How to Build Your Own Company Intranet

Decide Why You’re Doing It, and Put Numbers to Measure It

Before diving into the creation of an intranet, clearly define the objectives behind it. Are you aiming to improve internal communication, enhance knowledge sharing, boost employee engagement, or all of the above? Establishing clear goals will guide your decisions throughout the process. To measure success:

• Set Specific Metrics: Identify key performance indicators (KPIs) related to your goals, such as reduced email volume, increased engagement metrics, or faster access to information.
• Baseline Current Performance: Understand your starting point by measuring current performance against your chosen metrics.
• Set Realistic Targets: Based on your baseline data, set achievable targets for improvement over defined timeframes.

Decide If You Want to DIY or Get a Third-Party Solution

Evaluate whether building a custom intranet in-house or opting for a third-party solution best aligns with your objectives, resources, and timeline. Consider:

• In-House Advantages: Tailor-made to fit exact needs and easier integration with existing internal systems.
• In-House Challenges: Requires significant development time and resources; ongoing maintenance and updates are your responsibility.
• Third-Party Advantages: Faster deployment, professional support, and updates; cost-effective with scalable options.
• Third-Party Challenges: May require customization to fit specific needs; potential limitations in integration with current systems.

Pick a Good Third-Party Solution

If opting for a third-party solution, conduct thorough research to select a platform that aligns with your needs. Look for:

• Customization: How easily can it be tailored to fit your company’s requirements?
• Usability: Is it user-friendly for all employees, including non-technical users?
• Scalability: Can it grow with your company’s needs?
• Support and Community: What level of support does the provider offer? Is there a community for users to share tips and best practices?
• Security: Does it offer robust security features to protect your company’s data?

Set Up the Solution

Whether building in-house or deploying a third-party solution, setting up your intranet involves:

• Technical Configuration: Installing the software on your servers or setting up your account with a cloud-based provider.
• Customization: Adjusting settings, layouts, and features to match your company’s workflow and branding.
• Content Migration: Moving existing resources and documents to the new intranet, organizing them for easy access.

Onboard Employees

Ensure a smooth transition to the new intranet by:

• Communicating Benefits: Explain how the intranet will make employees’ work easier and more efficient.
• Providing Training: Offer tutorials and training sessions to help employees get the most out of the intranet.
• Creating Ambassadors: Identify and train intranet ambassadors in different departments to provide peer support.

Integrate Across Your Team’s Everyday Touchpoints

Maximize the intranet’s value by integrating it with the tools and processes your team uses daily. This could include:

• Email and Communication Tools: Linking or embedding email functionalities and integrating chat applications.
• Project Management Software: Ensuring seamless workflow between project management tools and the intranet.
• Calendars and Scheduling: Integrating company or personal calendars for easy access to schedules and events.

Collect Feedback

Continuously improve your intranet by gathering and acting on employee feedback. Implement:

• Regular Surveys: Conduct periodic surveys to gauge user satisfaction and gather suggestions for improvements.
• Feedback Channels: Create dedicated channels for employees to report issues and propose new features or content.
• Usage Analytics: Monitor intranet analytics to understand how employees are using it and identify areas for enhancement.

By following these steps, you can build a company intranet that not only meets your current needs, but is also prepared to evolve as your team scales.