Creating a SharePoint intranet can transform how your organization collaborates, communicates, and manages content. This guide simplifies the process into five actionable steps:
| Feature | SharePoint Intranet | Out-of-the-Box Solutions |
|---|---|---|
| Customization | Tailored to specific needs | Limited to preset options |
| Integration | Full Microsoft 365 support | Limited third-party options |
| Scalability | Adapts to organizational growth | May hit capacity issues |
| Implementation | Requires technical expertise | Faster, simpler setup |
Plan your SharePoint intranet with clear objectives tailored to your organization's needs.
Start by collecting feedback from important departments through surveys and interviews. Matt Wolodarsky from Microsoft highlights the importance of this step:
"We need to inspire our stakeholders about the possibilities and deeply understand their business priorities and challenges."
When speaking with stakeholders, focus on these areas:
| Department | Key Focus Areas |
|---|---|
| IT Teams | Technical needs and security protocols |
| HR | Employee onboarding and policy sharing |
| Department Managers | Collaboration and workflow needs |
| End Users | Daily tasks and access to information |
Turn the feedback into SMART objectives that address:
Sue Hanley, a Microsoft MVP and information architect, explains:
"If I know about the work and the organizational goals, I can help design a solution with you. Because you can't ever design an intranet for someone, you can only design it with them."
Choose features that directly align with your goals. Use this priority matrix to guide your decisions:
| Priority Level | Feature Type | Business Impact |
|---|---|---|
| Critical | Document Sharing | Essential for daily operations |
| High | Search Functionality | Improves productivity |
| Medium | Workflow Tools | Automates processes |
| Essential | Security Controls | Ensures data protection |
Assess each feature for its impact and scalability, and document how it fits into your business processes. Focus on features that solve specific problems rather than trying to include everything, which can dilute the intranet's effectiveness.
Once your goals and features are clearly defined, you're ready to move on to structuring your site.
Once your goals are set, it's time to design your intranet to support them effectively.
Pick site types that align with what your organization needs:
| Site Type | Best For | Key Features |
|---|---|---|
| Team Sites | Collaboration & Projects | All members can create and edit content |
| Communication Sites | Company-wide Updates | Few authors, many readers |
| Team Sites (no M365 Group) | Document Storage & Permissions | Custom SharePoint features |
"Think about your team sites as where you collaborate and your communication sites as where you communicate." - Microsoft Learn
Stick to a flat structure for simplicity. Here's how to map it out:
Use metadata to keep content organized and avoid complex folder structures:
| Method | Purpose | How to Use It |
|---|---|---|
| Document Sets | Group Related Files | Examples: project deliverables, case files |
| Metadata Tags | Make Content Easier to Find | Examples: author, department, project name |
| Content Types | Standardize Documents | Use for templates and required fields |
"The philosophy in modern SharePoint – the more sites, the better. The site is the new folder!" - Greg Zelfond
To maintain order, enforce governance rules like:
This structure will set the stage for smooth navigation and effective content management as you move forward.
Once you've got the structure in place, the next step is to focus on creating a smooth and enjoyable user experience. A user-friendly intranet is essential for encouraging employees to actually use it.
SharePoint's mobile app offers easy access for iOS, Android, and Windows 10 Mobile users. For a more integrated experience, Viva Connections works with Teams to bring everything together in one place.
| Mobile Access Method | Key Benefits | Best For |
|---|---|---|
| SharePoint App | Offline access, native interface | Remote workers, field teams |
| Viva Connections | Teams integration, personalized content | Office-based staff |
| Mobile Browser | No downloads needed | Occasional users |
"One of the benefits of SharePoint modern pages is that they are designed to work well across desktop and mobile. Responsive design is built-in, and as an author you don't need to do anything extra to create well-designed pages that adapt to mobile screens." - Gravity Union
After mobile access, make sure your intranet reflects your company's identity.
Customizing your intranet to match your brand helps with recognition and makes it feel like an extension of your workplace. SharePoint offers built-in tools to help with this:
"I always advocate for keeping branding out of the box. Yes, it will be limited, but it will ensure your beautiful design will not conflict with new updates and features Microsoft will roll out in SharePoint overnight." - Greg Zelfond, SharePoint Consultant
Once the branding is set, focus on making it easy to find information.
A well-organized search and navigation system saves employees time and frustration.
| Search Element | Implementation Tips | Impact |
|---|---|---|
| Search Box | Position in the upper right with clear placeholder text | Easy to access |
| Results Page | Clean layout with organized categories | Faster scanning of results |
| Metadata | Use consistent tags, titles, and descriptions | Better search accuracy |
| Filters | Add relevant sorting options and date ranges | More precise results |
To take search functionality up a notch:
These tweaks make it easier for users to find what they need, cutting down on wasted time and boosting productivity.
Once you've optimized the user experience, it's time to take advantage of SharePoint's built-in features to boost functionality and collaboration.
SharePoint revolves around two key components: lists for managing structured data (like project tracking or contact databases) and libraries for storing and collaborating on documents. Here's a quick comparison:
| Feature | Best For | Key Features |
|---|---|---|
| SharePoint Lists | Managing structured data (e.g., checklists, databases) | Direct editing, version control |
| Document Libraries | Storing and collaborating on files | Version history, check-in/check-out, metadata support |
| Metadata | Organizing and classifying documents | Custom fields, filtering, improved search |
Use metadata to make content easier to find and organize. Add fields like department, project name, or document type to help users quickly locate what they need.
Next, let’s look at how SharePoint News can make your intranet more engaging.
SharePoint News turns your intranet into a communication hub by delivering personalized updates across various platforms, including the start page, team sites, communication sites, and mobile apps. To make the most of it, develop a content plan with scheduled publishing for regular updates.
Here are some tips to get started:
Pro tip: Automate reminders with Power Automate to notify content owners if pages haven’t been updated in six months. This keeps your content fresh and relevant.
Now, let’s explore how integrating Microsoft 365 tools can take things further.
Integrating Microsoft 365 tools with SharePoint can make your intranet even more powerful. For example, Viva Connections brings collaboration tools directly into Teams. Its dashboard offers quick access to task cards, training resources, pay details, department sites, health benefits, and essential forms.
For file management, set up OneDrive sync to allow offline access to SharePoint libraries, so teams can keep working even without internet access.
Need to collaborate with external partners? Use shared channels in Teams and configure cross-tenant access through Microsoft Entra External ID to keep workflows secure.
Keeping your SharePoint intranet effective requires regular updates and upkeep. Use these strategies to ensure it stays relevant and useful.
Develop clear training programs with multiple layers of support:
| Training Type | Best Practice |
|---|---|
| Executive Sessions | One-on-one focused training |
| Department Training | Weekly drop-in sessions |
| Power User Program | Train-the-trainer model |
| Self-Service Resources | Video tutorials and FAQs |
Offer weekly office hours to address immediate questions. Build a searchable knowledge base from common questions and support interactions to reduce repetitive inquiries.
When users are well-trained, they can confidently manage and use the intranet effectively.
Establish clear rules for managing content, access, and structure:
"We had to shift our mindset from functions to user needs." – Team Lead, The Scottish Government
This user-first approach helped The Scottish Government achieve one of the highest task completion rates among 15 intranets.
These guidelines form the basis for monitoring and improving performance.
Monitor metrics like daily active users, popular content, search trends, contribution rates, and device usage to identify areas for improvement.
Use short surveys (under 10 minutes) to gather focused feedback. Long forms often discourage responses.
"Measuring utilization is not an exact science, and it's important to understand the context behind the numbers in order to make meaningful analysis." – Alfie Penfold, Author
Combine SharePoint's analytics with Dynamics 365 Customer Voice to create a feedback loop. Use graphs and charts to visualize data, track progress, and share insights with stakeholders. This helps align your intranet with both business goals and user needs.
A focused five-step plan can significantly improve your SharePoint intranet, shaping it into a powerful tool for your digital workplace. This section highlights the actionable steps discussed earlier.
A thoughtfully designed intranet has the potential to increase revenue, profitability, and employee retention by over 50%, as outlined in our guide. These numbers underscore the effectiveness of the approach presented.
"The modern workplace demands increased collaboration, personalization, and adaptability - and your organization's intranet does, too." - ShareGate
Encouraging strong user adoption is crucial. Poor digital experiences can lead to a 56% drop in employee productivity, while an engaged workforce can be 21% more productive. With over 200 million monthly active users worldwide, SharePoint has shown it can deliver real results and keep up with evolving workplace needs.
To maintain these benefits, regular updates, proper training, and data-driven refinements are essential. Companies that embrace these practices often report 10% higher employee satisfaction, proving that a well-managed SharePoint intranet can boost both teamwork and business outcomes.
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