The Ultimate Guide to Building an Intranet Solution for Your Organization

How to Build an Intranet Solution: A Step-by-Step Approach

1. Assemble a Diverse Team

The first step to building a modern intranet successfully involves assembling a cross-functional team that has a diverse skill set. This diversity can bring a wide range of perspectives (this could include decision-makers from HR, IT, internal communications, and even frontline employees). By brainstorming across departments and bouncing ideas off varied perspectives, this step will ensure that the intranet solution you invest in addresses the unique needs and challenges of the entire workforce. 

2. Define Goals and Objectives

Once the team is assembled and the team is up and running to execute the plan, it’s time to establish clear goals for your intranet. This step is crucial for keeping everyone aligned and focused. Common objectives might include:

• Aim to reduce email overload and improve information dissemination.
• Create spaces where teams can work together seamlessly.
• Ensure that vital information is easily shared, accessible, and up-to-date.
• Use the intranet solution to reinforce values and engage employees.

Each intranet can be custom-built to suit primary, secondary, and tertiary requirements. If your primary aim is to reduce project turnaround time significantly, you will need to buck up and build tools centered around project management, workflow management, resource allocation, and so on. Building necessary protocols to safeguard data is the first step if security is at the top of the mind. This is particularly important where sensitive data plays a role, in sectors such as banking and Fintech. An intranet can also be the first step toward a more comprehensive roadmap to guide the organizational development process.

3. Choose the Right Vendor

Selecting the right intranet vendor is one of the most critical steps in this process. Your vendor will influence not only your budget but also your platform’s capabilities, security, and user experience. Look for a vendor that aligns with your organization’s needs and offers ongoing support. Personalized training and support can result in a smoother implementation and higher user satisfaction.

4. Personalize Your Intranet

After selecting a vendor, focus on branding and customizing your intranet. This includes determining the layout, color schemes, and overall design. A well-branded intranet creates a sense of belonging among employees.

5. Organize Content Effectively

Content organization is key to ensuring employees can easily find the necessary information. Consider structuring your intranet by:

• Company Information: Announcements, policies, and company-wide resources.
• Department News: Updates relevant to specific departments.
• Group Content: Project-specific information that requires collaboration.

6. Customize Features and Permissions

Customization is not just about the look and feel of the intranet solution but also about its detailed functionalities. The intranet’s functionalities must be built to align with your organization’s workflows, culture, and operational requirements. A step-by-step approach would probably be useful: 

• Take Stock of Organizational Needs: Begin by conducting a thorough assessment of your organization’s specific needs. Engage with various departments to understand their workflows, challenges, and the types of information they require. For instance, a healthcare provider might prioritize features that facilitate patient data access, while a tech firm may focus on project management tools.
• Build and Enable Relevant Features: Once you have a clear understanding of departmental needs, take the time to enable or disable features within the intranet platform. This could include collaborative tools, document management systems, social networking functionalities, and knowledge-sharing portals. 
• Focus on User-Centricity: Implement a user-centric design approach by allowing employees to personalize their intranet experience. This could involve customizable dashboards, where users can pin frequently accessed resources, or adjustable notification settings to tailor alerts based on individual preferences. 
• Implement Permissions Management: Security is paramount regarding sensitive organizational information. Establish a comprehensive permissions management system that allows you to set different access levels for various user groups. This ensures that confidential data is only available to those who need it. For instance, HR documents should be restricted to HR personnel, while project-related information may be accessible to specific teams.
• Build Role-Based Access Control (RBAC): Consider implementing Role-Based Access Control (RBAC) as part of your permissions strategy. RBAC allows you to define roles within your organization and assign permissions accordingly. This not only simplifies the management of user access but also enhances security by ensuring that employees only have access to information pertinent to their roles.

7. Incorporate Existing Information

Once your structure is in place, it’s time to populate your intranet solution with essential resources. This includes company handbooks, training materials, and departmental information. To streamline this process, empower department heads to manage their content.

8. Host a Launch Party

A launch party is a fun way to unveil your new intranet and encourage employee engagement. Invite representatives from various departments to demonstrate the platform’s capabilities. This event can help employees understand the intranet’s value and how it can benefit them.

9. Create Ongoing Content

As your organization evolves, so should your intranet. Regularly review and update content to ensure it remains relevant. This includes adding new features and removing outdated information. A global consulting firm established a quarterly review process for its intranet, ensuring that it continually aligned with the company’s goals and employee needs.

10. Foster a Culture of Engagement

Building an effective intranet is just the beginning; maintaining high levels of employee engagement is essential. Here are some best practices to keep your intranet relevant and useful:

• Make It Mobile-Friendly: With employees working on the go, ensure that your intranet is accessible from mobile devices.
• Embrace Your Brand: Personalizing your intranet helps employees relate to it, increasing participation. By incorporating specific brand elements, companies can see an in user satisfaction.
• Integrate Essential Tools: Your intranet should serve as a one-stop shop for employees. Integrate commonly used applications to encourage frequent visits.
• Provide Training: Invest time in training sessions to help employees navigate the intranet effectively.
• Monitor Engagement: Utilize analytics to track user engagement and identify areas for improvement. 
• Conduct Surveys: Regularly solicit feedback through surveys to gauge employee satisfaction and gather suggestions for improvement.

Read more: 6 Ways an Employee Intranet Portal Improves Employee Engagement.