Planning an Intranet – Checklist

Everything you need to plan your intranet

Planning your intranet software project effectively is crucial in making sure your intranet is a success. But where do you start? With over 20 years of experience behind us, we know a thing or two about planning an intranet! We’ve put together a checklist of the essential features you need to create a successful intranet software plan.

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Step 1: Define a goal for your intranet

Why do you need an intranet? This is arguably the most important question you will ask when planning your intranet. You need to determine what you want to achieve, so that you have a tangible goal to measure success against. Typical goals may be to improve communication, encourage collaboration, or share vital business news.

Planning an Intranet

Step 2: Define your intranet user base

Who is your intranet for? Defining your audience is key when it comes to planning your intranet, as it allows you to prioritise must-have features based on user needs. For example, if your intranet is for connecting remote workers, you need to ensure it is mobile-friendly. Try to get in the minds of your intranet users to get an idea of what they will need on a daily basis.

Planning an Intranet

Step 3: Decide which intranet features are essential

Which intranet features do you really need? If you have already defined your goal and audience, this part should be easy! If your intranet goal is to improve communication, then you will need apps which facilitate this, such as corporate social networking. If your internal comms team need a more efficient way of broadcasting information, they will need apps such as News, Blogs, and Announcements.

Planning an Intranet

Step 4: Define which features you need now

Our digital workplace is a holistic solution that allows you to pick and choose which features you need now, and which features can be added later. All of our features target different areas to promote an efficient work life, and can be used on their own or in combination. Decide which areas you want to focus on first; you may choose to deploy our intranet software first and roll out e-forms or e-learning later, or implement everything at once. Every company is different; choose what will work for your business.

Planning an Intranet

Step 5: User roles and responsibilities

The management of confidential information, such as employee details or restricted documents, should be coordinated effectively to ensure that the appropriate roles are defined from the outset. Responsibilities such as content management, process management, and front-end user support should also be defined. With intranet roles clear from the beginning, configuring permissions on your intranet will be a much simpler task, especially with our easy-to-use permissions engine.

Planning an Intranet

Step 6: Intranet branding

Your intranet design should be a natural extension of your company’s branding, so that the team instantly recognise that it’s the go-to-place for business activity. Our digital workplace software can be customised using our drag & drop CMS and design app, allowing you to build a truly personalised intranet system in a few clicks.

Planning an Intranet

Step 7: Intranet budget and resources

There’s no avoiding the conversation; an intranet needs a budget, and it needs resources. As intranets and digital workplaces are becoming increasingly necessary in today’s modern business world, having a dedicated project team and suitable budget is vital. By planning costs and available resources timely and effectively, with a long term and sustainable goal in mind, you can mitigate any surprises that may crop up along the way, and ensure a smooth and successful delivery.

Planning an Intranet

Step 8: Intranet timeline

The time it takes to deploy an intranet will vary on your company and the scope of the project. For example, if you are moving from an existing intranet to a new one, plan for extra time to migrate documents and content. Larger corporations may need to account for extra time to formally sign off work and authorise new intranet processes.

Planning an Intranet

Step 9: Monitor and review intranet engagement

How will you assess if your intranet is successful after launch? Incorporate regular data analytics into your intranet plan, so that you have dedicated time set aside to review user engagement and uptake. Frequent check-ins will allow you to determine user trends, both positive and negative, so you have an informed idea of where your intranet is heading.

Planning an Intranet

Step 10: Plan an intranet for the future

After initial deployment, don’t lose that enthusiastic momentum that made your intranet launch so successful. Plan for the long term to ensure that your intranet remains a relevant and positive force throughout your company. Regular project team meetings, user feedback sessions, and consistent engagement will ensure that your intranet stays fresh.

Planning an Intranet