Intranet Requirements Checklist to Support an Intranet Needs Analysis

If you ask us, everybody benefits from a modern intranet (AKA an employee experience platform or EXP). But every organization is unique, and the decision of which intranet you choose – as well as how you implement it and expect your teams to use it – deserves careful consideration. 

Enter the intranet needs analysis.

Brace yourself, we’re about to get technical.

What is an intranet needs analysis?

An intranet needs analysis is a systematic process used to determine the specific requirements, functionalities, and goals of an intranet within an organization. 

This process typically involves gathering detailed information from various users to understand their needs, preferences, and pain points related to internal communication, knowledge management, collaboration, and resource sharing. 

The primary purpose of this evaluation is to identify and prioritize the features and capabilities that will make the right intranet an effective tool for the organization.

Why conduct an intranet needs analysis?

Conducting an intranet needs analysis is crucial for any organization planning to implement or upgrade its intranet. This analysis helps you understand the specific requirements and challenges your organization faces, ensuring that the intranet platform you choose aligns perfectly with your business goals and employee needs.

Helps identify business objectives

By understanding what you aim to achieve with the intranet, whether it’s improving communication, enhancing collaboration, or optimizing business processes, you can tailor the intranet to meet these goals. This ensures that the intranet serves as a valuable tool rather than just another digital platform.

Example: If your goal is to improve team collaboration, the analysis might reveal the need for features like project management tools, shared calendars, and discussion forums. Knowing these requirements upfront helps in selecting or designing an intranet with the right functionalities.

Ensures understanding of user requirements

Your employees are the primary users of the intranet, so understanding their needs is critical. A needs analysis involves gathering feedback from employees across different departments and roles. This can be done through surveys, interviews, or focus groups. By doing so, you can identify common pain points, desired features, and potential usability issues.

Example: Employees might express a need for a centralized document repository to reduce time spent searching for files. Including this feature in the intranet design will directly address their needs and improve overall efficiency. 

Assesses current systems and processes

Understanding how the current systems work and where they fall short will inform the design of a more effective intranet solution. This involves looking at existing communication tools, document management systems, and workflows to identify gaps and areas for improvement.

Example: If your current communication tools are fragmented and lead to information silos, the analysis might highlight the need for integrated messaging and collaboration features in the new intranet. 

Helps prioritize features and budget

An intranet needs analysis enables you to prioritize features based on their importance and impact on business operations. It also helps in setting a realistic budget by understanding the costs associated with different features and platforms. This ensures that you invest in an intranet solution that provides the most value for your money.

Example: If budget constraints are a concern, the analysis might help you prioritize must-have features like secure access and mobile compatibility over less critical features, ensuring that essential needs are met without overspending.

Aids in planning for change management

Implementing a new intranet involves change, and a needs analysis helps plan for this transition. By understanding the current state and desired future state, you can develop a change management strategy that includes training, communication, and support for employees. This helps in ensuring a smooth transition and higher adoption rates.

Example: If the analysis reveals that employees are resistant to change, you can plan for additional training sessions and create a comprehensive communication plan to highlight the benefits of the new intranet. 

How to conduct an intranet needs analysis

Step 1: Establish objectives

• Define business goals. Define your intranet strategy and set clear business goals, such as improving internal communication or automating workflows. 
• In this case, objectives should be specific, measurable, attainable, relevant, and time-bound (SMART). For example, the objective is to reduce internal email traffic by 20% within the first six months post-launch, using the intranet as the primary tool for internal communications.
• Ensure that the objectives for the intranet are aligned with the broader organizational strategy. This ensures that the intranet supports overall business directions and priorities.

Step 2: Gather stakeholder input

• Identify stakeholders. Compile a comprehensive list of stakeholders from various departments and levels within the organization. Include everyone from executives to frontline employees who will use the intranet daily. 
• Develop a survey or interview format. Create a survey or set up interviews to collect input about the current challenges and expectations for the new intranet. The questions should aim to uncover pain points with current systems, desired features, and specific departmental needs. 
• Utilize workshops. Conduct workshops that allow stakeholders to participate actively in defining the intranet’s features and functionalities. This can also help in prioritizing the features that are most important. 
• Collect and analyze feedback. Gather all the feedback from surveys, interviews, and workshops. Analyze this data to identify common themes, unique departmental needs, and any gaps in current systems that the intranet could fill.

Step 3: Analyze user needs

• Segment users by role and department. Divide the users into groups based on their roles and departments. This segmentation will help in understanding the specific needs, workflows, and challenges of different user groups within the organization. For instance, frontline workers may require easy access to mobile-friendly tools, while office-based staff might prioritize knowledge sharing and document management capabilities. 
• Map user tasks and workflows. Detail the key tasks each user group performs and their daily workflows. This mapping helps identify how the intranet can improve efficiency, streamline communication, or integrate with other tools that users depend on. 
• Identify functional requirements. Based on the tasks and workflows, list the specific functionalities the intranet must have to support users effectively. For example, sales teams might need quick access to customer relationship management (CRM) tools and performance dashboards, while HR departments might prioritize easy access to employee records and benefit portals. 
• Determine accessibility needs. Assess any special accessibility requirements, such as for users with disabilities or those accessing the intranet from various devices and locations. Ensuring accessibility will improve user engagement and satisfaction.

Pro tip → Once user needs are thoroughly understood, prioritize them based on their potential impact on business operations and the strategic objectives outlined in Step 1.

Consider factors such as:

• Business criticality. How essential is a particular need for daily operations or for achieving business goals? 
• User impact. How many users are affected by this need, and what is the potential improvement in their productivity or satisfaction? 
• Feasibility. What are the technical and financial implications of addressing this need?

Related → How Employee Pulse Surveys Drive Engagement and Build a Better Workplace
 

Step 4: Assess current intranet

• Technical performance. Review the technical robustness of the current intranet, including speed, uptime, integration capabilities, and security features. This involves checking for any technical constraints that could affect the performance or scalability of the intranet. 
• Evaluate content and structure. Analyze the relevance, accuracy, and organization of the content currently on the intranet. Is the content up-to-date and easy to find? Does it meet the needs of the users? Content audits can help identify gaps or outdated information that needs to be addressed. 
• Usability and user experience (UX). Assess how easy and intuitive it is for users to navigate the intranet and find the information they need. This can include gathering data on user satisfaction through usability tests, heat maps, or analytics on page visits and interaction. 
• Feature utilization. Determine which features are being used frequently and which are underutilized. This insight can help decide whether to improve, replace, or remove certain features.

Step 5: Define technical requirements

• Assess software needs. Determine the type of software solutions required to build the intranet, considering whether to use off-the-shelf, customized, or completely bespoke solutions based on the specific needs identified. 
• Determine hardware requirements. Establish what hardware will be necessary to support the intranet effectively, including servers, networking equipment, and end-user devices if not already in place. 
• Specify system integrations. Identify all necessary integrations with existing systems, such as HR software, CRM systems, project management tools, and external databases, to ensure seamless operation and data flow. 
• Outline security protocols. Define the security measures needed to protect sensitive data and ensure compliance with data protection regulations. This includes secure access, encryption, data backup, and disaster recovery plans. 
• Plan for user access and authentication. Decide on user authentication methods (e.g., single sign-on, multi-factor authentication) and access control mechanisms to manage who can view or edit certain content or features within the intranet. 
• Consider scalability and flexibility. Plan for future growth and changes in organizational needs by ensuring the intranet architecture is scalable and flexible. This could involve choosing cloud-based solutions or modular architectures that allow for easy expansion or modification.

Step 6: Evaluate budget and resources

• Assess resource availability. Check the availability of the identified resources. This may involve negotiating timelines with service providers or adjusting project timelines based on the availability of key personnel. Also, include the initial development costs and ongoing expenses, such as maintenance, updates, and training. 
• Plan for hidden costs. Account for potential hidden costs, such as unexpected technical challenges, additional software licenses, and extra training sessions. Including a contingency budget can help manage these uncertainties. 
• Consider return on investment (ROI). This includes improved productivity, reduced communication costs, and other efficiency gains. An ROI projection helps justify the budget allocation and sets performance expectations. 
• Review and adjust. As the project progresses, regularly review the budget and resource allocation against actual expenditures and project milestones. This helps in making informed decisions on any necessary adjustments to stay within budget and resource limits.

Step 7: Compile findings and create a plan

• Develop a strategic plan. Based on the summarized findings, draft a strategic plan for the intranet project. This plan should outline the project scope, objectives, and deliverables. It should also detail the phases of the project, including timelines, milestones, and key performance indicators (KPIs). 
• Create implementation roadmap. Design a detailed implementation roadmap that lays out the step-by-step process for developing and deploying the intranet. Include timelines for each phase, such as design, development, testing, and rollout. 
• Allocate roles and responsibilities. Clearly define the roles and responsibilities of everyone involved in the project. Assign project managers, developers, content managers, and other stakeholders specific tasks and responsibilities to ensure clear accountability.

Intranet requirements checklist

General Requirements

• User-friendly interface. Ensure the intranet is intuitive and easy to navigate for all users. This includes clear menus, simple layouts, and accessible design elements that reduce the learning curve. 
• Mobile accessibility. The intranet must be accessible on mobile devices, providing a responsive design that adapts to different screen sizes for on-the-go access. 
• Scalability and flexibility. The system should easily scale with the organization’s growth and allow flexibility in features and user numbers without performance degradation.

Technical Requirements

• Integration with existing systems. The intranet should seamlessly integrate with existing platforms (like CRM, ERP, or HR systems) to enhance workflow efficiencies. 
• Security features and compliance. Must include robust security protocols, such as encryption and multi-factor authentication, and comply with relevant data protection regulations (e.g., GDPR, HIPAA). 
• Customization capabilities. Ability to customize features and interfaces according to specific organizational needs and preferences.

Content Management

• Easy content creation and management. Users should be able to create, edit, and manage content without needing technical expertise. This includes intuitive content editors and templates. 
• Document storage and sharing. The intranet should provide secure and efficient document storage solutions with version control, easy retrieval, and sharing capabilities.
• Search functionality. Powerful search tools that enable users to quickly find documents and content within the intranet.

Communication Tools

• Messaging and chat features. Real-time communication tools, such as instant messaging and chat, can enhance team collaboration and reduce email dependency. 
• Forums and discussion boards. Platforms within the intranet for hosting forums and discussion boards to foster community and shared learning. 
• News and announcement sections. Dedicated areas for company news, updates, and announcements keep everyone informed and engaged with organizational developments.

Collaboration Tools

• Project management features. Integrated tools to plan, execute, and track projects within the intranet. 
• Task tracking and workflows. Systems to assign, track, and manage tasks efficiently with capabilities to create custom workflows. 
• Team spaces and collaboration areas. Designated spaces that allow teams to collaborate effectively, share resources, and maintain project-related discussions and files.

User Support

• Training and onboarding resources. Comprehensive resources, such as tutorials, guides, and videos, to assist users in understanding and utilizing the intranet effectively. b Integrated support tools, such as helpdesks and FAQs, provide users with assistance and troubleshooting options. 
• User feedback mechanisms. Tools to collect and analyze user feedback on intranet usage and satisfaction to guide continuous improvement.

Essential functionality for an intranet solution

Communication tools

• News and announcements. A centralized space for sharing company-wide updates, ensuring that all employees stay informed about organizational news and events. This feature supports multimedia content and targeted messaging to specific departments or teams. 
• Messaging and chat. Real-time communication capabilities that support instant messaging, group chats, and the ability to share files within conversations. This feature is essential for fostering quick interactions and resolving questions or issues swiftly. 
• Discussion forums. Interactive platforms that allow employees to engage in discussions, share insights, and collaborate on ideas. These forums should support topic tagging, moderation controls, and customizable notification settings. 
• Alerts and notifications. Automated systems to notify employees of important updates, deadlines, or actions required. Customization options should allow users to select how and when they receive these notifications to avoid information overload.

Pro tip → With Workvivo, you can share information and centralize training all on a single cloud platform. 

Collaboration features

• Team spaces. Dedicated areas where project teams can collaborate, share files, and track project progress. These spaces should be customizable to reflect the specific needs of each team, including tools for scheduling and resource sharing. 
• Project management. Integrated tools that facilitate planning, tracking, and executing projects. Features should include task assignment, deadline reminders, status updates, and integration with calendars. 
• Document collaboration. Capabilities for multiple users to co-edit documents in real time, with changes tracked for review and rollback if necessary. This should also include permission settings to control document access. 
• Calendar and scheduling. Tools for managing team calendars, scheduling meetings, and setting reminders. Integration with external calendar services ensures seamless synchronization across devices and platforms.

Content management

• Document management. A robust system for storing, categorizing, and retrieving all types of documents. Features should include tagging, advanced search capabilities, and version control to manage document revisions. 
• Version control. Mechanisms to track changes to documents and revert to previous versions when necessary. This ensures that the latest information is always available while preserving historical data for accountability. 
• Content creation. Tools that allow users to easily create and publish various types of content, including internal blog posts, wikis, and newsletters. Rich text editors and customizable templates enhance the user experience. 
• Search functionality. A powerful search engine that enables users to quickly locate documents, discussions, and colleagues within the intranet. Advanced filters and full-text search capabilities enhance the effectiveness of this feature.

User management

• User profiles. Detailed profiles that include contact information, department, role, and expertise. Profiles should be searchable to facilitate connections and collaboration within the organization. 
• Access control. Role-based permissions which govern access to information and features within the intranet. This ensures that sensitive information remains secure and accessible only to authorized personnel. 
• Single sign-on (SSO). Integration with enterprise authentication mechanisms to allow users seamless access to the intranet without multiple logins, enhancing both security and user convenience.

Social features

• Social networking. Features similar to social media functionalities, such as liking, commenting, and sharing posts. This creates a more engaged and interconnected workplace culture. 
• Employee recognition. Systems for recognizing and rewarding employees’ achievements, which can be integrated with performance management tools. 
• Community building. Features that support the creation of interest-based groups or forums, enabling employees to connect over shared interests beyond work-related tasks.

Mobile accessibility

• Responsive design. Ensures that the intranet is usable on any device, adapting the layout to fit different screen sizes and orientations. 
• Mobile app. A dedicated app that provides optimized access to intranet features from mobile devices, making it easier for employees to engage and stay connected on the go.

Integration capabilities

• Third-party integrations. The ability to connect with external applications, such as CRM, ERP, and HR systems, creating a seamless workflow and data exchange. 
• APIs. Open APIs that allow for custom integrations, enabling organizations to tailor the intranet to specific needs and integrate with new tools as required.

Analytics and reporting

• Usage analytics. Tracks how employees use the intranet, identifying popular content and areas for improvement. 
• Performance metrics. Dashboards that display key performance indicators related to collaboration, communication, and content engagement. 
• Custom reports. The capability to generate tailored reports that help measure success and guide decision-making processes.

Customization options

• Branding. Options to customize the look and feel of the intranet to align with corporate branding, including logos, color schemes, and layout designs. 
• Layout and design. Flexible design options that allow for the customization of user interfaces and navigation structures to meet the specific usability needs of the organization.
• Custom workflows. Tools to create and implement custom workflows that automate routine processes and adapt to the unique operational needs of the organization.

Security features

• Data encryption. Ensuring all data transmitted and stored within the intranet is encrypted to protect against unauthorized access. 
• Compliance. Features that ensure the intranet meets regulatory requirements relevant to the organization’s industry, such as GDPR for data privacy or HIPAA for healthcare information. 
• Audit logs. Detailed logs that track user activity within the intranet, critical for security audits and compliance monitoring.

Support and training

• Helpdesk. A built-in support system where users can raise issues or seek help. This should include a ticketing system and options for live support. 
• Training resources. Comprehensive onboarding materials, video tutorials, and user guides that help new users navigate the intranet effectively. 
• Community support. Forums or communities within the intranet where users can ask questions, exchange tips, and share best practices.

Ready to transform your workspace? Choose Workvivo for your intranet needs

Imagine a central hub where every employee, regardless of their role or location, stays connected, engaged, and informed. Workvivo does exactly that, transforming the way your organization communicates. 

When you deploy Workvivo, you’re not just installing software; you’re creating a vibrant community. The platform offers seamless integration with existing tools, ensuring you don’t have to toggle between apps. It’s designed to be intuitive, meaning everyone in your organization can jump right in without a steep learning curve.

Plus, Workvivo brings your company culture to life. With features like social feeds, employee shout-outs, and company-wide updates, it ensures that every voice can be heard and celebrated. 

Experience firsthand how Workvivo can transform your workplace. See the features in action and understand the potential impact on your team’s communication and collaboration. Request your demo now!