Your step-by-step guide to building an intranet business case
No doubt, you’re all too aware of the pain points within your organization. Your teams need a better way to connect, share knowledge and work more efficiently. A central digital workplace to connect team members wherever they’re working.
A modern intranet can deliver all of that. But first, you need to get the green light. You know that a new intranet would be the ideal solution, but you need buy-in from key stakeholders like finance teams, IT leaders, HR and senior executives.
That’s where a strong business case comes in. Done well, a business case will convince the decision makers to give your project the go-ahead. Here’s how to create an effective, persuasive business case for a game-changing company intranet.
What is a business case?
A business case is a formal document (or presentation) that outlines the rationale for going ahead with a project or investment. It’s your opportunity to explain why a new intranet is needed, what value it will deliver, and how it aligns with your wider business goals. Think of it as your project’s elevator pitch complete with data, timelines, cost forecasts, and risk mitigation strategies to back it up.
If you really want to win over the stakeholders, you need a convincing argument to justify the budget. Your business case needs to:
- Frame the problem clearly
- Outline realistic, strategic solutions
- Get stakeholder alignment across departments
- Secure funding and resources
- Demonstrate a return on investment (ROI).
Importantly, it needs to go beyond an outline of what you want to do. It must explain why now’s the right time; why this is the right approach; and what the measurable outcomes will be.
A business case builds trust. It shows stakeholders that you’ve done your homework, thought through the risks and planned for success.
What to include in your business case
A strong business case should be clear, structured and tailored to your organization’s needs. Follow this 10-step guide to creating a comprehensive and compelling business case.
- Executive summary:
Your executive summary is your business case in a nutshell. Write a short, punchy overview that highlights the proposed solution, the problems it solves, estimated costs, and expected benefits. This should grab attention and clearly state your recommendation – such as Fresh Intranet. Here’s an example: “We propose implementing Fresh Intranet to streamline communication, improve employee engagement and reduce operational inefficiencies. The project will cost $X over Y months and is expected to deliver a return on investment within Z months through productivity savings and streamlined digital systems.” - Background and business need:
Describe the current challenges your organization faces. That could be problems like disconnected systems, poor internal communication, inefficient onboarding, low employee engagement and so on. Support this with real-life examples, feedback and data where possible. - Project objectives
Define what success looks like. Which specific goals will the new intranet help you achieve? It could be a specific, measurable KPI like ‘increase internal communications reach by 10%.’ Or there could be targets to improve productivity, collaboration and employee engagement for example. They could also include reducing time spent searching for documents, supporting hybrid working with mobile access and improving knowledge sharing across teams. - Proposed solution
Outline your recommended intranet solution (such as Fresh Intranet, of course) and why it’s the best fit for your business. Provide a high-level overview of its features and capabilities, compatibility with your existing platforms (e.g., Microsoft 365 and SharePoint), scalability and flexibility, vendor support and implementation. - Alternative options
Show your workings. Prove that you’ve evaluated the alternative options, such as sticking with your current solution, building a custom intranet or using a different platform. Briefly compare the pros, cons and costs to strengthen your case for the recommended solution. - Cost breakdown
It may all sound good so far, but you can guarantee that your Finance Director will ask about the costs. And the answer will vary greatly depending on the size of your company, features you need and whether you opt for a flat fee or cost per user model. Then there’s the difference between a one-off purchase or subscription. And whether you install and customise it yourself, buy it off the shelf or have external help.Make sure to list all the relevant costs including:
– Licensing and software fees
– Implementation and vendor services
– Internal resource allocation
– Training and change management
– Ongoing support and maintenanceThink ahead too. As your organization and its needs evolve, you may require additional features or increased capacity. You’ll need to budget for the potential to scale your intranet or add new functionalities. - Expected benefits and ROI
Spell out the value your intranet will deliver. These can be financial (cost savings) or non-financial (improved collaboration or better employee experience). Where possible, estimate the time or money saved. - . Implementation timeline
Detail the resources and timeframe for getting your proposed project up and running. This doesn’t need to be massively in-depth as your project hasn’t been signed off yet.
Present a top-level project plan with key phases, milestones, and estimated duration. This manages stakeholder expectations and outlines clearly what’s involved. Don’t forget to include employee training and onboarding. - Risks and mitigation strategies
Identify potential risks like low adoption or integration challenges. Crucially, show how you’ll address them. That’s what the stakeholders will want to know. Be one step ahead. - Governance and ongoing ownership
Explain how the intranet will be managed long term. Who will be responsible for updating and managing content? How will updates be handled? Who owns governance? A comprehensive plan will show that all aspects have been considered, and all questions answered. End it with a clear ask – approval to move forward with planning, budget allocation or a pilot project.
Ready to create your intranet business case?
Building a business case isn’t just about justifying a new intranet. It’s about showing your organization that this strategic move will improve how people work, connect and collaborate every day. Prove that it’ll bring measurable value. An effective business case can open the door to meaningful, lasting change for your organization.
At Fresh Intranet, we’ve helped hundreds of organizations build their business case and launch successful intranet projects. Ready to get going? We’re here to help.
Download our free guide to creating an effective intranet business plan