• Understand your key organizational priorities
• Understand your audience
• Plan for governance
• Review your current intranet
• Identify and prioritize your business initiatives
• Identify one key scenario to prototype and pilot
• Launch the pilot and engage with your users

• Organizing documents (metadata) – It can be difficult to find latest documents such as policies, procedures, forms, minutes of meetings, etc
  • What we term as documents, type of document
• Filing Management –
  • as a central document repository
  • vs shared document repository (external members)
    • event basis (competition/ non-competition basis like projects) .
    • permanent
  • Access and Permissions – who can access, update, and manage.
  • Internal vs external parties

Designing an Intranet needs

• For every intranet the balance based on audiences
• Functionality requirements
• Aesthetics requirements
• Layout of Home Page – buttons, image layouts
• What is to be done manually and what needs to automate?
• Navigation
  • Hub site
  • Central
  • Site based.
  • Search
• Content navigation
  • How the content to be published
  • From where and who the content is coming from
  • Frequency of content – one a month, once a quarter??
  • Improving user engagement on content such as news can show top 3 but the last new published is already 9 months old, so user loose interest.

• Need assessment using workshops and discussion.
• Current situation
  • Where are the documents?
  • What is the current way of doing things?
  • How are the access given?
  • Who to discuss on Intranet needs (IT, Head of Departments, HR, Member Associations Head, Project Heads)
• Common issues
• Project related issues

• Intranet Sites (internal Staff)

  • News, Announcements, Calendar, Events for latest updates
  • Site Branding 
  • Collaboration
  • Articles – content, which are with images, text. Refer to website and also internal staff to published
  • Media Reports to be published on the intranet (so that no need to email). It will notify the staff about the media reports.
  • Quick Links – other system and navigation links, links to social media site
  • Gallery, images and videos
  • Lined to Media Server
  • Resources
  • Departments
  • Self Service Portal (Checklist based) – search of information or content what common things end user request from other employees, faqs,
    • NDA (Document Type) – Checklist based procedure.
      • results get linked to legal, who to call- drop to message to teams

• Central Repository (If would like to connect with Media Server)

  • Videos, Images, etc
  • Knowledge Management like wiki
    • Training material pdf or videos
    • Existing videos on HR System – how to apply leave.
  • Wiki –
    • Site based – end user can start participating.
    • Enterprise wiki – Central for All Employees

Communication sites - Use communication sites to share news, reports, statuses, and other information through various templates and web parts.
Home site - A home site is a communication site that you set as the intranet landing page for your organization.
Hub sites - Use hub sites to organize related sites and teams and centralize news, search, and content management.
SharePoint news - Use the news web part to post important or interesting stories, announcements, people news, status updates, and more that can include graphics and rich formatting.
Viva Engage - Use Viva Engage to connect with people across your organization beyond the boundaries of projects, functions, and departments.
Forms - Use forms to create custom quizzes, surveys, questionnaires, registrations, and more.
Stream - Use Stream to deliver live and on-demand meetings, events, and training.

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