Getting started on an intranet software deployment project can be a confusing and daunting task. But don‘t worry, we are going to address common issues and all of the questions you may have and explain the most important factors to make your intranet a success.

1. INTRANET SOFTWARE
A HANDY GUIDE TO HELP YOU GET YOUR INTRANET PROJECT STARTED

2. Getting started on an intranet software deployment project can be hard.
With so many intranet software options and providers to choose from,
it’s a confusing and daunting task for anyone. And if you’re not all that
confident with technology, then it can be an even more challenging
prospect.
But don‘t worry, we are going to address common issues and all of
the questions you may have and explain the most important factors
to make your intranet a success.

3. Content
 Intranet Software Definition
 Benefits Of Intranet Software
 Intranet ROI Hard & Soft Savings
 Intranet Software Features
 Different Types Of Intranet Software
 On-Premise Intranet: Pros and Cons
 Cloud Intranet: Pros and Cons
 Evaluation Checklist For Intranets
 Planning Your Intranet
 Things To Consider Before You Start
 Intranet Needs Analysis
 Ideas For Naming Your Intranet
 Deployment: Time Commitment

4. What sort of intranets are there –
and which one’s right for us? How do the pros and cons
of each solution stack up?
What will it cost? Are there risks I need to
consider?
What resources will I need?
What potential pitfalls do
I need to work to avoid?
Questions & Issues Addressed

5. What is intranet software?
Created using internet software, an intranet is a private, internal communications
platform that contains a range of features that make the daily work of staff more
efficient and effective.
Intranet software is a kind of software that allows businesses to develop a private, secure
network that can only be accessed by internal employees.
An intranet is a closed online communications network. Think of it as being an internal
website accessible only to your employees or selected clients and customers.
It’s where staff go to get stuff done.
Intranet Software Definition

6. The intranet encompasses a wide range of information and services:
• File and document management and sharing
• News feeds and blogs on a company-wide or team basis
• Corporate calendars featuring key events or milestones
• Automated business processes such as online forms
• Project workspaces in which staff can collaborate
• Staff directories with biographies and expertise highlighted
• Quizzes and surveys
• Social intranet features including individual and site activity walls
Intranet software enables you to create a platform that has all the tools staff need to be
more effective in their roles and complete tasks and business processes faster
and more accurately.
Intranet Software Definition

7. Improved internal
communication
Enhanced opportunities for
collaboration and joint work
ing across departments
Increased rates of
employee engagement
Streamlined business
processes.
Better collaboration
Easier file and document sharing,
both internally and externally
Benefits Of Intranet Software

8. Reduction In Paper Costs
Smaller Printing And
Distribution Budgets
Lower Contact Information
And Employee Directory Costs
Simplified Information Sharing
ROI
Reduction In Email Usage
Streamlined Business Processes
Demonstrate An Intranet Is
Worth The Investment
The truth is it’s not easy to measure the
ROI of an intranet, after all, it’s not like
a photocopier or other piece of
equipment – it’s an imperfect science
with hard and soft benefits.
However, an intranet still needs to able
to prove its value before the
organization is likely to spend any
money.
When it comes to demonstrating a
good intranet ROI, it’s all about dollars
and cents. And the intranet will deliver
a range of easy to measure,
hard cost savings:
Intranet ROI Hard Savings

9. Intranet ROI Soft Savings
It is, however, perhaps in the area of soft savings, which are not quite so easy to quantify, where the intranet will make
its most significant impact. Certainly, our customers regularly report to us on
• enhanced competitiveness,
• improved customer service,
• better internal communications and collaboration,
• improved employee engagement and
• more efficiencies in operating costs.
Take for example employee engagement. The intranet can have a big impact on improving the organization’s levels
of engagement. The quizzes and surveys feature is a great way to involve staff and get their views on various issues.
What’s more, blogs and news pages can be used to develop two-way conversations with staff members.
Allowing comments, the sharing of insights and ideas in an open forum is a clear demonstration of the value
you place as a business on listening to and acting on staff’s ideas.
These are just some of the ways that an intranet can enhance employee engagement and there
are some tangible organizational benefits to doing so. Research from Gallup has found that
businesses with highly engaged employees have a 10 percent higher customer satisfaction
rating, 21 percent higher productivity, and 22 percent higher profitability than those with low
engagement rates. Now, these statistics all add up to dollar and cents savings that can be attributed
to your intranet.
And the same logic can be applied to the other softer savings we identified above.

10. Learn, report and act on the data derived
about your staff’s intranet usage.
Metrics
Enrich your internal brand with full color,
image, logo and CSS customization.
Branding
Keep everyone informed with updates
sent directly into employees’ feed.
Newsfeed
Vast choice of super-useful, pre-built
templates, saving you time and money.
Template Library
Create fun or formal custom quizzes to
promote learning and foster internal culture.
Quiz
Capture feedback, share ideas and
problem-solve via company forums.
Forums
Intranet Software Features
Share the latest company updates
with a modern, social feel.
Activity Wall
Co-ordinate schedules and manage
time better. Create open events.
Shared Calendars

11. Find, file and collaborate via the
Secure Document Exchange.
File Sharing
Tag employees with tasks, reminders
or FYIs. Automated email notifications.
Notifications
Improve compliance rates and internal
understanding of critical policies.
Company Policies
Create embeddable digital forms
for workflows and data collation.
Automated Forms
Share valuable feedback and insights
with staff that won’t be missed.
Feedback & Comments
Enjoy the benefits of real-time chat,
with private or group instant messaging.
Instant Messaging
Intranet Software Features
Easily publish leadership and
employee-written blogs company-wide.
Blogs
Create visually-rich content to engage and
update your team on company news.
Newsletters

12. Equip your sales and marketing teams with
the latest and greatest assets.
Sales & Marketing
Locate information in a quick click using
the advanced Search feature.
Smart Search
Poll your staff and gain valuable insights
for improved decision-making.
Survey
Multiple search options to locate expertise;
connect knowledge and people.
Staff Directory
Improve business processes and save
time with automated request and
approval forms.
Automated Workflows
Intranet Software Features

13. Custom build intranet software:
• developing a bespoke intranet from scratch
• hosted on the company server
• perfect match to your operational needs
• considerable investment of time and resources
Off-the-shelf intranet software:
• download intranet software such as WordPress or SharePoint & create your own intranet
• hosted on the company server
• often software is free to download and readily accessible
• can be quite complex and requires considerable technical expertise
• free core offering often needs to be supplemented by paid plug-ins and add-ons
• have not been created with that specific purpose in mind
Cloud intranet software:
• hosted in the cloud by dedicated intranet providers
• customize pre-built intranet templates to create their own, unique intranet site
• intuitive to use and easy to set up
• cloud intranet provider retains responsibility for backups, updates and ongoing security
• flexibility: can be accessed 24/7 from any location via an internet connection
Different Types Of Intranet Software

14. So, when it comes to deploying your intranet platform, there are two basic choices. The first one is the
on-premise intranet. The second basic choice of intranet platform is the cloud-hosted option.
 On-Premise: Custom Build vs. Off-The-Shelf
This can take the form of a custom-built intranet or a do-it-yourself version using downloaded
software. In both cases, the intranet will need to be hosted by an on-premise company server.
 Cloud Intranet Software
Most cloud intranets are available in a easy to set up format, utilizing pre-built templates. All you
need to do is log on, customize the template with your own content, branding and company colors and in
a matter of hours and without any great technical knowledge, you can have a professional looking and
fully functioning intranet.
The great advantage of the cloud option is that there’s no software to download or server to maintain.
And the cloud nature of the intranet provides businesses with greater flexibility as all the tools and
information are accessible 24/7.
Recap: Types Of Intranet Software

15. On-Premise Intranet
• full ownership, creativity,
and flexibility
• readily available and free to
download
• can be designed to specific
needs
• full control over any changes
• no long-term cost
• in-house IT team to deal with
issues
• convenient problem-solving
in person
• much higher up-front cost for the implementation
• if network goes down, everyone loses access
• need to hire and train an in-house team to handle
maintenance and upkeep
• need skills to design the intranet
• slow to scale, requiring new
equipment and added
programming any time the
business expands
• supplemented with the
purchase of plug-ins
and add-ons

16. Cloud Intranet
• lower up-front costs
• no need to hire or train IT personnel
• portable: easy access from anywhere
• easy to make changes and scale
without extra equipment
• fast deployment
• ease of management
• less testing
• easy maintenance
• secure
• straightforward and intuitive
• access to experts, including
full design services
• someone else owns your intranet solution
• no full control over how and when
upgrades are released
• ongoing monthly payments
• no in-house IT provider or
maintenance resource

17. The following handy checklist will enable you
to quickly and easily compare different
intranet solutions and providers and will help
you make a final decision. The simple
tick-box type format means that you can see
at a glance which intranet software option is
a match for your business.
We also made this checklist available as a
Intranet-Software-Evaluation-Checklist (*.docx)
and
Intranet-Software-Evaluation-Checklist (*.pdf)
download.
Here’s a quick preview:
Evaluation Checklist For Intranets

18. Launch Slowly – There’s No Rush
Invite employees to test the intranet software before
you deploy it to the whole business. Invite feedback
to help you make final adjustments.
Set Some Rules
Your intranet links together every user and every
device within your business. Setting clear usage
rules before you deployment will keep your users
apprised of appropriate behavior and keep your
intranet working smoothly.
Give Them The Training They Need
No matter how intuitive you think your intranet
design is, take the time to offer training for as many
employees as possible.
Know How To Measure Success
Take the time to define and quantify what you’re
hoping to accomplish with your intranet.
Plan for Regular Maintenance
Maintenance begins before deployment and lasts
throughout the life of your system. Remember that your
intranet needs to grow and adapt with your business.
Where To Start
Think about what’s driving the need to either
implement an intranet or move away from your
existing intranet. List these out as goals or objectives
and then prioritize them into two columns:
Phase One (Must-haves for launch on day ) and
Phase Two (Things that can wait a little longer).
Developing An Intranet Site Map
Pay particular attention to navigation: the harder it
is to find important information, the more difficult
your users will find your intranet to be. The general
rule is – never use two or three clicks to access
information when one will do.
Engage With Key Stakeholders Early
Start by asking your department heads what they’d
like to see on the intranet. A great place to start is to
ask them to list the top 5 things they or their
department get asked for all the time.
Create An Intranet Kick-Off Action List
Build a list of to-do’s in preparation for your launch.
This should list all tasks, task owners and deadlines.
Use this handy Intranet-Kick-Off-List as a guide.
Planning Your Intranet

19. 1. Needs Analysis
The first step is to work out your aims and
objectives for the intranet.
2. Site Map
A site map helps you to organize all the
information and enables you to see any
duplication or overlaps.
3. Roles & Responsibilities
A key consideration is to distribute site, page
and content management responsibilities
amongst key staff and users.
4. Governance
Governance and accountability are important.
Since the intranet is a communication tool, it is
important to identify the individuals who will
communicate through the pages on the intranet.
5. Page Layout & Navigation
It is important that page layout and navigation
are kept simple. Content on the best intranets
tends to be clear, concise and engaging and is
presented in bite-sized chunks. Graphics and
images are important as they make the intranet
visually appealing and add color.
6. Intranet Pilot
Before you go live, it’s essential that the intranet
is thoroughly tested to tease out any glitches or
last minute hiccups. It’s also the final opportunity
to test the functionality and ensure that the
platform is fit for purpose.
7. Communication Tools
Social communication tools are an inherent part
of a good intranet. One of the main purposes of
the intranet is to close the communication gap.
8. Launch Plan
One of the most significant factors contributing
to the success is the actual take-up of the new
intranet site. Participation of staff cannot simply
be assumed. Therefore, it is critical to establish
a launch plan. This will create a sense of
excitement and anticipation amongst staff.
9. Training Program
Since your staff is not familiar with the
capabilities and functionality of the intranet, they
will need to be trained in how it works and
supported to get the best out of it.
10. Simple Intranets
Simplicity is the key to the success of your
intranet site. Easy to navigate, intuitive to follow
and uncluttered, simple designs make the most
effective intranets.
10 Things To Consider Before You Start
How do you get started? There’s much to think about. The good news is that you don’t need to be a techno geek to set up an
intranet project. The truth is it’s a much simpler process than you perhaps realize. Here we make it easier to get started by
identifying the different areas to consider before you start.

20. 2. Focus Groups
4. Analyzing The Findings
1. Consult With Staff
3. Task Analysis
5. Implementation
Focus groups are a great way to elicit more in-depth information
on actual issues and problems. Try to have a broad cross-
section of staff with an emphasis on operational staff.
The next step is to distil all the information into key themes and
recommended actions. All the data from the surveys, focus groups,
and task analyses will need to be reviewed for patterns or areas of
commonality. The should conclude with recommended actions and
a time frame for delivery.
Staff will be the end users, and so it is important to involve them
at the outset. A survey is a good way to gather views from staff
across the organization.
With a task analysis, key business tasks are identified and
investigated. This information will be used to determined how
the intranet can be used to support staff in their activities.
The final step is implementation. It’s important that it follows on
swiftly from the needs analysis phase so that the momentum is
maintained.
Whether you are looking to introduce a company intranet or are revamping an existing one, you will want to ensure that
the intranet meets the needs of your staff and organization.
Intranet Needs Analysis

21. Best Intranet Names Top 10
1. Work-e-pedia
2. Exchange
3. The Grid
4. Pulse
5. Elvis
6. The Hub
7. Gateway
8. Insite
9. The Forum
10. Planet
Benefits
A well-chosen intranet name can
drive intranet adoption and
engagement. But rather than opting for
the obvious like ‘CompanynameNet’ or
‘iCompanyname’, why not let the
creative juices flow?
A name gives the intranet an identity.
Moreover, the right name inspires,
motivates and engages users. And it will
convey your brand’s vision and values.
It also humanizes the intranet and helps
to distinguish it from other company
systems.
How To Get Started
A useful starting point is to consider the
aims and objectives you have for your
Intranet.
What are your goals? And how do you
envisage staff will be using the intranet?
The next step is to consider what kinds
of people work for you. Involve them in
the intranet naming process. What
attracted them to work for your company?
It’s also worth considering what kind of
organization you are. Does your company
have a hierarchical structure and a more
formal feel to it? Or is it a flat organization
with more of a casual vibe?
The overall culture of your company
may well influence your choice of name.
Your intranet is, of course, separate from
your customer-facing brand. However,
it makes sense if there is a connection
between the two. Does your external
brand have something distinctive such as
a slogan, color or an image?
Intranet Names
Want more inspiration?
Here’s our
Best Intranet Names List

22. Industry Puns
E.g. a commercial refrigeration
suppliers named their intranet
‘The Fridge’. Of course The Fridge is
where employees go to find
all the cool content!
Use A Character or Mascot
Some companies have gone down
the route of naming their
intranet after a character.
The advantage of this approach is that
you can develop an associated full-on
brand with a mascot or cartoon figure.
A Play On Your Intranet’s Aims
‘Lighthouse’, ‘Pulse’, ‘The Loop’ or ‘People Hub’
are all good suggestions here. BBC e.g. has
called its intranet ‘Gateway’.
Acronyms & Abbreviations
These can offer plenty of naming
possibilities. ‘ICE’ standing for information,
communication and engagement. Or what
about ‘CECIL’ meaning communication
exchange for collaboration,
information, and liaison.
Be Inspired By Your Location
Are there any landmarks, attractions or
special features near your workplace?
Like a ‘Homeport’ or ‘Harbour’? What
about a ‘Piazza’ or ‘Plaza’?
A Play On Your Company Name
Maybe there’s some potential in morphing
your company name into a name for the
intranet. For example, the name given by
Adidas to their intranet is ‘Adiweb’.
And at pharmaceutical giant Pfizer the
intranet is known as ‘PfizerWorld’.
ABC
Ideas For Naming Your Intranet

23. So, how much time are we talking about? You could rush through all the steps,
but it’s debatable whether a hastily deployed intranet will indeed be the solution
you are looking for. It’s far better to take your time inadequately preparing and
project planning an intranet that will satisfy those needs while also standing the
test of time.
In our experience, thoroughly and diligently working your way through all the
steps requires a commitment of 40-80 hours.
However, the responsibility for doing so doesn’t need to fall to just one person.
Lots of companies chose to spread the load by setting up an intranet steering
group. That is a great way to engage with the wider staff body. In addition,
involving as many perspectives and views as possible helps to ensure that the
intranet comprehensively meets the needs of all aspects of the business.
The initial time commitment to support the intranet’s deployment will be added to
as ongoing management and maintenance tasks kick in. We estimate that
keeping the content updated, adding new content and pages, managing users,
as well as access rights, could take up to an hour a day.
Again this task can be shared across the organization.
Utilize cloud-
hosted intranet
templates.
Time-Saving
Tip #1
Utilize a cloud
provider’s desi
gn service.
Time-Saving
Tip #2
Intranet Deployment: Time Commitment

24. If you’ve got any more questions or to find out more,
get in touch with the team at MyHub.
Our easy-to-learn, fast-to-launch cloud intranets are used by
IT departments in industries across the globe.
Book a demo
today or sign up
for a
14-day free trial.