5 ways to get approval for your intranet budget 

by Yvonne Harris

As an internal communications manager, you’re likely all too familiar with the frustration of trying to improve communication using a dated or inefficient intranet system. These outdated platforms can hinder productivity, create silos of information, and leave employees feeling disconnected.  

A modern intranet could revolutionize the way your team communicates and collaborates, fostering a more engaged and productive workforce. The problem is a significant hurdle standing in your way: securing budget approval.  

Using a modern intranet offers numerous benefits from streamlined workflows and enhanced knowledge sharing to improved employee engagement and satisfaction. It can centralize information, making it easily accessible, and provides tools for better collaboration across departments. However, convincing decision-makers to allocate funds for this upgrade, especially with numerous competing parties, can be a daunting task. The challenge lies in demonstrating the value and necessity of the investment in a way that resonates with the stakeholders controlling the budget.   

In this article, we will explore five key strategies to help you secure the budget approval you need for your intranet project. These strategies will guide you in:  

  • Building a compelling business case  
  • Aligning your project with company goals  
  • Starting small and scaling up 
  • Finding internal champions 
  • Packaging your proposal effectively 

By following these steps, you can present a convincing argument for why a modern intranet is not just a nice-to-have, but a critical component of your organization’s success. Let’s dive into these strategies and equip you with the tools to get the budget approval you need to transform your internal communications.  

how to get your intranet budget approved

Strategy 1: Build a compelling case

A well-crafted business case is the foundation of a successful budget request. Start by identifying and quantifying the current bad communication at work and inefficiencies within your organization. Conduct surveys and focus groups and analyze existing data to pinpoint issues such as time wasted searching for information, fragmented communication channels, and low employee engagement.  

Next, outline how a new intranet will address these issues and deliver measurable improvements. For instance, a modern intranet can centralize information, reducing the time employees spend searching for documents they need. This can encourage a more engaged workforce through better communication tools. Emphasize the potential increase in employee productivity and satisfaction. Additionally, you should include ROI (return on investment) calculations if possible. Calculate the expected cost savings and productivity gains to show how the intranet will pay for itself over time.  

Strategy 2: Align with business goals

Aligning your intranet project with existing company goals and strategic initiatives is crucial for gaining support. Start by understanding the company’s current priorities, such as digital transformation, improving remote work capabilities, or enhancing collaboration across departments.  

Show how a modern intranet can facilitate better collaboration and knowledge sharing and streamline workflows, ultimately contributing to achieving these goals. For example, if enhancing remote work is a priority, explain how the intranet can provide seamless access to important tools and information for remote employees, ensuring they remain productive and engaged.  

By aligning the intranet project with these strategic goals, you demonstrate its relevance and importance to the broader business objectives, making it easier for decision-makers to see its value.  

Strategy 3: Start small and scale up

Propose a phased approach to the project, focusing initially on core functionalities with the highest impact. This strategy involves starting small, demonstrating success, and then scaling up based on the proven results.  

Begin with a pilot phase that includes essential features such as document management, communication tools, and collaborative spaces. Highlight the advantage of demonstrating success with a smaller initial investment before requesting a larger budget for expansion later on.  

This approach is going to minimize risk and show that the project can deliver tangible benefits. Once the pilot phase proves successful, you can use the results to justify additional funding for further enhancements and broader implementation across the organization.  

Strategy 4: Find internal champions

Identifying and securing support from influential individuals within the organization is crucial for gaining budget approval. These internal champions should be individuals who understand the communication challenges and see the value in the proposed intranet solution.  

Approach leaders from different departments, such as HR, IT, and operations, and present your case. Explain how the intranet can address their specific pain points and improve their workflows. Once you have their buy-in, these champions can advocate for the project and influence decision-makers. Their support can add credibility to your proposal and help overcome any resistance or skepticism from other stakeholders.  


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Strategy 5: Package your proposal effectively

The way you present your budget request can significantly impact its success. An effective proposal is clear, concise, and visually appealing. This gives stakeholders the ability to easily grasp the project. Here’s how to package your proposal to make a compelling case for your intranet project:  

Create a compelling executive summary

Begin your proposal with a strong executive summary. This section should succinctly capture the essence of your project, its goals, and its anticipated benefits. Highlight the most critical points from your business case, such as the current communication challenges, the proposed solution, and the expected ROI. The executive summary should be engaging and persuasive, compelling decision-makers to read further.  

Use visual aids

Using visual aids such as charts, graphs, and infographics to present data makes it easily digestible. Visuals can illustrate points such as cost-benefit analyses, timelines, and productivity gains. They can also help you show whether it’s a good idea to build or buy an intranet.  

For example, use a bar graph to show the projected increase in employee engagement or a pie chart to break down the cost and savings. Visual aids not only make your proposal more engaging but also help clarify complex information.  

Emphasize key takeaways

Make sure that the key takeaways from your business case are heavily featured throughout the proposal. This includes the identified problems with the current intranet, how the new one will address these issues, and the measurable benefits it will bring. Use bullet points or highlighted tests to draw attention to these critical points, making it easy for stakeholders to understand the value proposition.  

Highlight ROI

Clearly articulate the return on investment. Provide detailed calculations showing how the new intranet will save money, increase productivity,  and improve employee satisfaction. Showing a high ROI can make your proposal more attractive to budget-conscious decision-makers. This is especially important if they are apprehensive due to how much it costs to build an intranet. 

Include testimonials and case studies

Add testimonials from employees or departments that will benefit from the new intranet. If possible, include case studies from other companies that have successfully implemented similar projects. Real-world examples can lend credibility to your proposal and show that the project’s benefits are achievable.  

Tailor your presentation

Tailor your proposal to resonate with your specific audience. Understand the priorities and concerns of the stakeholders reviewing the proposal. For example, if you’re presenting to the CFO, emphasize the financial benefits and cost savings. If the audience includes HR leaders, focus on how the intranet will improve employee engagement and retention. Use language and examples that align with their interests and concerns to make your case more compelling.  

Prepare for questions and objections

Anticipate potential questions and objections from stakeholders. Prepare detailed answers and include a FAQ section. Addressing concerns proactively shows that you have thoroughly considered all aspects of the project and are ready to handle any challenges.  


Securing budget approval for your intranet project can be a challenging task, but with the right strategies, you can make a compelling case that resonates with decision-makers. Let’s quickly recap the five strategies discussed in this article:  

  • Build a compelling business case: Identify and quantify current communication problems, and demonstrate how a new intranet will deliver measurable improvements and ROI.  
  • Align with business goals: Ensure your intranet project aligns with the company’s strategic objectives, highlighting how it will facilitate collaboration and streamline workflows.  
  • Start small and scale up: Implement a phased approach to demonstrate success with a smaller initial investment before requesting a larger budget for full implementation.  
  • Find internal champions: Secure support from influential individuals within the organization who can advocate for the project and influence decision-makers.  
  • Package your proposal effectively: Present your budget request in a clear, concise, and visually appealing format, emphasizing key takeaways and ROI and tailoring the presentation to resonate with your audience.  

To help you further in your journey, we’ve prepared a comprehensive and customizable presentation ready-made to present to your team and get buy-in for your intranet project. Download it here for detailed tips, templates, and examples that will help you craft that winning proposal.  

For those ready to move forward with their intranet project, we also offer additional resources and next steps to ensure your success. Visit our resource center or contact our team for personalized support and advice.  

By following the strategies outlined in this article, you can effectively secure the budget approval needed to implement this valuable solution. Remember, the key is to demonstrate the intranet’s potential to add value and contribute to your organization’s overall success. Good luck with your proposal, and we’re here to support you every step of the way!  


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