content must adhere to the UN’s core values of integrity, professionalism, and respect for diversity as well as to the Staff Rules and Regulations.
• They should be consistent with the standards of conduct for the international civil service, 2001 [contained in ST/SGB/2002/13], and should respect the principle of not airing personal grievances.
• Please do not use names unless you have the permission of the person concerned.
• All comments are screened to ensure they comply with this policy.  Comments are not anonymous and you will be responsible for what you write.
• Comments may not be monitored or answered by the authoring department.  If you have a question that requires a response, please contact the author directly.
• Comments should be no longer than 150 words.

Feedback

Regular engagement with content creators within divisions/offices and periodic survey addressed to everyone in UNEP to seek inputs for further improvements.

Content Management

• Operating model: The content used in the intranet is held by numerous personnel in various locations around the world. Therefore, a decentralized content management approach has been adopted with focal points designated in Divisions/Offices to be responsible for content creation/updates/deletion or archiving.
• Overall governance: The designated by the Head of Unit UNEP staff have been delegated with intranet responsibilities as content creators.  Responsibility for monitoring implementation and compliance – Enterprise Solutions Section will be responsible for reviewing this policy and related guidelines and procedures, monitoring implementation and compliance, and high-level decision making relating to the design and content of the intranet, including top level information architecture.
• Site owner: This is the person responsible for the content and quality of the sub-site. The site owner (usually head of department or functional head) may delegate intranet content and development tasks to a nominated representative (content creator).
• Content creator: This is the person and/or persons who update and maintain a web page or collection of pages as specified in the webpage footer of that site.

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:

1. Be aware of how long their content (stories, classifieds, announcements) will be kept.
2. Make archiving decisions for their important information (especially if it is only available on weCollaborate).
3. Know when pages need to be updated.

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

Good practice on Blogs:

• It is encouraged to include photographs in the draft articles (JPG format) or graphic images (PNG, GIF or JPG format) in 16x9 dimensions. Minimum resolution for photographs should be 300 dpi.
• The weCollaborate team reserves the right to consult with the relevant department or office prior to posting submitted articles.
• Links to websites not affiliated with the UN System shall be used sparingly and limited to those links that complement a story. Any such links included in posted stories shall not be construed as UN endorsement of the content therein.