Transforming Internal Communication with Intranet SharePoint

Introduction

In today’s digital age, effective internal communication is crucial for the success of any organization. With the increasing number of remote and distributed teams, it is essential to have a centralized platform that enables seamless communication and collaboration among employees. This is where Intranet SharePoint comes into play. In this article, we will explore how Intranet SharePoint can transform internal communication within an organization.

What is Intranet SharePoint?

Intranet SharePoint is a web-based platform developed by Microsoft that allows organizations to create a centralized hub for internal communication, collaboration, and document management. It provides a secure and customizable environment where employees can access important information, collaborate on projects, and stay connected with their colleagues.

Benefits of Intranet SharePoint

Implementing Intranet SharePoint in an organization can bring numerous benefits. Some of the key benefits include:

• Improved Communication: Intranet SharePoint provides a platform for employees to communicate and collaborate in real-time, regardless of their location. It enables instant messaging, video conferencing, and document sharing, making communication more efficient and effective.
• Centralized Information: With Intranet SharePoint, organizations can store and manage all their important documents, policies, and procedures in one centralized location. This ensures that employees have access to the latest information and reduces the risk of outdated or conflicting documents.
• Enhanced Collaboration: Intranet SharePoint allows employees to work together on projects, share ideas, and collaborate on documents in real-time. It provides features like version control, document co-authoring, and task management, which streamline collaboration and improve productivity.
• Customization: Intranet SharePoint can be customized to fit the specific needs and branding of an organization. It allows organizations to create custom workflows, design personalized dashboards, and integrate with other business applications, providing a tailored experience for employees.
• Security and Access Control: Intranet SharePoint offers robust security features, allowing organizations to control access to sensitive information. It provides granular permissions, encryption, and data loss prevention, ensuring that confidential data remains secure.

Types of Intranet SharePoint

Intranet SharePoint can be deployed in two main ways: on-premise and online. Let’s take a closer look at each type:

1. On-Premise Intranet SharePoint

On-premise Intranet SharePoint refers to the deployment of SharePoint within an organization’s own infrastructure. This requires organizations to set up and maintain their own servers, databases, and network infrastructure. While this provides organizations with complete control over their data and customization options, it also requires significant upfront investment and ongoing maintenance.

2. SharePoint Online

SharePoint Online, on the other hand, is a cloud-based version of SharePoint that is hosted and managed by Microsoft. Organizations can access SharePoint Online through their web browser without the need for any infrastructure setup or maintenance. This makes it a more cost-effective and scalable option for organizations, especially small and medium-sized businesses. However, it may have some limitations in terms of customization and control compared to on-premise SharePoint.

Intranet Design and Development

Designing and developing an effective Intranet SharePoint requires careful planning and consideration of the organization’s goals and requirements. Here are some key steps involved in the design and development process:

1. Needs Assessment

The first step in designing an Intranet SharePoint is to assess the organization’s needs and requirements. This involves understanding the communication and collaboration challenges faced by employees, identifying the key features and functionalities required, and defining the goals and objectives of the Intranet SharePoint.

2. Information Architecture

Once the needs assessment is complete, the next step is to create an information architecture for the Intranet SharePoint. This involves organizing the content and structure of the Intranet, creating a logical hierarchy of sites, libraries, and lists, and defining the navigation and search functionalities.

3. User Interface Design

The user interface design of the Intranet SharePoint plays a crucial role in its usability and adoption. It should be intuitive, visually appealing, and aligned with the organization’s branding. The design should also take into consideration the different devices and screen sizes used by employees, ensuring a responsive and seamless user experience.

4. Development and Customization

Once the design is finalized, the development and customization of the Intranet SharePoint can begin. This involves creating and configuring the necessary sites, libraries, and lists, implementing custom workflows and business processes, and integrating with other business applications if required. It is important to involve end-users and gather feedback throughout the development process to ensure that the Intranet meets their needs and expectations.

5. Testing and Deployment

After the development is complete, thorough testing should be conducted to ensure that the Intranet SharePoint functions as intended and meets the organization’s requirements. This includes testing the user interface, functionality, security, and performance of the Intranet. Once testing is successful, the Intranet can be deployed to the organization’s employees, and training and support should be provided to ensure a smooth transition and adoption.

Outsourcing SharePoint Development

Developing an Intranet SharePoint can be a complex and time-consuming process. Organizations that do not have the necessary expertise or resources in-house may consider outsourcing the development to a SharePoint development agency. Outsourcing SharePoint development offers several advantages, including:

• Expertise: SharePoint development agencies have a team of experienced developers who specialize in SharePoint development. They have the knowledge and skills to design and develop a customized Intranet SharePoint that meets the organization’s specific requirements.
• Cost Savings: Outsourcing SharePoint development can be more cost-effective compared to hiring and training an in-house development team. It eliminates the need for upfront investment in infrastructure and reduces ongoing maintenance costs.
• Time Efficiency: SharePoint development agencies have a streamlined development process and can deliver the Intranet SharePoint within a shorter timeframe compared to in-house development. This allows organizations to start benefiting from the Intranet sooner.
• Support and Maintenance: SharePoint development agencies provide ongoing support and maintenance services for the Intranet SharePoint. This ensures that any issues or updates are addressed promptly, allowing the organization to focus on its core business activities.

Conclusion

Intranet SharePoint has the potential to transform internal communication within an organization. It provides a centralized platform for employees to communicate, collaborate, and access important information. Whether it is deployed on-premise or online, Intranet SharePoint offers numerous benefits, including improved communication, centralized information, enhanced collaboration, customization options, and robust security. Designing and developing an effective Intranet SharePoint requires careful planning and consideration of the organization’s needs and goals. Outsourcing SharePoint development to a specialized agency can be a cost-effective and efficient option for organizations that do not have the necessary expertise or resources in-house. By leveraging the power of Intranet SharePoint, organizations can enhance their internal communication and drive productivity and success.