How to Create an Intranet Project Plan in 10 Steps

Why a Modern Intranet Is Key to Employee Engagement and Productivity

Before planning your intranet, it’s essential to understand why investing in a modern intranet is critical for your organization. Here are six compelling reasons:

1. Outdated Intranet

If your current intranet is outdated, unengaging, or stagnant, it’s time to upgrade. A modern intranet combines the best of social engagement and productivity tools, fostering collaboration and streamlining workflows for a more connected workplace.

2. Boosted Productivity

A fully functional intranet serves as a central hub for quick information access, task management, and seamless collaboration, enabling employees to work smarter and achieve more.

3. Enhanced Communication

Modern intranets streamline communication through features like real-time updates, team directories, discussion boards, and integrated chat tools. These tools also reduce reliance on traditional email and improve internal engagement.

4. Improved Information Management

Efficiently organize and manage internal information with features like intelligent search, file sharing, document management, and personalized content delivery—saving time and reducing frustration.

5. Evolution into Employee Engagement Platforms

Intranets have come a long way from being simple document storage and communication tools. Some, like CentricMinds, have transformed into Employee Engagement Platforms that do so much more. These platforms don’t just connect employees; they actively engage them by integrating tools for communication, recognition, wellbeing tracking, and performance management.

Imagine a platform where managers can track how well their teams are doing, not just by reviewing task completion rates but also by monitoring how employees are engaging with one another. Are they recognizing peers for a job well done? Participating in group activities? Completing tasks ahead of deadlines? The insights are all there in one place.

CentricMinds takes it a step further by integrating performance and development management plans directly into the platform. Managers can get a 360-degree view of their teams, from workflow completion to cultural engagement, helping them drive productivity and build a stronger, more connected workforce.

This holistic approach means your intranet isn’t just a tool—it’s a cornerstone of your company’s culture and success.

6. Employee Mobile App

Empower your employees with a mobile app that truly enhances their work experience. A modern employee app serves as a hub for:

• Real-Time Communication - Includes team chat, group channels, and direct messaging to keep everyone connected.
• Team Updates and News Share announcements, news, and updates organization-wide, ensuring everyone stays informed.
• Recognition and Wellbeing Nurture a positive workplace culture by offering spaces for peer recognition and tools to support employee wellbeing.
• Task Management Assign, track, and complete tasks directly within the app, giving managers and employees an easy way to stay organized and aligned.

With platforms like CentricMinds, managers can oversee task progress, monitor deadlines, and ensure team priorities are clear. Employees can quickly check off completed tasks, collaborate on assignments, and stay productive on the go.

This seamless integration of communication, task management, and engagement tools makes the app a vital part of a modern, connected workforce.

By addressing these challenges, you’re setting the foundation for a more engaged and productive workforce.

10 Steps For Creating your Intranet Project Plan
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1. Identify your stakeholders and get buy in

Identify key stakeholders

• Begin by identifying your key stakeholders. These are all the people who will be impacted by the new intranet. They include people from senior management, department heads, IT personnel, HR representatives, and end users. Each of these individuals plays a key role in shaping the success of the intranet.

Understand their needs and expectations

• Take the time to understand the needs and expectations of each stakeholder group. What challenges do they face in their roles? How can the intranet help address those challenges and make their work lives easier?

Create a compelling business case

• Develop a strong business case that highlights the advantages and value of the new intranet. Emphasize how it can enhance collaboration, streamline processes, improve communication, and boost overall productivity. Use data and examples to support your case.

Proactively communicate and address concerns

• Communicate with stakeholders proactively to explain the purpose and potential of the intranet. Be open to feedback and address any concerns or objections they may have. Show them that their opinions and perspectives are valued.

Seek stakeholder approval and share success stories

• Demonstrate the potential return on investment (ROI) of the intranet by showcasing success stories from other organizations. This will help build confidence and secure stakeholder approval.

Involve stakeholders in decision-making

• Involve stakeholders in the decision-making process to ensure their voices are heard. Seek their input and feedback to shape the type of intranet you want to deliver. Collaboration and inclusivity will lead to a solution that meets everyone's needs.

Gain commitment and support from influential stakeholders

• Secure commitment and support from senior management and influential stakeholders who can champion the project. Their backing will help drive adoption and create a positive culture around the intranet.

Keep stakeholders engaged and informed

• Regularly communicate the progress and benefits of the intranet to stakeholders. Provide updates on delivery dates, new features, and the benefits it will deliver to your employees and organization. Keep them engaged and informed throughout the project lifecycle to maintain their enthusiasm.

By following these detailed steps, you'll be able to effectively identify stakeholders, gain their support, and create a successful intranet project plan. The involvement and commitment of stakeholders will contribute to the overall success and adoption of the intranet within your organization.

2. Define your goals

Set clear objectives for your intranet, such as:

• Enhancing productivity and communication.
• Digitizing workflows to reduce manual processes.
• Supporting a your workforce with on-the-go access to tasks, chat, communication updates, recognition and all the things that make your workplace great.
• Implementing workflow coordination, task scheduling, and project collaboration software to streamline operations.
• Improving engagement by creating a workplace where employees feel genuinely connected, supported, and motivated to contribute.
• Embedding recognition into your company culture to celebrate achievements, motivate teams, and make employees feel appreciated every day.
  

3. Establish metrics for success

Define KPIs to measure your intranet’s effectiveness, these are grouped into key categories but there are many others you may want to consider:

Engagement and Adoption

• ‍User adoption rate: Measure how many employees actively use the intranet and its features.‍
• Polls and surveys participation rates: Monitor how many employees participate in surveys and respond to polls to gauge engagement levels.‍
• Engagement with recognition features: Track peer-to-peer acknowledgments and participation in recognition activities.

Productivity and Efficiency

• ‍Time saved on tasks: Evaluate how the intranet reduces time spent on manual or redundant activities.‍
• Task overdue rate: Monitor how often tasks are delayed or missed to assess operational efficiency.‍
• Increased task completion rates: Measure the number of tasks completed via the intranet or employee app.‍
• Time to onboard new users: Track how quickly new employees learn and effectively use the intranet.

Communication and Collaboration

• ‍Improved collaboration across teams: Measure the effectiveness of communication tools, such as group chats and team channels.

• Manager interaction frequency: Track how often managers interact with employees through communication tools or task assignments.

Information Management

• ‍Enhanced access to information: Reduce search times for key documents and resources, improving efficiency.

• Improved document lifecycle management: Track documents from creation to archival for better organization.

Employee Experience

• ‍Performance and development tracking: Monitor employee progress on performance goals and development plans to ensure alignment with organizational objectives.

• Improved visibility into employee wellbeing: Assess engagement trends, task-related stress indicators, and participation in well-being-focused activities.

These are some of the types of KPIs that will give you actionable insights to ensure your intranet delivers measurable value to your organization.

4. Gathering information

To ensure the success of your new intranet project, it's important to involve key stakeholders and gather relevant information. Consider the following points:

Conduct a Thorough Needs Assessment

• Perform a comprehensive assessment of your organization's current processes, pain points, and communication challenges.
• Identify specific requirements and functionalities that will effectively address these needs.
• Consider conducting surveys or focus groups to gather feedback from potential intranet users.

Identify Key Teams

• Engage with Internal Communications, HR, Operations, and IT staff as the primary drivers of your intranet.
• Understand their goals and objectives, such as improving internal communication, streamlining operations, enhancing HR processes, and leveraging technology for better productivity.

Collaborative Approach

• You can engage with teams and use a workshops to understand their goals and needs.
• Take a holistic approach to address the organization's diverse requirements.
• Discuss specific functions that make work easier, such as streamlined onboarding, social strategies, a shared calendar of events, recognizing and appreciating employees and teams, gathering valuable feedback, supporting emotional well-being, and effectively communicating important announcements and news.

Seek Input from All Staff Levels

• Include all levels of staff, regardless of technical expertise or job role, in the feedback and input process.
• Gather insights from both management and non-management staff, full-time and casual employees, to understand usability, functionality, and overall user experience.

Consider Employee App Integration

• Evaluate the need for an employee mobile app in addition to the intranet.
• Explore the potential benefits of features such as secure chat, task management, access to shifts, people directory, and real-time company updates.
• Assess if a mobile app aligns with your workforce's needs, particularly if remote work or mobile access is prevalent.

Leverage Best Practices

• Modern intranets, like CentricMinds, are specifically built to incorporate the best practices for enhancing engagement, communication, workflows, and information accessibility.
• With CentricMinds, you don't have to worry about figuring out the best strategies on your own. The software is designed to seamlessly incorporate these practices, saving you time and effort.
• Simply put, CentricMinds takes care of the technical side, allowing you to focus on utilizing the intranet effectively without the hassle of implementation.
• It's a user-friendly solution that empowers you to make the most of a modern intranet without the complexity.

Take a look at our Kmart case study to see a real world example of an intranet implementation.

By gathering information from key teams, involving all staff levels, and considering the integration of an employee app, you can create a comprehensive intranet solution that addresses the diverse needs of your organization and fosters a productive work environment. 

5. Plan and Test Features to Achieve Your Goals

Before launching your intranet, identify and plan the features you want to implement to create a meaningful and efficient experience for your employees. Additionally, determine the permissions structure and onboarding approach to ensure a smooth rollout:

• ‍Document Management: Plan how documents will be stored, organized, and accessed to ensure smooth workflows.‍
• Employee App: Define how the app will enable communication, task management, and team collaboration.‍
• Chat and Channels: Incorporate real-time chat and dedicated channels for effective team communication.‍
• Polls and Surveys: Decide which polls and surveys to introduce over the first 30–90 days to drive engagement and gather feedback.‍
• News and Updates: Plan a strategy for sharing organization-wide news and team-specific updates regularly.‍
• Recognition: Outline how formal and informal recognition will be integrated into your intranet to celebrate achievements and boost morale.‍
• Emotional Pulse Tools: Decide if you want to implement tools to capture employee sentiment and well-being.‍
• Task Management Dashboards: Incorporate features for assigning, tracking, and completing tasks across teams.‍
• Forms and Workflows: Identify key workflows and forms to digitize and streamline.‍
• Performance and Development Plans: Consider rolling out performance and development tracking to align employees with organizational goals.‍
• Content Lifecycle: Plan for the creation, updating, and archiving of intranet content to ensure it remains relevant.‍
• Employee Profiles: Include individual profiles with skills and expertise to help employees connect and collaborate.‍
• Integrations: Identify integrations with platforms like Google Workspace, OneDrive, or other business tools to enhance functionality.‍
• Permissions Structure: Clearly define roles and access levels for employees. Determine who can create, edit, or view specific content, ensuring security and accountability across teams.

Onboarding Plan

‍Develop a detailed onboarding strategy that includes:

• Access to Training and guides to help employees navigate the intranet.
• An introduction to key features, such as task management, communication tools, and recognition spaces.
• Setup up support channels in the Employee App to act as your suggestion or helpdesk so you can address any issues during the rollout.
• ‍Intranet Pages: Decide if individual teams, groups, or countries require their own intranet pages or if a centralized structure will work best. This ensures that local needs, cultural nuances, and specific workflows are addressed while maintaining overall consistency.
• If separate intranet pages are created, plan for team-specific updates, news, and workflows to support targeted engagement.‍

Reporting Needs

‍Identify essential reports for the first 90 days, such as user adoption rates, engagement metrics, task completion statistics, and employee feedback insights.

By thoughtfully planning these features, permissions, and onboarding processes, your intranet will not only support daily operations but also become a central hub for engagement, collaboration, and productivity.

6. Choose your Intranet Software

Selecting the right intranet software is a crucial step in achieving your organization’s goals. With your objectives clearly defined, use the following criteria to help guide your decision:By thoroughly evaluating software options using these criteria, you’ll be able to select a solution that meets both current and future organizational needs.

• Seamless Integration: Make sure the software integrates seamlessly with identity management systems, such as Google Workspace or Microsoft 365, and other tools your organization already uses.
• Mobile-Friendly Design: Look for built-in employee app capabilities to empower employees to stay connected and productive on the go.
• User-Friendly Interface: Choose software that is easy to navigate and designed for business users, minimizing reliance on IT for day-to-day management.
• Security and Compliance: Verify that the software adheres to industry-standard security protocols and compliance requirements to protect sensitive data.
• Scalability: Opt for a platform that can scale with your organization, accommodating growth in user base, data volume, and feature needs.
• Built-in Features: Ensure the platform includes features for engagement, recognition, collaboration, automation, and task management.
• Customization Options: Determine if the software allows you to personalize dashboards, branding, and workflows to meet organizational needs.
• Effective Search and Organization: Prioritize software that leverages metadata tagging for enhanced search and streamlined organization of content and resources.
• Analytics and Reporting: Look for tools that provide detailed insights into user engagement, task completion rates, and content performance.
• Change Management Support: Evaluate the availability of training resources and ongoing support to ease the transition to the new intranet.
• Vendor Support and Maintenance: Ensure the vendor offers reliable customer support and regular updates to improve functionality.
• Free Trials and Demos: Take advantage of free trials or demos to assess usability, vendor responsiveness, and feature compatibility.

By thoroughly evaluating software options using these criteria, you’ll be able to select a solution that meets both current and future organizational needs.

Platforms like CentricMinds excel in delivering seamless integration, user-friendly design, and robust features that cater to modern workforce needs, making it a top choice for organizations aiming to drive engagement and productivity. Checkout our top post on employee engagement features.

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7. Consider pricing

What is your budget going to be? Out-of-the-box software costs are significantly less than a custom (or even customized) solution. Vendors have different pricing structures, either a one-off fee or, more commonly, a subscription-based model paid each month or each year. You’ll also need to consider the cost of hosting if you are considering using cloud-based hosting such as AWS or Azure.

You may find that you’ll need extra features that aren’t supported by an out-of-the-box solution - or that you can cut features and use integrations with other software products instead.

8. Create your rollout roadmap

A pilot program

As with most IT rollouts, it’s best to start with a small project, to begin with. Choosing your pilot team is a critical exercise for ensuring the success of your eventual full-scale Intranet.

For the pilot, you’ll need to set a small, well-bounded set of functionality for your intranet in Phase One. Pick a time frame in which to do the launch, the team (around 10–20 people), define what success and feedback mechanisms will look like, and design the training and your onboarding accordingly.

Guidance for Proof of Concept Pilot from the National Archives, while focusing on ERM software, provides a comprehensive overview of how to plan and run your pilot program.

CentricMinds Intranet software has a 14-day free trial that may assist in your pilot program.

9. Iterative builds

After learning from the pilot program, you can create iterative builds of your Intranet, adding functionality and users as you go. An iterative approach to rolling out allows you to avoid the potential failure of an all-at-once launch. This is an Agile approach to managing your Intranet rollout that helps deliver a product faster when faced with changing needs. 

When building out functions and testing them on users, gathering feedback, and getting feedback from new teams coming online, you’re able to grow your Intranet successfully for your operation from the very start.

With iterative planning and rollout mechanisms, even when your Intranet is ‘complete,’ you will still be able to use the same approach in the future to add new functionality as your organization grows digitally.

10. Promotion

One more step to help you drive Intranet success. However, there is one more critical step in your Intranet Project Plan that you must not overlook. 

PROMOTION is the next step.  

When we talk about promotion, it means moving beyond the simple "let's get the word out. Crafting clear promotional communication is critical to the adoption of your new Intranet.

We recommend taking a strategic (top-down) and practical grass-roots approach (bottom-up) to your promotion strategy, which includes:

• Identify how the Intranet will improve employees' workflow, access to information, and generally make their lives easier during the pilot stage. Next, take these success stories and promote them to the organization. Create communication campaigns with your existing communication channels, such as email and newsletter drip campaigns, to build awareness.
• Early in the project, involve champions in the organization. These individuals already have a positive impact on your company's culture, behaviors, and goals — their authority aids in building rapid Intranet adoption. Include them at the start of your project in your promotion strategy. Have them share posts and valuable resources on the Intranet.
• Empower your champions to host a Q&A session to answer any questions about the project and Intranet solution.
• Request that your CEO make an announcement about the new Intranet or post a video to the Intranet.
• Encourage leaders and managers to share a communication post with their groups. Have them post essential resources, including announcements, files, tasks, and events. Doing this ensures your Intranet becomes a necessary part of everyone's daily work.

Promotional campaigns are well known for their ability to generate interest and participation. Use them to educate your users on the benefits of the Intranet. It's a critical first step towards gaining support at all levels. Include promotions in your project plan before, during, and after launch to assist you in onboarding your Intranet users as quickly as possible.

Ready to transform workplace communication engagement and collaboration? 

Improve your workplace culture with CentricMinds, the trusted intranet solution designed to boost engagement, streamline operations, and improve collaboration.

• Schedule a Demo to explore CentricMinds.