/ /

4 step content cleanup guide: quick wins in under 10 minutes

Updated 5 months ago

A great intranet is like a well-organized toolbox – everything in its place, easy to find, and ready to use. This quickstart guide will help App Managers, Site Managers, and Content Managers make impactful cleanups at scale, without weeks of work. 

1. Archive the outdated news 

  • Use content filters to find news pages, and events that are older than 12 months.
  • If news content has not been viewed, or edited within the past 6 months, it is time to unpublish.

2. Check your “knowledge” content

  • Use content filters to find knowledge pages within your intranet.
  • Check if any pages have an expired validation or have a validation coming up.  

3. Feature the right content

  • Use content filters to find pages that are marked as “Featured.”
  • Make any adjustments to featured content as needed.

4. Review your “org and site onboarding” content

  • Use content filters to review content you’ve marked as either org or site onboarding.
  • Add or remove content from org or site onboarding.

Video tutorial: Steps 1 and 2  

Video tutorial: Steps 3 and 4 

Recommendations and best practices

The best way to keep your intranet content clean long term is to stay consistent — review, update, and unpublish on a regular schedule. At a minimum, use auto-governance tools and set a recurring review cadence with your Site and Content Managers.

Think of it like tidying your toolbox: a little upkeep here and there means you’ll never face a giant cleanup again. Make it part of your routine, keep it collaborative, and even have a little fun with it.  

  • Setup content cleanup weeks and let your site teams know that this week is all about cleaning up content.
  • Pull content analytics reports to see content with the highest number of views in the past 12 months.
  • If you are an App Manager, bulk unpublish content across sites (if App Manager). 

Wondering how to setup auto governance? Check out these helpful articles: 

 

Was this article helpful?
Subscribe to receive updates on this article