10 Tips on How to Plan Your SharePoint Intranet Project
Posted On June 13, 2019
Building an intranet with SharePoint takes a lot of time and tight collaboration among team members. You need to consider a lot of suggestions and decide on the entirety of the project. After all, an intranet will serve as a private network for a group of people or teams who want to achieve an effective and quick collaboration. Planning is everything.
Without enough preparation, building an intranet with SharePoint can fail. Before you create an intranet, you must understand the business and needs of an organization. You also need to assess the ownership and overall governance of the intranet that you’re about to build.
Strategy and scope should also be considered. You must also determine how you want your intranet to function as well as how it will appear. In this blog, we provided some of the basic things that you need for your SharePoint intranet project plan. The list below is not in chronological order.
- Stakeholder Participation. Before you create an intranet, you must determine who your stakeholders or partners are. These people are crucial in planning because they will help in achieving an agreement among everyone involved in the planning phase. The stakeholders can be your manager or anyone you appointed to be a stakeholder who is tasked to properly relay the information to the developers.
- You can’t start building an intranet with SharePoint without knowing your concept. You need to start asking your stakeholder or team on what concept do you want your intranet to have or adapt.
- Content Management. Part of building an intranet with SharePoint is to migrate or create multiple content for your hub sites. Discuss with your developers and the entire team, if necessary, on how you want to manage all your content. These contents can be Word files of company policies, training materials, and other documents. Part of managing content is securing all these important files as well as good versioning capability for documents that are constantly updated like policies.
- Appearance of an intranet is also important. This is where your graphics team comes in. They are the ones responsible for selecting the right colors for the intranet theme. These colors must be in line with the branding of the company. The goo thing about SharePoint is that you can choose from their different color shades for your intranet theme. You can also change themes or colors as you upgrade your intranet in the future.
- Governance and Policies. Your intranet hosts a lot of important documents and other information relating to the company business, so it is just important that your stakeholders, content managers, and owners will be aware of their key responsibilities in governing the SharePoint intranet.
- Although SharePoint is a private network, it is still vulnerable to cyber threats. Developers need to make sure that the intranet follows the best practices in terms of security. Permissions must also be set in place for those who can only view, edit, or publish content on the site. Your team must also consider restrictions in terms of external file sharing performed by authorized people within your intranet.
- SharePoint intranet must also give people a sense of belonging. Stakeholders, managers, developers, and everyone involved in the SharePoint intranet project plan must assess how to make the intranet relevant to those who will be accessing it. For example, if a company migrates from their local file server to SharePoint Online, employees must still have the same user experience in the intranet the same way they had in their file server. The reason is to prevent confusion among team members and promote empowerment to collaborate more.
- Consider Feedback. As companies grow bigger, a lot of suggestions will come in. Stakeholders and developers must be open and able to decide which feedback is the next big step to take to improve the intranet environment.
- Provide Support. Developers must continue to develop and improve a SharePoint intranet. They must provide ongoing support and improvement to the intranet’s structure, features, and functionalities to maintain the user experience of everyone accessing this web-base collaboration tool.
- Continuous training among developers is always a must when building an intranet with SharePoint. There are various trainings as well as forums that developers can join or explore to improve their knowledge on the best practices of using SharePoint. It’s also good to acquire services of consultants and schedule regular sessions to discuss what’s new on SharePoint as well as the latest innovations and tools that can be used to improve your intranet.
These are just some of the tips that we think you can take a look at for your SharePoint intranet project plan. Are you planning to build a SharePoint site? What are your preparations? Let us know in the comment section below. Don’t forget to share this blog on social media.