SharePoint Intranet Solution Process – The Intelogy Way

Across all our projects at Intelogy, we incorporate a 5-step methodology. This is our SharePoint Intranet Solution Process.

Step 1: Discover

The Discover phase of an intranet project is where we get to know the background of your requirements and what led to their arising. It is also, more importantly, an opportunity to understand the nature of the business and their culture. Culture has a big impact on the approach taken to building an intranet, right through to how it is launched and maintained. Adaptation and compromise are often necessities in how we approach these projects, while maintaining a rigid approach to communication, visibility and transparency.

Ideally, this phase will involve us meeting with representatives from across the organisation in a number of sessions (usually no more than 1-2 hours in length) to understand how they currently work, how they share/access information and what their pain points are, as well as ideas they have for how things can work better. It’s also common for us to send firm-wide surveys to gather the viewpoint of a wider audience.

Step 2: Design a prototype Intranet solution

After having completed the activities within the Discover phase, we now have a clear understanding of the business needs and desires. We now need to take the information gathered and work with you to understand which aspects are a priority for launch, which are classified as beneficial, though not essential, and those that are either parked for a later phase or removed altogether.

A backlog is created of all items, which also retains a record of those that are parked or removed so that we can refer back to them at a later date if needed.
During the Design phase of intranets, the key needs will be discussed, and then incorporated into a prototype. This prototype reflects certain key aspects of the end result of the solution, such as home page design, an example departmental site or (if applicable) proof of concept custom features. This is then used as a baseline, supported by comprehensive solution design documentation, preparing us for the Build phase.

Step 3: Build the Intranet

When the solution documentation is signed off and priorities are set, we will then be ready to commence the build.

In preparation for this phase, we will take all items in the backlog and form a detailed plan of activities, ensuring all requirements are catered for and given the time that they need. We will provide clear visibility of this with you, and agree on relevant milestones that we will stick to.

Throughout the Build phase, we carry out regular weekly “check-in” sessions with you, in which we communicate openly on:

• Activities undertaken since the last check-in
• With live demonstrations as appropriate
• Activities to be carried out before the next check-in
• Risks and issues
• Timeline updates and tracking

Thorough testing is carried out throughout the build phase, making sure that all features look, feel and function exactly as required.
Another key activity in the Build phase is to begin the implementation of a Change Management strategy. We will work with you as much as needed to ensure that the organisation is ready, willing and able to adopt the new solution.

Step 4: Launch the solution

When the solution is completed, and all backlog items are confirmed as both implemented and tested, launch activities tend to begin with an initial Pilot Programme. This involves a subset of the organisation who are enlisted and given full access to the solution for a set period of time. During this time. we remain in touch with them to gather feedback, which is then compiled and reviewed as a team. Any bugs will be resolved, and change requests or additions are discussed and prioritised to understand their feasibility for inclusion at launch, or if they should be parked for a later phase.

When we’re ready, communications can be sent out to relevant audiences using the appropriate channels to give the intranet its fanfare and bring people in.

Step 5: Evolve

The launch of an intranet isn’t the end. For your organisation it is the beginning. Throughout the project we work with you to construct longer-term strategies for organic growth management, ensuring you have the right people in place to manage both the as-is and future states. A successful launch will naturally result in staff coming up with new ideas, or wanting an area to represent themselves, and so we will work with you to assist in the management of this feedback, as well as the planning for change going forward.

We provide the intranet owners with guidance and training throughout the project, enabling them to continue with confidence as they work with staff to build out new areas and bring them into the intranet.

Support and Continuous Improvement

Once the solution is complete and launched, we offer ongoing services to support you and your staff with anything they need with SharePoint Online or any other area of Microsoft 365. Our clients rely on our Support and Continuous Improvement service to bring us in as an extension of your team, giving you continued guidance, support, and consultancy whenever you need it.

Learn more about our Managed Services & Support offerings here Managed Services for Support in the Digital Workplace – Intelogy