Enhancing communication and team engagement.
- Industry: Information Technology (IT)
- Country: US
The project goal is to build an easy-to-use and efficient intranet on our existing Microsoft SharePoint platform. This intranet site will improve how we manage documents, share knowledge, and communicate, making it easier for employees to work together. It will also be designed to grow with our organization and adapt to future technology needs.
The core challenges
- News and announcements: Managing the publishing process to ensure content is accurate and appropriate, while still allowing timely updates.
- Employee engagement:Gathering and managing employee feedback effectively, while keeping engagement tools easy to use.
- Events and calendars: Managing and communicating events effectively across the organization, ensuring high participation and engagement.
- Document management: Ensuring that documents are organized, accessible, and version-controlled, while preventing unauthorized access.
- User authentication and access control: The intranet should require users to authenticate using their company credentials. Access to different sections and features shall be based on role-based permissions to ensure data security.
Solution The solutions work together to enhance the value, effectiveness, and user experience of the Company Intranet site, while also addressing the project's challenges:
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Custom list for employee profiles: Create a SharePoint list or library to manage employee profiles, including contact information, roles, and departments. -
Discussion boards: Use SharePoint discussion boards or integrate with Microsoft Teams for real-time collaboration and communication. -
Feedback surveys: Implement feedback forms or dedicated pages for employees to provide insights and suggestions. -
User interface design: Design a visually appealing and responsive user interface based on user feedback and usability testing. -
Access controls: Apply access controls to restrict sensitive data access and conduct regular security updates.
Integration.
Equipped with a variety of
data source.
SharePoint's power and flexibility are significantly enhanced through its integration with a variety of applications and tools. This report explores several of these integrations and their impacts.
- Excel Services
- Microsoft Planner
- Microsoft Forms
- Outlook
- Power BI
- Microsoft Teams
Customization.
To ensure the Company intranet Site aligns perfectly with our unique requirements, we customized several features in SharePoint.
Form customization
Create a SharePoint list or library to manage employee profiles, including contact information, roles, and departments.
Navigation improvements
Changing the layout or structure of the site’s navigation based on user input to make it easier for users to find what they need.
Quick links section
The quick links section was customized to show the most useful tools, forms, and resources specific to each user’s department. For example, HR staff see links to HR forms, while IT staff see links to IT tools. Users can also rearrange or add their own quick links, making the navigation more personal and convenient.
Social media
The footer was customized to include social media icons that link directly to the company’s active feeds. This allows employees to see the latest updates without leaving the intranet. A feature was also added so employees can easily share company content on their own social media accounts, encouraging more engagement and support for the brand.
Enhancement.
By adding useful features.
We've introduced several features that allow users to interact with the site and data more smoothly, enhancing both the application and overall user experience.
Employee directory
A comprehensive directory with detailed employee profiles, including contact information, roles, and departments, helping users connect and collaborate more effectively.
Events calendar and reminders
A unified calendar that shows both company-wide and departmental events. Users can receive automatic reminders to stay updated on important dates.
Document version control
This feature tracks changes to documents over time. Users can see and restore previous versions if needed, helping to keep a clear history of updates and ensuring everyone is working with the right information.
Explore more.
Additional features.
Helpdesk and support. Use the dedicated section to submit and track IT support requests. It streamlines the issue resolution process by providing a clear view of status and updates. You can also check the history of your requests for easy follow-up and resolution.
Announcements and news. The news and announcements section was enhanced with advanced filtering options, allowing users to sort updates by department, date, or keywords. A “Read More” feature was added for expanding or collapsing announcements to improve readability.
