Where to Start When Creating Your Own Intranet

Creating an intranet might seem like a daunting task, but with proper planning and the right tools, your organization can implement a system that improves communication, collaboration, and internal productivity. This guide outlines the key steps to help you successfully create an intranet that aligns with your company’s needs and goals.

1. Define Clear Objectives

The first step in building an intranet is to define your objectives clearly. Ask yourself: Why does your company need an intranet? What problems should it solve? Common goals include:

• Improving internal communication
• Providing easy access to documents and information
• Promoting collaboration across teams
• Centralizing HR resources and other tools

Having well-defined goals will shape the design and features of your intranet, ensuring it delivers value.

2. Identify User Needs

Understanding the needs of your employees is crucial to building a user-centered intranet. Conduct surveys, interviews, or focus groups to discover the features they would find most useful. Some popular options include:

• A centralized newsfeed for company updates
• Employee directories
• Project management tools
• Document repositories
• Communication channels like discussion forums or chat tools

To streamline this process, consider using tools like Google Forms, SurveyMonkey, or dedicated focus group platforms.

The goal is to create an intranet that’s not just functional but also intuitive and relevant to your workforce.

3. Choose the Right Platform

Selecting the best platform is a critical decision that depends on your company’s size, budget, and technical requirements. The main options include:

• Off-the-shelf software: Solutions like SharePoint, Confluence, and Google Workspace offer prebuilt functionality and faster deployment.
• Custom-built solutions: If your company has unique requirements, a custom-built intranet provides flexibility and the ability to tailor features precisely to your needs.

Platforms vary significantly in cost, so ensure you compare prices and features thoroughly. Additionally, consider using tools like G2 or Capterra to read reviews and compare intranet platforms.

4. Design a Content Structure

The structure of your intranet is critical to its success. Organize it in a way that makes it easy for employees to navigate and find information. Common sections include:

• Homepage: A dashboard featuring news, updates, and important links
• Departments or teams: Sections for each department or team with relevant documents, resources, and discussions
• Company resources: A directory for company policies, manuals, HR documents, etc.
• Tools and integrations: Quick access to project management, communication, and other apps

As you build the structure, remember to test it with employees. Feedback during this phase can help you refine the layout before launch.

5. Set Permissions and Security

Security is a key consideration when developing an intranet. To protect sensitive company data, implement the following measures:

• Role-Based Access Control (RBAC): Assign permissions based on job roles, ensuring only authorized employees can access specific information.
• Multi-Factor Authentication (MFA): Add an extra layer of security by requiring users to verify their identity with a second factor, like a mobile app or email code.
• Data encryption: Ensure that sensitive data is encrypted to prevent unauthorized access.

Proactively addressing security helps safeguard company data and maintain employee trust.

6. Boost Employee Adoption

Even the best intranet won’t deliver value if employees don’t use it. Promote adoption by showcasing its benefits and making the onboarding process engaging. Strategies include:

• Hosting interactive workshops or online training sessions
• Launching an internal marketing campaign to generate excitement
• Offering initial tech support to answer questions or resolve issues
• Gamifying the experience with incentives like leaderboards or rewards for frequent use

To sustain engagement, designate intranet ambassadors—employees who champion its use and offer peer-to-peer support.

7. Monitor and Adjust as Needed

Once your intranet is live, it’s important to monitor its performance and gather feedback from employees. Use analytics to track engagement, identify areas for improvement, and ensure it continues to meet the needs of your organization. Based on this data, make adjustments to optimize its functionality and relevance over time.

Starting an intranet project requires thoughtful planning and alignment with your company’s goals. By defining your objectives, understanding user needs, choosing the right platform, and ensuring security, you can build an effective intranet that enhances communication, collaboration, and productivity in your organization.