Everything you need to plan your intranet

Planning your intranet software project effectively is crucial to your intranet’s success. But where do you start?

With over 20 years of experience behind us, we know a thing or two about planning an intranet! So we’ve put together a checklist of the essential features you need to create a successful intranet software plan.




Define a goal for your intranet

What do you want your intranet to achieve? It’s important to spend time defining a goal for your intranet, so that you can effectively measure its success over time. Typical goals may be to improve communication, increase productivity, or enhance company knowledge.


Understand your intranet users

Who is your intranet for? Defining your audience is a key part of your intranet plan, as it allows you to prioritise must-have features – such as document management, e-forms and workflows, and e-learning – based on your employees’ needs.


Decide which intranet features are essential

If you’ve already defined your intranet goal and users, deciding which intranet features are essential will be much easier. For instance, if your intranet goal is to improve communication, then communications tools such as internal social media will be vital.


Choose which features you need now

Decide which digital workplace features you want to focus on first. You may choose to start by building intranet pages and content, then roll out e-forms or e-learning later. Or you may want to implement everything at once. Every company is different, so choose what will work best for your business.


Assign user roles and permissions

An intranet works best when you have a dedicated team behind it. Take the time to assign roles – such as content managers and intranet administrators – so that intranet responsibilities are clearly defined from the start. Then use intranet permissions to manage access rights to certain areas of your system.


Brand your intranet

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. Use our intuitive intranet builder to design a truly personalised system in a few clicks.


Plan your intranet budget and resources

There’s no avoiding the conversation; an intranet needs a budget, and it needs resources. By planning costs and available resources effectively, with a long term and sustainable goal in mind, you can mitigate any surprises that crop up along the way, and ensure a smooth and successful delivery.


Manage your intranet timeframe

The time it takes to deploy an intranet varies from business to business. If you’re moving from an existing intranet to a new one, plan for extra time to migrate documents and content across. Larger companies may also need additional time to sign off work and authorise new intranet processes.


Monitor and review intranet engagement

Incorporate regular data analysis into your intranet plan, so that you have dedicated time set aside to review user engagement and uptake. Use polls and surveys to understand trends – both positive and negative – so you have an informed idea of where your intranet is heading.


Plan an intranet for the future

After initial deployment, don’t lose the 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.