Building an intranet in SharePoint is like piecing together the future of internal communications within your business—each piece must fit perfectly to create a whole that is both functional and inspiring.
With no previous experience, this task can feel overwhelming, with each step forward revealing new challenges, from designing an intuitive structure to dealing with the security aspects of managing corporate data.
This article explores the challenges that can arise and provides solid advice for smoothly sailing through the construction of a SharePoint intranet.
1. Steep learning curve
SharePoint is a powerful yet complex platform with many features and settings. With no previous experience, it can take significant time to learn how to navigate and use all the tools effectively. This can lead to delays and potential mistakes in configuration.
Solution:
Invest in SharePoint training programs and take advantage of online courses and certifications. Hiring an experienced consultant to guide the team through the learning process can also speed up the curve and reduce time spent.
2. Incorrect structure and architecture
Without an in-depth understanding of information architecture, there is a risk of creating an inefficient and illogical structure. This can lead to difficulties for users to find information and navigate the intranet, reducing its usefulness and effectiveness.
Solution:
Hire a SharePoint architect or consultant with a deep understanding of information architecture. They can help design a logical and efficient structure that meets the needs of the company and facilitates navigation for users.
3. Frustration
Working with a platform you are not familiar with can create a lot of frustration among team members. Difficulties in understanding functions, solving problems and completing tasks can cause stress and lack of motivation, which in turn can have a negative impact, both on productivity and work morale.
Solution:
Set up regular training sessions and workshops to increase team skills and reduce frustration. Also create an internal support channel where team members can seek help and share solutions to common problems.
4. Safety Risks
Incorrectly configured permissions and access controls can lead to security risks and allow unauthorized access to sensitive company information. Not having a clear security plan can expose the company to data leaks and other security problems.
Solution:
Develop a security strategy right from the start and consider hiring a security expert who can ensure proper configuration of permissions and access controls. Regular review and updating of security protocols is also important.
5. Time and resource overrun
Without experience, it's easy to underestimate the time and resources required to build an intranet. This can cause the project to drag out time and increase costs, which can negatively affect the company's budget and plans.
Solution:
Create a realistic project plan with clear milestones and budget frameworks. Use project management tools to track progress and hold regular status meetings to adjust the plan as needed.
6. User resistance
Employees may be reluctant to use a new intranet if it is difficult to use or does not meet their needs. Without experience, it can be difficult to design an intuitive and engaging platform, which can lead to low usage and lack of engagement.
Solution:
Engage end users early in the process through user testing and feedback sessions. Designing a user-friendly and visually appealing platform increases the chances of employee acceptance and engagement.
Conclusion
Building an intranet in SharePoint without prior experience presents significant challenges and risks. It is important to be aware of these and plan carefully, as well as to consider enlisting expert help or using extensive training resources to ensure the success of the project.
Take the next step with Cognit
We have rethought and now offer a new and exciting way to think about intranets for those of you who do not have unlimited time or resources. You know what you're getting and what it's going to look like before you buy it. If you are interested in creating a digital workplace that is quick to set up, easy to maintain and professional in its design, Cognit has the solution for you.
Visit our website at www.cognit.se to explore our offer further. Together, let's create a digital workplace that not only meets your needs today, but is also ready for the challenges of the future.
