How do you plan and execute an intranet launch or relaunch project?

The biggest make or break of any corporate intranet is based on User Experience. We are a society of immediate gratification. If the intranet hasn't been built with the user experience in mind, you will lose them before you even have a chance to win them.

User experience should be at the core of our Intranet, as it is designed for our users at the end of the day. Conducting surveys and focus groups will help us identify pain points that we plan to address during the launch and relaunch. In today’s fast-paced environment, people utilize numerous tools and services to accomplish their daily tasks. Our Intranet should function as a digital headquarters, consolidating resources in one accessible platform. This will enable users to find everything they need with ease and efficiency.

In intranet projects, the focus is on overcoming challenges and seizing opportunities for improvement. It’s vital to balance technology with user needs. With 18 years in the field, I stress the importance of identifying stakeholders early: 1. Senior Management, setting broad business strategy and expectations. 2. Business Users, form the project committee and provide insights. 3. Technical Leadership, aligning technology with business needs. Overcoming IT's attachment to legacy systems is crucial, highlighting the need for business-driven intranet ownership. As an Architect, I prioritise aligning the intranet with strategic goals and advocate for phased development to match the organisation's culture, ensuring a realistic adoption pace.

Klare Ziele helfen bei der Umsetzung und beim Erreichen von Projekten. Warum starte ich ein Intranet-Projekt? Bzw. warum starte ich einen Relaunch des Intranets? Hierbei geht es doch vor allem die Verbesserung der internen Kommunikation, die Steigerung der Effizienz sowie die Erh?hung der Mitarbeiter:innenzufriedenheit. Der Umfang des Projekts sollte alle relevanten Abteilungen und deren spezifische Bedürfnisse berücksichtigen. Dafür ist eine sorgf?ltige Bedarfsanalyse notwendig, damit ma?geschneiderte L?sungen entwickelt werden k?nnen. Dies schafft die Basis für ein Intranet, welches die Mitarbeiter:innen erreicht und zudem ihren Alltag wirklich erleichtert. Eine klare Zielgruppendefinition und deren Erwartungen bildet dafür die Grundlage.

Define Goals and Objectives: Clearly outline the desired outcomes of the project, such as improved employee engagement, enhanced collaboration, or increased productivity.

In der Umsetzung geht es darum, auf Basis der zuvor definierten Ziele einen ersten Entwurf des Intranets zu entwickeln. Die Funktionalit?t des Prototyps sollte dabei bereits gew?hrleistet sein, aber dennoch Raum für Verbesserungen bieten. Ich empfehle zudem eine Pilotphase. In dieser kann man mit ausgew?hlten Benutzergruppen wertvolle Rückmeldungen sammeln. Au?erdem bietet diese Phase eine gute M?glichkeit, um Probleme frühzeitig zu erkennen und zu beheben. In regelm??igen Feedback-Runden kann also das System kontinuierlich optimiert werden.

Conduct thorough testing to identify and fix bugs and usability issues. Gather feedback from a pilot group of users. Iterate on the design and functionality based on feedback.

If the intranet management team does not already have an internal support portal set up, consider creating an intake form and linking it in the footer of every intranet page to collect feedback or report a problem. If you would like to take it a step further, you can also summarize the monthly changes into a patch notes post to let the org know that their submissions generate real change and their involvement results in a better intranet.

Develop comprehensive training materials, including user guides and tutorials. Offer training sessions to different groups of employees based on their needs. Provide ongoing support and answer questions.

Track key performance indicators (KPIs) to measure success. Gather user feedback through surveys and analytics. Continuously improve the intranet based on feedback and changing needs.

Launching or relaunching an intranet is as much about people as it is about technology. Beyond defining goals and testing, it’s crucial to embed the project into the company culture. Involve champions from every department early—they can advocate for the intranet and gather insights from their teams. Post-launch, gamify the onboarding process with rewards for exploring features or submitting helpful feedback.

Neben den technischen und organisatorischen Aspekten des Projekts darf die Unternehmenskultur aus meiner Sicht nicht au?er Acht gelassen werden. Sie ist ein entscheidender, essentieller Faktor. Das Intranet sollte die Werte und die Vision des Unternehmens widerspiegeln und f?rdern - über alle Inhalte hinweg. Eine transparente Kommunikation und ein offenes Feedback-System ist dafür unerl?sslich und st?rkt das Vertrauen und die Zusammenarbeit im Team und innerhalb der Organisation. Datenschutz und Datensicherheit müssen gleichzeitig ebenso gew?hrleistet sein. Nachhaltigkeit und Zukunftsf?higkeit sind ebenso wichtige Schlüsselfaktoren. Daher sollte das Intranet skalierbar sein, um auch zukünftigen Anforderungen gerecht zu werden.

Conduct a Needs Assessment: Gather input from employees to understand their needs and expectations for the intranet. Create a Project Plan: Develop a detailed project plan outlining the scope, timeline, budget, and resources required. Select Intranet Software: Choose an intranet platform that aligns with your organization's needs and budget. Design and Content Development: Create a visually appealing and user-friendly intranet design, and develop engaging content that meets the needs of your employees. Pilot Testing: Conduct a pilot test with a select group of employees to identify and address any issues before the full launch.

Build a Strong Team: Assemble a dedicated team with diverse skills, including IT, design, content, and project management. Clearly define roles and responsibilities. Establish effective communication channels. Develop a Communication Plan: Create a communication plan to inform employees about the upcoming launch or relaunch. Use multiple channels, such as email, internal newsletters, and town hall meetings. Build excitement and anticipation. Launch and Promote: Set a clear launch date and time. Create a buzz around the launch with a promotional campaign. Encourage early adoption and usage. Provide ongoing support and assistance to users.