How To Create An Intranet: Step-by-Step Guide

Thinking about deploying an intranet for your company, but not sure where to begin? You are in the right place.

A well-designed intranet streamlines communication, centralizes resources, and helps employees stay connected no matter where they work. The share of global information workers satisfied with weekly intranet use jumped from 66% in 2019 to 77% in 2023. This shows that when done right, intranets truly deliver value to employees.

If you’re wondering where to start, this step-by-step guide on how to make an intranet will walk you through everything. Learn the essential steps, best practices, and common pitfalls to avoid, to make your setup simpler and more effective.

At A Glance:

An intranet centralizes communication, documents, and workflows, creating a secure, efficient workplace environment.
Key intranet features include intuitive navigation, robust search, content management, and mobile accessibility.
The setup journey begins with identifying the purpose and ends with launching a fully operational platform for employees.
Consider company size, data needs, budget, and technical capability when choosing an intranet platform.
Successful implementation requires clear goals, user training, and ongoing updates for long-term adoption.

What Is An Intranet And Its Different Types?

Before we jump into how to make an intranet, it’s important to first understand what it actually is. Simply put, it’s a private network accessible only to authorized members within a company. It centralizes communication, stores documents, and streamlines project management, creating a secure and cohesive workspace.

Unlike public internet resources, an intranet ensures sensitive company information remains protected. Intranets take different forms depending on their purpose and functionality:

Internal Website: A go-to hub for company news, HR policies, and training resources, keeping everyone informed.
Employee Intranet Portal: Offers personalized dashboards, task management tools, and integration with HR or project software.
Social Intranet: Works like a mini social media platform with profiles, feeds, and interactive communication features to boost engagement.
Front-Door Intranet: Provides a curated dashboard of the most critical tools, applications, and announcements for a productive start to the day.

Also Read: 10 Tips to Establish Successful Communication Coordination Within Your Teams

Key Features Of A Successful Intranet

Every successful intranet shares key features. While specific needs may vary, some basic traits are common across platforms:

Intuitive Interface: Navigation should be logical and effortless, letting employees access resources without confusion or extra training.
Advanced Search: The system must quickly locate documents, files, or information, even across multiple storage locations.
Structured Content: Content should be categorized and tagged clearly, making it easy to browse and retrieve.
Scalable Architecture: The platform must handle increased users, traffic, and data without compromising performance or security.
Integrated Communication Tools: Built-in messaging, announcements, and discussion boards should enable smooth interaction across teams.
Customizable Dashboards: Users should be able to personalize views and layouts to access the tools and information they use most.

How To Make An Intranet For Your Business: 10 Easy Steps

Setting up an intranet requires careful planning and execution. Here is a practical guide on how to set up an intranet that employees love. Follow these 10 steps to move from concept to sustained adoption:

Step 1: Define Your Purpose

Before you start, clarify why your intranet is needed. Identify goals like improving communication, organizing documents, or supporting employee collaboration. A clear purpose guides all design and content decisions.

Consider the different ways employees will use the intranet daily. Whether it’s for accessing HR policies, managing projects, or sharing updates, knowing the use cases helps structure the platform effectively.

Step 2: Assign Ownership And Roles

Choose a team or individual to manage the intranet. This ensures accountability and keeps the platform updated with relevant content and features.

Assign roles like content editor, admin, and IT support. Clear responsibilities prevent confusion and ensure smooth operations from launch onward.

Step 3: Build A Business Case

Present the intranet’s value to stakeholders. Highlight benefits like efficiency, engagement, and centralized knowledge to justify investment.

Include cost considerations for software, hosting, and ongoing maintenance. This sets realistic expectations and secures necessary approvals.

Step 4: Decide On Hosting

Choose between cloud-based or self-hosted solutions based on your budget, technical resources, and long-term goals.

Cloud intranets often reduce IT overhead and allow easier scaling. Self-hosted solutions give more control but require additional infrastructure and support.

Step 5: Select Your Intranet Platform

Evaluate software options based on features, usability, and scalability. Look for solutions that match your team’s workflow and integrate with existing tools.

Consider mobile accessibility, security, and customization. The right platform should streamline work without adding complexity.

Step 6: Organize And Migrate Content

Audit existing documents and data. Move only relevant, up-to-date materials to avoid clutter and confusion.

Plan the navigation structure carefully. Group related content logically to make it easy for employees to find what they need.

Step 7: Design A Branded Experience

Customize your intranet to reflect company colors, logo, and visual identity. Branding builds trust and encourages adoption.

Include personalized dashboards or quick links to frequently used tools. A clean design improves usability and engagement.

Step 8: Create A User-Friendly Homepage

The homepage should provide easy access to key information and tools. Prioritize simplicity and logical organization.

Include widgets for news, announcements, and quick links. This helps employees start their day productively.

Step 9: Test The Intranet

Run a pilot with a small group to identify issues and gather feedback. Test navigation, accessibility, and content organization.

Adjust it based on user input to improve the experience before full rollout. Continuous feedback ensures adoption and satisfaction.

Step 10: Plan The Launch

Communicate the intranet’s purpose and benefits to all employees. Provide guidance on features and usage to encourage adoption.

Schedule training sessions, launch announcements, and ongoing updates. A well-planned launch ensures employees start using the intranet effectively from day one.

Curious how a modern intranet can simplify work? Schedule a Udext demo now and explore a secure, mobile-friendly platform for all your team’s needs.

Also Read: Understanding HRIS Integration: Everything You Need to Know

Common Mistakes To Avoid When Creating An Intranet

Now that you know the Do’s of how to make an intranet, it’s equally important to be aware of common Don’ts that can affect its success:

Self-hosted intranet without enough IT support:
Self-hosted solutions can be resource-heavy. Make sure your company has the IT infrastructure and expertise to maintain the system before committing.
Overlooking the need for a CMS:
Without a CMS, updating and organizing your intranet becomes tedious. Opt for a platform with an intuitive CMS for smooth content management and quick updates.
Neglecting access policies:
Sensitive data needs proper handling. Define clear rules about sharing and storing information, and set role-based access to ensure security.
Ignoring analytics and engagement tracking:
You won’t know if your intranet is effective without tracking engagement. Set KPIs, monitor usage, and gather feedback to continually improve the platform.
Overcomplicating content migration:
Moving every single document from an old system can overwhelm users. Audit, organize, and transfer only relevant materials to maintain clarity and usability.

How To Find The Ideal Platform For Your Intranet?

Selecting the right platform is vital for a successful intranet setup. There isn’t a one-size-fits-all solution, so consider your company’s unique needs:

Company size: Larger organizations need platforms that can handle many users and store significant amounts of data. Smaller teams can opt for simpler, more streamlined solutions.
Budget considerations: Prices vary widely. Factor in upfront costs, subscription fees, and potential add-ons to stay within budget.
Type of data stored: Some intranets handle documents better than others. Choose a system that supports the specific content types your employees rely on daily.
User needs: The ultimate test is usability. Select a platform that makes employees’ daily tasks easier and encourages adoption through an intuitive design.

Tips For Building An Effective Intranet

Learning how to make an intranet that employees actually use means focusing on simplicity and practicality. Start with mobile accessibility so everyone can access updates and resources on the go, whether they’re in the office or remote.

Next, prioritize user experience. A clean, intuitive layout encourages adoption, while a cluttered design drives users away. Keep navigation simple, and make sure search results are accurate and easy to use.

Finally, boost engagement with interactive features. Discussion boards, polls, and recognition tools turn your intranet into a dynamic workplace hub. When employees find value beyond documents, they’re more likely to visit regularly.

Closing Thoughts

Building an intranet doesn’t have to be overwhelming. By understanding the different types, focusing on key features, and following a structured process, you can successfully implement a solution. Knowing how to make an intranet ensures better communication, improved collaboration, and a more connected workforce.

Looking for a solution that makes intranet building simpler? Udext offers a cloud-based, SMS-powered intranet setup that works on any device with no apps or emails needed. From centralized document management to role-based updates, Udext makes communication seamless. Schedule a free demo and see it in action.

FAQ’s

1. How do I make my own intranet?
You can make your own intranet by first identifying your goals and the type of content you need. Then choose a platform that fits your team’s size and technical capabilities, and organize information clearly for easy access.

2. How to create an intranet for free?
Free intranets can be created using platforms such as Google Sites or Microsoft SharePoint. These solutions allow you to host basic content, share resources, and communicate internally without upfront costs.

3. What is the best intranet platform?
The best platform depends on your company’s size, goals, and technical resources. Options like Udext offer scalable, secure, and user-friendly intranet solutions designed for small to medium teams.

4. How much does an intranet cost?
Costs vary based on whether you choose a cloud-based or self-hosted intranet. Cloud intranets usually have lower initial fees but may require subscriptions, while self-hosted setups demand more upfront investment for infrastructure and IT support.