When building a table of contents for a PDF hosted on your company’s intranet, prioritize clarity, logical flow, and alignment with enterprise-wide communication standards.
Corporate intranet documents differ from public-facing content—they’re used by employees searching swiftly for employee handbooks, process SOPs, compliance frameworks, or training modules.
The table of contents functions as the central navigation hub, minimizing uncertainty and streamlining access to critical information.
Begin by identifying the core audience—whether it’s HR staff, regional managers, or frontline employees—and tailor the language and ketik depth of the outline accordingly.
Use clear, consistent terminology that mirrors internal jargon without being overly technical.
Cluster similar items under unified headings—each section should represent a single, identifiable theme, not a vague collection of unrelated items.
Ditch ambiguous labels like "Miscellaneous" or "Overview"—replace them with precise, actionable headings like "New Hire Documentation Requirements" or "Travel and Expense Submission Guidelines."
Using numbered headings (e.g., 1.1, 2.3) makes it easier for teams to reference specific sections in reports, Slack messages, or compliance reviews.
Include page numbers that correspond to the final PDF layout, and verify them after any formatting changes.
For longer documents, consider hierarchical indentation to visually distinguish main sections from subtopics.
If your PDF is substantial, supplement the table of contents with a keyword index or interactive bookmarks to allow faster direct access to key sections.
Always review the document structure with a cross-functional team to ensure all departments find their content accurately represented.
Perform real-world usability tests: give employees a task, like "Find the parental leave policy," and observe where they struggle or hesitate.
Remember, a clean, intuitive table of contents is not just a formatting detail; it is a critical component of internal communication efficiency.