Archives

Link Categories

How to set up an Intranet for your company? - Evolvous

How to setup SharePoint Intranet for your company?  

SharePoint intranet can be an excellent resource for your company in a remote, hybrid, or onsite environment. Intranet setup can be intimidating, but it can be an even more significant challenge if technology isn’t your thing. At Evolvous, we use Microsoft SharePoint to meet our collaboration and Intranet needs.  

In this blog, we will walk you through all the steps involved in launching a new intranet. Written from the perspective of the absolute novice, we have attempted to make the implementation process smooth and stress-free. But before we dive into the steps, we should understand the different types of an Intranet. 

Types of Intranet 

To avoid confusion in understanding or misplaced usage of terminologies, we have explained the different labels and what they mean so that you can make an informed choice of what’s best suited for your organization.  

  • INTRANET

An internal and private communication network with restricted access only to employees. It’s designed to improve the efficiency and effectiveness of the whole company. It offers a secure platform to share information and data only with authorized users.  

  • EXTRANET

A closed communication network that allows a specific group of external users such as clients, partners, suppliers, or customers to collaborate or share information with the organization’s internal team. It is a part of an organization’s intranet that connects and allows sharing of information with third parties in a secure and controlled way. 

  • PORTAL

A Portal is an entry point through external applications or enterprise systems. Access is quick and easy with all these systems, and applications are accessible from a single sign-on. 

Steps of seting up an Intranet for your company. How to Setup an Intranet? - Evolvous

Now that we have a better understanding of an intranet and its different types.

Let us directly identify the steps involved in launching a new Intranet Setup

Step 1: Assign a Project Team 

Setting up a project implementation team is essential as this team takes the lead role in analyzing the available intranet solution options, shortlisting the intranet providers, and developing the initial sitemap, content, functionality, and design of the intranet.  

Step 2: Determine the Goals and Objectives 

Conducting and concluding a need analysis will help the company choose an intranet that fits its purpose. In this step, it is imperative to get answers to some essential questions before the deployment process, such as What do you want to achieve from the intranet? What are the organizational issues? What difference will it bring to the business? How will it meet the long-term needs of the whole organization? 

Step 3: Governance 

While implementing an intranet, it is essential to decide about the ownership so that there is a clear path for intranet management and authority. A key stakeholder at the organization’s senior management or board level suggested to take ownership. At an early stage of implementing intranet, there might not be any strict manual for management but having the regulatory policy for site management and user access in place is a must. 

Step 4: Intranet Software options 

When choosing an intranet, businesses have three basic options: Custom built, Off-the-shelf intranet, and cloud-based hosting service. Custom-built intranets can be expensive and require a high level of technical expertise; this option is feasible for companies with onsite servers and a dedicated internal IT team. The company must install the intranet software onto their server with the off-the-shelf intranet option. Usually, such software is free to download and appears to be a cost-effective choice, but the ‘free’ core offering is often quite limited in scope and requires the purchase of additional add-ons and plugins, which indicates a recurring investment.

In the case of a cloud intranet solution, a fixed monthly/annual fee is paid for the cloud hosting service to host the organization’s intranet. Customizing the company logo, style, colours, or any particular feature is easily possible. Deployment is much quicker and easier. Moreover, having an existing template with features means it is tried and tested, which is a great time saver.  

Step 5: Test Drive  

To get the ball rolling, it is necessary that you test drive via a screen share tour or a trial period for the shortlisted intranet solutions. It is one of the best ways to decide if the solution will be a good fit for your organization’s unique needs or not. Referring to any online reviews or evaluations on specialist tech websites will also help make the decision. Schedule a call with a sales representative and discuss your requirements and get the best and most customized solution for your business.  

Step 6: Design 

Considering that you have decided and partnered with your intranet solution provider. It is time to design the sitemap and visualize how it will connect the users with the information they are looking for and how it will benefit the business. Sitemap helps in organizing all the information in one place. Usually, a standard intranet template includes the following pages: 

  • Home 
  • News 
  • Forum 
  • Staff Directory 
  • Document Exchange 
  • Calendar 

Apart from these pages, you can include additional pages or modules to achieve the overall goals and objectives decided earlier. 

Step 7: Piloting 

Piloting is helpful in two ways: one, ensuring the functionality of the intranet and two, its fitness for the objectives. Another aspect of piloting the intranet is to check if it is optimized for all devices. Get meaningful feedback from the team and review it; if it does not tick all the boxes, the project and developing teams need to tweak and fine-tune before launching the intranet to rule out any glitches or last-minute hiccups. Making changes in this stage is more cost-effective and manageable than after-launch changes.   

Step 8: Training 

Reach out to the project management team to share their knowledge and expertise and ensure that every user is on board. A comprehensive staff training program using training modules, how-to videos, webinars, and documentation will ensure the intranet is utilized to its full potential. Familiarity with the solution is essential before using it daily. It can be a very intuitive solution, but an effective support program will allow your team to get used to the intranet in advance and a wholesome adoption.  

Step 9: Launch 

Once you have finished all the reviewing and training processes, it is time to fix a launch date, send notice to your staff and encourage them to use the intranet for all their information needs. Make it compulsory for your team to use the intranet after that. 

Step 10: Review 

Regular review and revision will need to ensure that the intranet is still achieving the goals and objectives determined in step 2. With changing business needs, the overall vision for the intranet may need to be reviewed and refreshed. Setup mechanisms and processes for updated intranet solutions. Keep the project management team intact; speak with your team and find out what can do better post-launch implementation.  

 

Get, Set, Go! 

Setting up an intranet has never been easy, but good research and a robust planning team implementation process can be much easier. The secret is in the first four steps: 

  1. Conduct a survey with your staff and list down your requirements. 
  2. Based on the survey, set objectives and develop a plan. 
  3. Review all available intranets options. 
  4. Finalize your intranet solution.  

Once you complete these steps, let your intranet solution provider take the lead and assist you with an effortless implementation of the solution. 

How do we do it at Evolvous? 

At Evolvous, we work with you to create a fully functional intranet that meets your organization’s unique needs and satisfies your organizational pain points. We make sure to have a transparent developmental process: 

Assessment and Strategy:

Our team of experts runs a comprehensive assessment with a user-first approach and then carefully plans and strategizes the roadmap for creating an intuitive interactive user experience. 

Design and Development:

From custom intranet design to an eye-catching colour palette that fits your company culture and brand theme, our team of developers are experts in designing a visually appealing and engaging modern digital workplace that is future-ready and stable. 

Testing:

We make sure that thorough testing has been done during the developmental phase and deliver you the right intranet solution that is simple, user friendly and bug-free. 

Management and Governance:

We have extensive experience in creating a highly organized plan with an effective content strategy that incorporates best practices, gives you complete authority over content management, and defines the roles of all the stakeholders over the content. We deliver an indispensable governance strategy. 

Training and Launch:

Delivering a simple and user-friendly intranet is not all, but we also ensure that everyone in your organization is well-versed and enjoys the solution. 

Ongoing support:

Providing software patches, bug fixes, reducing downtime, optimizing efficiency and costs, or troubleshooting any challenges, our Microsoft-certified experts are there for you 24/7. 

Microsoft Gold Partner, SharePoint Intranet Services - Evolvous

Schedule your consultation call and get your organization’s personalized intranet, or revamp your old-fashioned, less adaptive SharePoint Intranets with a modern and intuitive interface. 

1 comment

  1. We are about to setup Intranet for our organisation and we are looking an Expert to handle this project for us. We are about 800 staff in an FMCG company. We intend to use SharePoint and Microsoft 365 unless you have another recommendation for us.

Leave a comment

Your email address will not be published. Required fields are marked *