Intranet project management: Tips & best practices

by Yvonne Harris

Intranets have become increasingly crucial for businesses seeking to streamline internal communications and enhance employee collaboration. Intranets are the digital hubs that empower organizations to share information, manage content, and foster efficient teamwork. However, effective Intranet Project Management is essential to maximize your intranet’s potential. This article will delve into the intricacies of Intranet Project Management and its impact on intranet success. We will provide invaluable tips and best practices to navigate the process seamlessly.

What is intranet project management?

Intranet Project Management is the strategic planning, organization, and execution of all activities related to creating, deploying, and maintaining an intranet within a company. It involves a comprehensive set of tasks, responsibilities, and decisions to ensure the intranet system’s successful implementation.

Intranet Project Management is not merely about setting up a digital platform but transforming how a company operates internally. It touches upon various aspects such as content management, collaboration tools, design, and overall business strategy. It’s the bridge that connects technology with the organization’s goals and objectives.



How does intranet project management impact the success of your intranet?

Effective Intranet Project Management can make or break the success of your intranet software. Here’s how it impacts both the short-term success of the project and the long-term effectiveness of the intranet:

Short-term impact:

Efficient implementation: A well-structured project management strategy ensures that the intranet project moves forward efficiently. It helps meet deadlines, stay within budget, and avoid unnecessary delays, ensuring a timely launch.

Quality assurance: Effective project management includes quality control mechanisms, which result in a higher-quality intranet system. This ensures that the initial launch meets or exceeds user expectations in terms of performance, usability, and functionality.

User adoption: During the implementation phase, user engagement and training are essential components of a good strategy. This ensures that employees are prepared to use the intranet effectively from day one, promoting rapid user adoption.


Long-term impact:

Sustainable governance: A sound project management strategy often includes plans for long-term governance. This means that there are established procedures and responsible parties for content management, system maintenance, and continuous improvement. This sustainability ensures that the intranet remains a valuable asset over time.

Scalability: As the organization evolves, the intranet needs to adapt. A good strategy anticipates future needs and includes plans for scalability. This means the intranet can grow and evolve with the organization, accommodating increased content, users, and functionalities.

Optimization: Long-term success also hinges on continuous optimization. Regular assessments, feedback collection, and performance monitoring are integral parts of effective project management. These processes allow for ongoing improvements to the intranet, ensuring that it remains relevant and aligned with organizational objectives.

Cost-efficiency: Efficient project management from the outset can lead to long-term cost savings. It reduces the likelihood of costly rework or extensive maintenance requirements down the road, ensuring that the intranet remains a cost-effective solution for the organization.

Key Steps deploy intranet

Key steps to deploy an intranet within your company

Defining project goals and objectives

Before diving into the technical aspects, clearly defining the project goals and objectives is crucial. What does your company aim to achieve with the intranet? Is it improved communication, streamlined content management, or enhanced team collaboration? Establishing these goals creates a roadmap for the project, ensuring every decision and action aligns with the desired outcomes.


Building the project team

Assembling the right project team is a pivotal step in Intranet Project Management. Internally, you’ll need IT specialists who understand the chosen intranet platform, like SharePoint or Powell Intranet, to ensure seamless integration. Content creators are crucial for crafting engaging materials. Externally, implementation partners are indispensable due to their extensive experience with platforms like Powell Intranet. They offer specialized knowledge, efficient project management, and ongoing support, minimizing complexities and maximizing the intranet’s potential.

Your internal team forms the foundation, while external implementation partners bring essential expertise to ensure a successful intranet implementation. This collaborative approach blends internal organizational knowledge with external insights, creating a powerful synergy that leads to a successful and impactful intranet solution for your organization.


Budgeting and resource allocation

Budgeting and resource allocation are critical aspects of Intranet Project Management. You need to determine the financial resources required for the project and allocate them effectively. Consider both the initial costs of building an intranet and ongoing maintenance expenses. Adequate resource allocation ensures that your intranet remains a valuable asset in the long run.


Choosing the right intranet platform

Selecting the right intranet platform is a pivotal decision. Platforms like Powell Intranet offer various features that cater to different organizational needs. Evaluating and aligning your company’s requirements with the platform’s capabilities is essential to ensure a seamless implementation.


EN - Whitepaper : Managing Intranet Content


Best practices for intranet project management

Now that we’ve established the fundamentals, let’s explore some best practices to excel in Intranet Project Management:

Effective communication and collaboration

Communication and collaboration are at the heart of any successful intranet. Encourage open and transparent communication within your project team and across the organization. Ensure that employees understand the purpose and benefits of the intranet and actively involve them in the planning process. Engaged users are more likely to embrace the platform.


Monitoring progress and quality control

Monitoring progress is crucial to keep the project on track. Establish key performance indicators (KPIs) to measure the intranet’s effectiveness, including aspects like intranet document management. Regularly assess content quality, user engagement, and system performance. Identify and address issues promptly to maintain a high-quality intranet.


Handling unexpected challenges

In any project, challenges are inevitable. In Intranet Project Management, expect the unexpected. Be prepared to adapt to changing circumstances and pivot when necessary. Having a contingency plan in place can help you navigate unforeseen hurdles effectively.

Intranet Project Timeline

Intranet project timeline: What to expect

Understanding the timeline of an intranet project is crucial for effective intranet management. While the exact duration can vary depending on the complexity of your organization’s needs, here’s a general outline of what you can expect:

Phase 1: Planning and preparation

Duration: 2–4 weeks

Key activities:

  • Defining project goals and objectives
  • Assembling the project team
  • Budgeting and resource allocation
  • Selecting the intranet platform (e.g., Powell Intranet)
  • Setting up communication channels within the team


Phase 2: Design and customization

Duration: 4–8 weeks

Key activities:

  • UX/UI design and customization
  • Content creation and organization
  • Integration with existing systems
  • Testing and refinement of design elements
  • User training and preparation


Phase 3: Implementation and deployment

Duration: 6-12 weeks

Key Activities:

  • System configuration and setup
  • Data migration (if applicable)
  • Rollout to pilot groups for feedback
  • Full-scale deployment
  • Ongoing monitoring and troubleshooting


Phase 4: Post-deployment and optimization

Duration: Ongoing

Key activities:

  • Continuous content management and updates
  • User feedback collection and adjustments
  • Performance monitoring and improvement
  • Expanding features and functionalities
  • Regular assessments and reviews

Remember that these timelines are approximate, and the actual duration may vary based on the size of your organization, the complexity of your intranet requirements, and the availability of resources. Maintaining flexibility and adapting to unexpected challenges during the project is essential.

By clearly understanding the intranet project timeline, you can set realistic expectations, allocate resources effectively, and ensure a smooth and successful intranet implementation within your organization.

Successful Intranet Project Management

Case studies: Successful intranet project management

To illustrate the power of effective Intranet Project Management, let’s delve into a couple of case studies:

Case study 1: Sopra Steria and a connected hub for 47,000 employees

Sopra Steria, a European Tech leader, built a group intranet to connect their 47,000 employees across 30 countries. See how they created a comprehensive hub, built on Microsoft 365, that centralizes the employee experience and engages everyone.


Case study 2: RSL LifeCares single source of truth with a cloud-based intranet

Discover how a well-defined intranet strategy transformed RSL LifeCares internal communication and boosted employee productivity. See how a sophisticated, cloud-based intranet helped ensure easy access to policies for every employee.

In conclusion, good Intranet Project Management is critical to launching a successful intranet that everyone loves and uses. By ensuring the foundations are strong, you can build a thriving digital workspace. By following these tips and best practices and learning from successful case studies, you can confidently navigate the complexities of intranet implementation and ensure effective intranet governance. Embrace the potential of intranets and empower your organization to work smarter, not harder.



EN - Whitepaper : Managing Intranet Content

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