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February 11, 2016 |  Posted in: Intranet, Thought Leadership

Planning for a successful Intranet Project - Part 1

As a provider of innovative Intranet software to small, medium and large organizations, we’ve assisted many people in scoping and running their Intranet projects. This blog series aims to provide you with a suitable project roadmap to use in conducting your own Intranet project. Not sure where to start? Who should you involved from inside your company? What vendor to choose? The following aims to assist you in determining what matters to your company, and common steps to take to ensure your new Intranet project is successful.

Defining the Project

Your new Intranet is more than a digital destination for accessing content, downloading documents and searching for information. The Intranet you implement for your organization has the opportunity to transform how people think and act within the organization, through encouraging them to engage in conversation, access timely operational and transactional content and ultimately endorse positive change across the business.

The new Intranet you implement must aim to:

  • Empower all geographically distributed staff
  • Deliver timely and relevant content to multiple audiences
  • A user friendly, intuitive and interactive destination that encourages participation
  • Celebrates the people working across the business, and supports them in achieving positive decision making and accomplishments 

Your Intranet Team

Implementing a successful Intranet starts with the right Intranet Team. The team should be represented by people from across the organization, including but not limited to:

  • Communications & Marketing 
  • Operations & Administration Management
  • Human Resources
  • Information Technology

Establishing an engaged and collaborative Intranet Team will help to:

  • Discuss items that matter most to people within the organization
  • Provide a democratic approach to prioritizing items for a Phase 1 launch, and what can be held over for later phases of the project
  • Ensure project knowledge is distilled to as many parts of the organization as possible (and eliminate silos of assumption and expectation) 
  • Create better project governance to ensure the project succeeds and meets expectation  

Intranet Purpose & Deliverables

When it comes to what the project should deliver, a ‘Speed to Market’ solution using out of the box functionality may include the following (note: vendors will utilize varying terminology in how they describe the following):

  • Intranet Templates:
    • Using out-of-the-box templates
  • Setup & configuration of the Intranet software:
    • Deploy the product to the proposed hosting environment:
    • Staging environment
    • Production environment
  • Setup of Pages (based on defined sitemap)
  • Setup of Metadata (based on your defined taxonomy)
  • Setup of Roles & Security
  • Content Migration:
    • From existing Intranet environment
    • Publishing of new content
  • Deliver on-site or web-based Training in the use of the software:
    • Site User, Author & Administrator Training
    • Technical Training if you have personnel who want to manage & maintain the solution
  • Testing & UAT:
    • Testing & Acceptance of the completed solution
    • User Acceptance Testing
  • Deployment to a Production environment:
    • Testing & Acceptance of the completed solution in Production
    • Go-live 

In Part 2 we'll cover Intranet project timings, budget and engaging with Intranet vendors. 

February 11, 2016 |  Posted in: Intranet, Thought Leadership
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