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How to build the right team for your intranet project
Launching a new intranet is a big step—and it’s not something you can do alone. Whether you’re refreshing your digital workplace or starting from scratch, having the right team in place is one of the most important factors in your intranet’s success.
In 2025, with hybrid working now the norm and digital employee experience a top priority, building a cross-functional intranet team is more important than ever.
Start with a dedicated lead
Every successful intranet project needs a clear owner. Ideally, this is a full-time role—someone who can oversee the project from planning through to launch and beyond.
Having a dedicated intranet lead means:
- Clear accountability and decision-making
- Better coordination across departments
- Stronger focus on user needs and adoption
But even with a full-time lead, you’ll need a wider team to make it happen.
Build a cross-functional working group
Your core intranet team should include representatives from key departments, typically:
- Internal communications
- IT
- HR
These teams bring different perspectives and priorities, so it’s essential they’re aligned on the purpose of the intranet and their roles in delivering it.
Depending on your organisation, you may also want to include:
- Store operations (for retail businesses)
- Knowledge managers (for contact centres)
- Executive assistants or team leads (for professional services)
The goal is to involve the right people who understand the needs of different user groups across the business.
Get buy-in from managers early
One of the biggest challenges in forming a working group is time. People are busy, and it’s not always easy to get them to commit to regular meetings or tasks.
To overcome this:
- Speak directly with the managers of your working group members
- Explain the value of the intranet and how it supports employee experience
- Ask for their support in freeing up time for their team members to contribute
Keep managers engaged throughout the project by recognising their support and sharing progress.
Recruit intranet champions
Intranet champions are different from your working group. These are enthusiastic colleagues who can help bridge the gap between technology, content and people.
Look for:
- Early adopters
- Rising stars
- People who are naturally curious and collaborative
Give them ownership of specific tasks, such as reviewing content or testing new features. In return, offer them early access to updates and involve them in shaping the intranet experience.
Be realistic about internal IT capacity
Many intranet projects start with the assumption that the in-house IT team will handle everything. But it’s important to assess this properly.
Ask your IT team:
- Have they delivered intranet projects before?
- Who will be your main point of contact?
- How much time can they commit each week?
- What support will they offer post-launch?
Treat your IT team like a service provider. Be honest about their capacity and expertise—and don’t be afraid to bring in external help if needed.
Know when to bring in external support
The level of external support you need will depend on your internal resources. But vendors can be invaluable for:
- Technical setup and configuration
- Change management and training
- Ongoing support and optimisation
Look for a vendor who offers:
- A dedicated account or success manager
- Experience in your sector
- References or case studies from similar organisations
If possible, speak directly with one of their existing clients to get a real sense of what working with them is like.
Final thoughts
Your intranet is more than just a platform—it’s a key part of your employee experience. Building the right team from the start will help you deliver a solution that’s not only functional, but genuinely useful and engaging.
Want to know more?
If you’re planning a new intranet or want to improve your current setup, we’d love to help. Get in touch with the Fresh team for a chat to see how we can support your intranet journey.
