Modern intranet technologies and development: Building the right intranet
With so many modern intranet solutions on the market, each offering different technologies, features and tools – choosing the right one can be overwhelming.
A SharePoint intranet remains a popular choice for organizations, largely due to the dominance of Microsoft 365 within the corporate space. Many companies and organizations already hold a Microsoft licence and want to capitalize on the licence fee by building a modern intranet platform using SharePoint. However, SharePoint is not the only game in town. There are many innovative and exciting intranet solutions on the market. With so much choice, and so many vendors pushing their products, it can feel overwhelming.
That’s why it’s critical that before even thinking about selecting a modern intranet technology or vendor, it is important to develop an intranet strategy and roadmap to ensure a successful intranet project. Ultimately, a modern intranet is about people, i.e. the users. They should be at the front and centre of any intranet design.
Your intranet should be shaped by real user needs. Start with clear, well-researched use cases, and follow the complete user journey from beginning to end. Design a user experience (UX) that makes sense and a user interface (UI) that’s intuitive, clean, and easy to navigate.
And don’t overlook mobile accessibility – in today’s hybrid work environment, employees expect to access the intranet on the go, from any device.
Developing a modern intranet strategy and roadmap involves distinct phases. Key steps to follow include:
- Discovery: Understand the current state of your intranet (or lack thereof), current usage, and the needs it meets (or fails to meet!). Identify your users and pinpoint the business objectives for the intranet. This phase helps to uncover any gaps or challenges that users face with existing tools and processes. It also provides insight into which features are most valued and which areas require improvement.
- User research: Conduct user research to understand their needs, preferences and pain points. This helps to create an intranet that truly serves its users. User research can include surveys, interviews, focus groups, and observations to gather both qualitative and quantitative insights. By involving users early and often, you increase the chances of adoption and ensure the intranet supports real workflows and challenges.
- Information architecture: Develop an aspirational information architecture that organizes content in a user-friendly way. This structure should make it easy for users to find information quickly and intuitively, reducing frustration and improving efficiency. A well-designed information architecture also supports future growth and content additions, keeping the intranet scalable and manageable.
- Prioritization: Prioritize features and functionalities based on user needs and business goals. This helps focus resources on what will have the greatest impact, rather than trying to implement every possible feature at once. Prioritization also enables phased rollouts, allowing for feedback and adjustments before broader deployment.
- Technology and tools: Select technology and tools that support the intranet’s goals and priorities, and are scalable for the future. Consider factors such as integration with existing systems, ease of use for both administrators and users and security. Choosing flexible and adaptable technology helps ensure your intranet remains relevant as organizational needs evolve.
- Roadmap: Create a detailed plan for the intranet’s development, launch and ongoing governance. This roadmap should outline key milestones, responsible stakeholders, training plans, and strategies for user engagement. A clear roadmap helps maintain momentum and provides a framework for continuous improvement long after launch.
Embarking on an intranet design project can be challenging, and there are some common pitfalls when creating a modern intranet. Here are some mistakes to watch out for:
- Lack of clear objectives: Starting without well-defined goals can lead to an intranet that doesn’t meet business needs or user expectations. Without clear objectives, it’s difficult to measure success or guide decision-making throughout the project. Defining goals early ensures everyone is aligned and working toward a common purpose.
- Ignoring user needs: Skipping the user research phase can result in an intranet that fails to serve its users. Neglecting to understand how employees work and what they need often leads to low adoption and frustration. Engaging users throughout the process builds buy-in and helps deliver a platform that genuinely supports their day-to-day tasks.
- Overemphasis on technology: Prioritizing technology over strategy can lead to a solution that lacks direction and fails to engage users. Define the strategic vision first, then choose technology that supports it. Technology should be an enabler, not the driver. Without a clear strategy, even the most advanced tools won’t deliver value.
- Poor user experience: A cluttered, difficult-to-navigate intranet can frustrate users and reduce adoption. Focus on intuitive design and usability to ensure a positive user experience. Paying attention to layout, navigation, and accessibility helps make the intranet welcoming and easy to use, which encourages frequent engagement.
- Poor governance: Without proper governance, the intranet can become disorganized and outdated. Establish clear ownership, roles and responsibilities for ongoing management. Good governance ensures content remains accurate, policies are followed, and the platform evolves alongside organizational needs.
- Neglecting content strategy: Failing to plan for content creation and management can lead to irrelevant or outdated information. Develop a content strategy that ensures fresh, relevant and engaging content. Consistent review and renewal of content keeps the intranet valuable, encouraging users to return regularly and trust the information they find.
By being aware of these pitfalls and proactively addressing them, you can create an intranet that truly adds value to your organization.
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Categorised in: Intranets, Uncategorized
