The ultimate guide to intranet strategy

When it comes to improving internal communication and collaboration, a strong intranet is key. But an intranet without a strategy? That’s like building a house without a blueprint.

An intranet strategy gives your digital workplace direction. It helps you define what your intranet is for, who it serves and how it supports your business goals. In this guide, we’ll explore intranet best practices that help you build a strategy that’s clear, effective and designed for your people.

Let’s explore what makes an intranet strategy successful – and how to put one in place that works for your team.

Why intranet strategy matters

Many intranets start with good intentions but lose their way over time. Without a clear purpose or plan, content piles up, ownership fades and engagement drops.

A well-defined intranet strategy brings focus. It:

• Aligns your intranet with your business objectives
• Clarifies roles, responsibilities and governance
• Sets measurable goals to track success
• Supports better decision-making and prioritization
• Creates a roadmap for improvement

In short, it keeps your intranet useful and relevant.

Imagine a growing organization where teams use different tools to share information. HR posts policies in one system, IT stores forms in another and company updates come through endless emails. Employees waste time searching, get frustrated and disengaged.

Now imagine the same business with a clear intranet strategy. Everything lives in one place – easy to find, easy to use, easy to trust. Teams stay aligned. Communication flows. Productivity grows. That’s the power of strategy.

Best practices for building your intranet strategy

Creating an effective intranet strategy isn’t just about technology. It’s about people, purpose and planning.

1. Define your purpose

Start with the “why”. Is your intranet primarily a communication hub, a self-service portal or a space for collaboration? Be specific. The clearer your purpose, the easier it is to build around it.

2. Map your goals to business outcomes

Every intranet should link to broader business goals. If your company wants to improve customer satisfaction, your intranet might focus on faster knowledge sharing or better access to expertise.

3. Understand your users

Survey employees. Run focus groups. Ask what works and what doesn’t. Real insights from real users will help shape an intranet that people actually enjoy using.

4. Set success measures

Go beyond page views and logins. Measure what matters – reduced helpdesk calls, faster onboarding, stronger employee satisfaction. Your KPIs should reflect real impact, not vanity metrics.

5. Plan implementation in phases

Think of your intranet roadmap as a journey, not a one-off project. Set milestones for the next 1–3 years. Adopt an agile mindset – review progress often, adapt and improve as you go.

Key design considerations

A great intranet shouldn’t just work – it should feel effortless to use. Keep these points in mind:

• Simplicity first. Intuitive navigation and clear structure save time and frustration.
• Personalization. Tailor content to roles, teams or locations so everyone sees what’s most relevant.
• Content ownership. Assign clear responsibilities for creating, reviewing and updating content.
• Consistency. Use templates for pages and posts to make publishing simple and maintain a unified look and feel.
• Connection. Add spaces where employees can share, comment and celebrate. Intranets are about people, not just pages.

Choosing the right software

Your intranet software should empower your strategy, not restrict it. Look for platforms that are:

• Easy to use and manage
• Flexible enough to scale as your organization grows
• Integrated with everyday tools like Microsoft 365
• Mobile-friendly for hybrid work
• Equipped with insights to measure success

And remember, your intranet shouldn’t stand alone, it’s part of your wider digital workplace ecosystem, connecting tools, teams and knowledge across your organization.

At Fresh, we design intranets that do all this and more. Built on Microsoft 365 and SharePoint, Fresh combines simplicity, power and flexibility – giving you a single, connected digital workplace.

Making your intranet strategy work

A clear intranet strategy transforms how people work. It builds alignment, connection and confidence across your business.

When your intranet has purpose, your people feel empowered. And when your people feel empowered, your organization thrives.