• September 20, 2023
  • Posted by: Christa Johnson
  • Categories: Intranet, Process Optimization
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Key Considerations for Creating a SharePoint Intranet: A Guide for Small Business Owners

In today’s fast-paced business world, effective internal communication and collaboration are essential for small businesses to thrive. A SharePoint intranet is a powerful tool that can revolutionize how small businesses operate. However, the prospect of implementing a SharePoint intranet may seem daunting, especially for non-technical teams and small business owners.

In this guide, we will explore the critical factors and considerations involved in planning and developing a SharePoint intranet, empowering you to harness its capabilities for improved internal operations.

The Benefits of a SharePoint Intranet for Small Businesses

Before diving into the intricacies of SharePoint intranet development, it’s crucial to understand why it’s worth the effort. A SharePoint intranet offers a multitude of benefits for small businesses, including:

  1. Enhanced Communication: A well-structured intranet promotes seamless communication among team members, regardless of their physical location. This is especially valuable for remote or distributed teams.
  2. Increased Productivity: Centralized access to resources, documents, and collaborative tools streamlines work processes, boosting overall productivity.
  3. Efficient Knowledge Sharing: SharePoint intranets facilitate the sharing of best practices, important documents, and company knowledge, ensuring that everyone is on the same page.
  4. Customization: You can tailor your intranet to your unique needs, making it a versatile platform that adapts to your business’s evolving requirements.

With these benefits in mind, it’s clear that a SharePoint intranet has the potential to transform the way your small business operates. However, to maximize its effectiveness, you must plan and execute your intranet project thoughtfully.

Defining Your Objectives

Before you begin building your SharePoint intranet, defining clear objectives is crucial. What do you aim to achieve with this platform? Your objectives should align with your business’s specific needs and challenges. Some common intranet objectives include:

  1. Streamlining Communication: If your primary goal is to enhance internal communication, your intranet should focus on features like chat, forums, and news feeds.
  2. Improving Collaboration: If collaboration is a top priority, your intranet should include document management, project management, and collaboration tools.
  3. Knowledge Sharing: For businesses that value knowledge sharing, your intranet should prioritize document repositories, wikis, and knowledge bases.

Understanding and articulating your objectives is the first step toward building an intranet that truly serves your business.

Understanding Your Team

Your intranet’s success hinges on its ability to meet your team members’ specific needs and preferences. Consider the various roles and departments within your organization. What tools and features would benefit each group the most? Tailoring your intranet to cater to these unique requirements will make it more valuable to your employees.

Planning Information Architecture

Information architecture is the art of organizing and structuring content within your intranet. A well-designed information architecture ensures that users can easily find what they need. Here are some tips for creating an intuitive navigation structure:

  1. Clear Hierarchies: Organize content in a logical hierarchy, making it easy to navigate through categories and subcategories.
  2. Search Functionality: Implement robust search functionality to enable users to find content quickly, even if they don’t know where to look.
  3. User Feedback: Gather feedback from users during the planning phase to ensure that your information architecture aligns with their expectations.

Creating an intuitive information architecture will significantly enhance the usability of your SharePoint intranet.

Content Strategy for Non-Techies

Content is at the heart of any successful intranet. However, for non-technical teams, content creation and management can be challenging. Here are some tips for developing an effective content strategy:

  1. Quality Over Quantity: Focus on creating high-quality, relevant content rather than flooding your intranet with information.
  2. Content Ownership: Assign content ownership to individuals or teams to ensure that information is accurate and up to date.
  3. Regular Updates: Establish a schedule for updating content to keep it fresh and relevant.

User-Friendly Design

A visually appealing and user-friendly design is crucial for engaging your employees and ensuring that they have a positive experience on your intranet. Consider these design tips:

  1. Simplicity: Keep the design clean and simple, avoiding clutter and excessive visual elements.
  2. Consistency: Maintain a consistent color scheme, typography, and layout throughout your intranet.
  3. Mobile Responsiveness: Ensure that your intranet is accessible on various devices, including smartphones and tablets.

Integrating Existing Tools

Most businesses already use a variety of tools and systems for various purposes. Your SharePoint intranet should integrate seamlessly with these existing tools. Common integrations include:

  1. Email: Integration with email systems allows for efficient communication.
  2.  Document Management: Integration with document management systems ensures easy access to important files.
  3. Calendar: Synchronize calendars to manage events and schedules efficiently.

Security and Compliance Made Simple

Security and compliance are paramount, even for non-technical teams. Ensure your SharePoint intranet meets regulatory requirements by:

  1. User Access Controls: Implement role-based access control to restrict access to sensitive information.
  2. Data Protection: Educate your team about data protection best practices and ensure data is encrypted and secure.
  3. Regular Audits: Conduct regular security audits to identify and address vulnerabilities.

Training, Scalability, Testing, and Launch

Lastly, remember that the journey doesn’t end with the intranet’s launch. Provide training to your team to ensure they can make the most of the platform. Plan for scalability to accommodate future growth. Test your intranet thoroughly before launch to catch any issues, and once it’s ready, celebrate the launch as a significant milestone for your business.

In conclusion, a SharePoint intranet can be a game-changer for small businesses seeking improved internal communication, collaboration, and productivity. While the technical aspects may seem daunting, remember that there are Microsoft consultants ready to assist you at every step of the way.

Whether you need help with information architecture, content strategy, design, integrations, or security, their expertise can ensure that your SharePoint intranet project is a success. Transform your small business today with the power of SharePoint intranet.

Ready to get started with your SharePoint intranet project? Our Microsoft consultants are here to help you every step of the way. Contact us now for personalized assistance and a quote.

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