An intranet is your team’s home base – a secure, private network where they can collaborate, communicate, and thrive. Whether you’re learning how to create an intranet for a small team or setting one up one for a large company, you’ll need a clear goal, the right platform and a thoughtful design.
This guide gives you everything you need to get started, from choosing a platform to designing a homepage that employees will actually enjoy using.
Why build an intranet?
Intranets have come a long way from the linkfarms of yesteryear—they’re now key to improving collaboration and keeping teams connected, especially for hybrid workforces.
Here’s what makes an intranet invaluable:
- One place for everything: Policies, documents, and company news can all be kept in one easy-to-access hub.
- Stronger teamwork: Employees can easily share files, stay updated, and collaborate on projects together.
- Less back-and-forth: Cut down on cluttered email threads and streamline processes by having everything in one place.
- Safer data: Use your intranet governance features to keep sensitive information secure within your internal network.
Steps to building your intranet
So, how do you set up an intranet from scratch? Here’s our step-by-step guide which will walk you through how to make an intranet that’s secure and user-friendly.
1. Define your goals
Before you dive in, be clear on what you want your intranet to do. Ask yourself:
- Why are we building this? To share company updates, store documents, or foster social connection?
- Who will use it? Is this just for employees or does it include external partners too?
- What’s our budget? Your answer here will shape your choices for hosting, design, and customization.
Pro tip: Keep your goals people-first. A great intranet meets your team’s needs and fits seamlessly into their daily work.
2. Choose a platform
Your platform sets the foundation for your intranet. Here are your main options:
- Off-the-shelf software: Platforms like Microsoft SharePoint and Google Sites come preloaded with features for quick setup.
- SharePoint-based solutions: Want more control? Platforms like Fresh let you take the best of SharePoint with the ability to tailor it to everything you need.
- Custom development: If you have the budget and complex needs, a custom intranet gives you the ultimate control. But this approach is not without its risks.
3. Select hosting and infrastructure
How you host your intranet effects security, accessibility, and cost. Here are your choices:
- Cloud-based: Hosted by a third party—quick, scalable, and great for remote teams.
- Self-hosted: Managed on your company’s internal servers—better for control but requires more IT resources.
- Hybrid: Combines cloud and on-premises solutions for flexibility.
Pro tip: A solution that runs in Microsoft 365 and SharePoint, providing the flexibility of cloud-based accessibility, but also allows for self-hosted deployment to give you full control over updates and security, is your best bet.
4. Design your intranet
Think of your intranet as your company’s digital home. You’ll want to make it feel welcoming and intuitive. Here’s how:
- Navigation matters: Group content by department or topic so employees can find what they need in seconds. An intuitive structure saves time and reduces frustration.
- Brand it: Use your logo, company colors and fonts to create a familiar, polished space. Strong branding builds trust and reinforces company culture.
- Make it mobile-friendly: Your team won’t always be at their desks—design it for easy access from any device. A responsive intranet keeps remote and hybrid employees connected on the go.
- Keep it simple: Break up content with headers, bullet points and visuals for easy scanning. This ensures that key information stands out and is digestible at a glance.
5. Add key features
Once the framework is set, build in tools that make work easier:
- Document libraries: Create a one-stop shop for policies, guidelines, and templates with version control. This prevents outdated files from circulating and keeps essential documents in one place.
- Communication tools: Add newsfeeds and notifications for real-time updates. This enables faster information sharing and reduces reliance on emails.
- Search functionality: A robust search bar helps users find what they need—whether it’s a file, contact information, or an event—quickly and easily.
- Employee profiles and calendars: Showcase team members and include company events, birthdays or project milestones. This fosters transparency and strengthens team connection, especially for remote teams.
- Analytics: Add analytics to understand how your content is resonating with your audience.
6. Set permissions and governance
It’s important to keep your intranet secure and organized. Here’s how:
- Assign user roles: Admins, editors, and viewers—give each group access to only what they need. This prevents unauthorized access and ensures that employees only see relevant information.
- Implement approval workflows: Control what gets published and ensure content is accurate and relevant. This keeps the intranet professional and up-to-date, preventing the spread of incorrect information.
- Schedule maintenance: Regularly review permissions, update software, and back up data. Regular maintenance ensures the intranet runs smoothly and stays secure from potential vulnerabilities.
7. Test, refine, and launch
Don’t skip this step! Thorough testing makes all the difference:
- Pilot test: Invite a small group of employees to try it out and share feedback. This helps catch issues early and provides valuable insights into usability.
- Make improvements: Fix any issues, refine the layout, and ensure it’s user-friendly. Iterating on feedback ensures that the final version is intuitive and meets user expectations.
- Provide training: Create quick-start guides or video demos to help your team hit the ground running. Training resources help employees get comfortable with the platform, boosting adoption from day one.
FAQs about building an intranet
1. Can you create your own intranet?
Absolutely! With the right platform and a clear plan, you can build an intranet that fits your team’s exact needs.
2. What software is used for intranet?
Popular options include SharePoint, Google Sites, and ServiceNow.
3. Is SharePoint an intranet?
It can be! SharePoint is often used to create intranets thanks to its collaboration features and customization options. But before you consider using SharePoint as an intranet, read our blog on what you need to know.
4. Is Google intranet free?
Google Sites is free for personal use, but businesses will need a paid Google Workspace plan for added security and scalability.
5. Is intranet still relevant?
Yes! Modern intranets are more important than ever for connecting hybrid teams and streamlining internal communication.
Creating an intranet is about more than just technology—it’s about designing a space where your team feels connected and empowered. By setting clear goals, choosing the right platform and adding thoughtful design elements, you can build an intranet that supports productivity and collaboration.
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Ready to start building your new intranet?
It’ll be a game-changer for your team!
See how your intranet can transform collaboration. Book a free consultation with our Fresh team today!
