A great intranet doesn’t just look good—it works well for the people using it every day. Here’s how to build one that employees actually value.
Start with Business User Feedback
Before you build, listen. Your business units are your best guide—ask what they need from the intranet, what info they access most, and how they prefer to navigate. This early input shapes a user-friendly experience from day one.
Keep Design Clean and Purposeful
- Avoid oversized HERO images – They look nice but force users to scroll unnecessarily.
- Balance visuals with utility – Focus on what helps people do their jobs faster.
- Use consistent section layouts – Familiarity helps users adapt quickly.
Make Information Easy to Find
- Reduce clicks – Don’t bury content in deep navigation. Aim for no more than 3 clicks to reach any key resource.
- Group content logically – Use labels, quick links, and metadata tagging to organize information effectively.
- Highlight what’s most used – Feature links to frequently accessed tools or documents.
Keep Content Fresh and Relevant
- Outdated content significantly reduces user engagement – as users may lose interest in the intranet when they encounter stale information.
- Create a content update schedule – Rotate or refresh content regularly to keep users coming back.
- Avoid excessive content on pages – Overcrowded pages can cause decision fatigue.
Assign Content Owners
Every section should have an assigned owner responsible for keeping it updated. This decentralizes maintenance and ensures accountability.
Bonus tip: If your company has strict policies, introduce a content approval process to review and publish updates properly.
Use News Features Wisely
If your company posts announcements weekly, use SharePoint’s News feature—it’s powerful and visible.
But if updates are rare, skip it. Stale news makes the intranet look abandoned.
Collect Ongoing Feedback
- Add a feedback form or link – Let users share what’s working and what’s not.
- Use that data to improve continuously – The best intranets evolve over time with user input.
Final Tips
Intranet success depends on usability, relevance, and trust. Build it with your people in mind, not just design trends. Keep it simple, fresh, and always improving.
👉 Coming soon: “Microsoft 365 File Sharing – Which Link Type Should You Use?”
