Best Practices: How Do I Publish Search-Friendly Content on the Intranet?

Updated 5 months ago

Simpplr's Semantic Search is smart — it understands meaning, not just exact keywords. But even the smartest system needs well-written content to deliver great results.

Here’s how you can help make your content easy to find, easy to read, and helpful to others.

Tip	Guidance	Examples/Notes
Write Clear and Descriptive Titles	Use titles that clearly reflect the main idea or user question. Avoid jargon or acronyms unless widely known.	❌ "Update Steps" → ✅ "How to Update Your Profile in the HR Portal"
Include Natural Language Phrases	Write like people speak. Use full sentences, clear structure, and synonyms.	Mention both “Download” and “Get a copy” if both terms apply.
Focus on Key Concepts Early	Place important words and ideas at the beginning. Use headings and break long content into chunks.	Don’t bury key info in long paragraphs or footnotes.
Use Tags, Topics, and Metadata	Tag content with relevant roles, teams, tasks, and keywords.	Helps with filtering and internal search relevance.
Answer Real User Questions	Add FAQs or short Q&A sections. Cover common issues, errors, or exceptions.	Anticipate “what if” and “how do I…” questions.
Keep Content Updated and Accurate	Regularly review and maintain content. Ensure consistent terms across documents.	Outdated info = poor search results and user confusion.

Common Pitfalls to Avoid When Publishing Content

Mistake	Why it's a problem	Better approach
Vague or Unclear Titles	Doesn’t help users or search engines understand the topic.	❌ “Important Update” → ✅ “How to Reset Your Password in Outlook”
Walls of Text	Hard to read on screens, especially mobile. Discourages skimming.	Use headings, bullets, steps, and short paragraphs.
Excessive Jargon or Acronyms	Confuses users unfamiliar with internal terms.	❌ “DLQ workaround from RedZone” → ✅ “Retry workaround for failed queues (formerly RedZone)”
Content Fragmentation	Spreading related info across too many docs makes search and navigation harder.	Combine into one guide or link from a central hub.
Zombie Content	Outdated docs still appearing in search mislead users.	Remove or clearly label deprecated content.
Unowned or Duplicated Versions	Creates confusion and reduces trust in documentation.	Use version control and assign ownership per topic.

Why Does This Stuff Matter?

Semantic Search doesn’t just “look for words” - it tries to understand what the user wants. Well-structured, clearly written content helps the system connect the dots faster - so your content shows up when it’s most needed.

Quick Checklist Before You Publish Your Content:

- Is the title clear and descriptive?
- Does the content answer a specific need or question?
- Have you included alternative terms or synonyms?
- Are sections and headings used properly?
- Is the content up-to-date and accurate?