An effective SharePoint intranet serves as the core of organizational communication, collaboration, and productivity. However, building such a platform is not an easy task, and needs a right strategic approach that takes into consideration the needs of the users and a step-by-step approach to implementation. This blog post offers a structured approach to creating a SharePoint intranet that is easy to navigate and meets business requirements and purposes.
1. Identifying & Describing the SharePoint Intranet Role & Goals
While there is a dearth of clear best practices for creating an effective SharePoint intranet, possibly due to the vast differences experienced by organizations, but it must be emphasized that a well-defined purpose for the SharePoint intranet is essential. As with any technology, if goals are not set then it may fail. Start by answering the following questions:
- What are the business objectives for the SharePoint intranet?
- Who are the primary users?
- What specific challenges does it address?
2. Engage Stakeholders & Gather User Requirements
Implementation of SharePoint intranet requires input from the stakeholders and other users in the organization.
Steps to Involve Stakeholders
- Identify Key Groups: Include IT, HR, department heads, and employees.
- Conduct Surveys and Interviews: Ask users about their current challenges, preferred features, and expectations.
- Host Workshops: Collaborative sessions help refine ideas and ensure alignment with organizational goals.
- Document Requirements: Much of the information gathered throughout the process should be compiled into a detailed requirement document for future reference.
3. Plan the Information Architecture (IA)
Information architecture is the process of offering guidance on how information is organized and can be accessed. Each element of IA must be unambiguous, so users can find what they are looking for.
Steps to Design IA
- Content Audit: List existing resources like policies, documents, and tools.
- Categorize Information: Group content by type (e.g., news, policies) or audience (e.g., HR, IT).
- Define Navigation: Design menus and submenus for intuitive browsing.
- Global Navigation: Links accessible from all pages (e.g., Home, News, Employee Directory).
- Local Navigation: Department-specific links (e.g., Marketing Tools, Finance Reports).
- Add Metadata and Tags: Enhance search functionality by tagging content with keywords.
4. Focus on User Experience (UX) Design
An intuitive and well-designed SharePoint intranet helps to keep the user engaged and satisfied. Lack of design also results in negative responses and lesser commitment because of its unpleasant appearance.
UX Design Best Practices
- Simplify Navigation: Limit menu items to essential links.
- Use Consistent Branding: Apply company colors, logos, and fonts across the SharePoint intranet.
- Make It Accessible: Design for all user types providing accessibility for the disabled by implementing accessibility guidelines for instance WCAG.
- Ensure Mobile Compatibility: Reorganize layout for mobile devices so that the remote employee can easily navigate through the intranet.
- Test with Users: Conduct usability testing to identify and address pain points.
Example Enhancements
- Personalized Dashboards: Allow users to customize their view with relevant widgets.
- Quick Links: Provide shortcuts to frequently used tools like timesheets or project trackers.
- Search Bar: Include predictive text and filters for faster results.
5. Choose Features and Tools Wisely
SharePoint has many characteristics in command, though using a large number of these can confuse. Only those areas should be targeted that can be in line with the overall objectives of the SharePoint intranet.
Recommended Features
- Announcements: Highlight company news or upcoming events.
- Document Libraries: Centralized storage with controlled access.
- Employee Directory: Searchable profiles with contact information and roles.
- Workflow Automation: Software for managing all kinds of workflows such as making leave requests or approving purchases.
- Knowledge Base: A repository for FAQs, how-to guides, and training materials.
6. Incorporate Customizations for Specific Needs
While SharePoint’s built-in features are powerful, customizations can add significant value.
Common Customizations
- Custom Web Parts: Add components like analytics dashboards or calendars.
- Integration with Third-Party Tools: Integrate SharePoint with other applications such as CRM systems, ERP systems, or other applications.
- Advanced Workflows: Use Power Automate to create complex, multi-step workflows.
7. Develop Governance Policies
Governance is important because it controls the SharePoint intranet to become well-organized, secure, and sustainable. If governance is not put in place, then the content may be out of date or vary greatly.
Key Governance Areas
- Content Management: Define who can upload, edit, and delete content.
- Permissions: Use SharePoint’s permission levels to protect sensitive data.
- Data Retention: Implement rules for archiving or deleting old content.
- Regular Audits: Periodically review the SharePoint intranet for outdated or redundant information.
8. Test the SharePoint Intranet Thoroughly
Pre-launch testing is a crucial process. It helps to make sure that the SharePoint intranet has been designed to the right standards and will work as expected in the real world.
Types of Testing
- Functional Testing: Verify features like search, workflows, and document uploads.
- User Acceptance Testing: Involve end users to identify usability issues.
- Performance Testing: Assess speed and stability under heavy loads.
- Security Testing: Check for vulnerabilities and compliance with data protection standards.
9. Launch the SharePoint Intranet with a Clear Strategy
A well-executed launch maximizes user adoption and engagement.
Steps for a Successful Launch
- Pre-Launch Communication: Announce the intranet via email or meetings.
- Training Sessions: Host workshops to familiarize employees with key features.
- Support Channels: Provide FAQs, helpdesk services, or chat support for troubleshooting.
- Launch Event: Organize an engaging event to create excitement around the new platform.
10. Monitor and Improve Continuously
SharePoint intranet stays functional and relevant because of updates and enhancements.
Metrics to Track
- Adoption Rates: Percentage of employees actively using the SharePoint intranet.
- Search Queries: Identify common searches to improve content relevance.
- Engagement Levels: Monitor time spent on the platform and feature usage.
Continuous Improvement Tips
- Gather Feedback: Use surveys or feedback forms to understand user needs.
- Update Content Regularly: Keep news, policies, and resources up to date.
- Introduce New Features: Roll out enhancements based on user feedback and technological advancements.
Conclusion
Designing a SharePoint intranet is a complex process. Therefore, it is beneficial to focus on purposeful design, engage stakeholders, and continuously pursue intranet improvements. This approach can enhance productivity, foster better collaboration, and create a more positive employer branding impression among employees.
