Modern Intranet Solutions with Microsoft SharePoint: Guide Part 1

Part 1 of our guide shows how modern intranet solutions improve communication and collaboration in companies. Microsoft SharePoint offers a flexible platform that adapts to employee needs and business goals. Benefits include centralized information management and real-time collaboration. Extensions such as Omnia or Mozzaik365 increase the performance of SharePoint despite certain customization limits.

In today's digital working world, modern intranet solutions play a key role in the success of companies. They serve as a hub for communication, collaboration, and knowledge sharing. Microsoft SharePoint has established itself as a powerful platform for the development of modern intranets and offers companies the opportunity to create a user-friendly and efficient digital working environment.

Analysis of the Requirements for Modern Intranets

Developing a modern intranet requires a careful analysis of requirements to ensure that it meets the needs of employees and the goals of the company. An effective intranet serves as a digital gateway into the company and forms the center of the digital workplace ¹. To design a successful intranet, companies need to consider various aspects.

Understanding employee needs

A modern intranet should focus on the needs of employees. In order to understand these, it is advisable to create personas for the most important user groups ². These personas represent typical intranet users such as new employees, knowledge workers or sales representatives. By researching and talking to representatives of these groups, valuable insights into their information requirements can be gained.

Another effective method is to convene a key user group with employees from different departments. These can provide significant insights into what is missing or difficult to learn in the current intranet ². According to a survey, 70% of intranet users want better usability for increased productivity ³. This underlines the importance of an intuitive user interface.

Define business goals

When defining the business objectives for the intranet, it is essential to align them with the overarching corporate objectives. Each intranet objective should serve at least one of the following business objectives ¹:

Distribution of up-to-date information (communication)
Involve employees (interaction)
Sharing structured information (knowledge)
Offer practical benefits (services)

To achieve these goals, the intranet should offer various functions. These include personalized company news, a comprehensive search function, an extensive employee directory and social functions such as liking, commenting and sharing posts ⁴.

Consider technical framework conditions

Technical aspects must also be taken into account when planning the intranet. One important requirement is accessibility. Not all employees have a fixed computer workstation. Alternative access options should be provided for production employees such as screens on the production floor or an employee app for private smartphones ³.

The integration of essential services is crucial for the daily use of the intranet. Services such as meal plans or vacation requests should be integrated into the intranet. By using the Microsoft Power Platform, such services can be implemented in an automated and resource-efficient manner ³.

Modern intranet solutions such as Omnia Intranet and Mozzaik365 offer standardized functions that facilitate and stabilize use. During implementation, these applications are individually configured to the company's requirements in order to obtain a customized solution in the corporate design ⁵.

An iterative approach to implementing the intranet is recommended. A step-by-step introduction with planning and test phases of 2–3 weeks each can ensure that the intranet is developed in line with user requirements and functions smoothly when it is delivered ³.

SharePoint as the Basis for Modern Intranets

SharePoint has established itself as a powerful platform for the development of modern intranets. As part of the Microsoft 365 suite, it offers companies the opportunity to create a user-friendly and efficient digital working environment ⁶. In recent years, SharePoint has evolved significantly and is increasingly able to keep pace with newer platforms ⁷.

Screenshot Microsoft SharePoint — *SharePoint Intranet*

Advantages of the SharePoint platform

SharePoint offers numerous advantages for companies that want to set up a modern intranet:

Central platform: SharePoint facilitates collaboration between teams and departments by providing a central platform for the exchange of information and documents ⁶.
Real-time collaboration: Tools such as shared document editing and chat functions with MS Teams enable quick feedback and better communication between team members ⁶.
Cost efficiency: Time and costs are reduced through the automation of work processes and the optimized flow of information ⁶.
Integration: SharePoint integrates easily with CRM, ERP, BI and ITSM systems, enabling enterprise-wide search and continuous business processes ⁸.
Mobility: The intranet with Microsoft SharePoint can be used on the move and from any location ⁶.
Adaptability: SharePoint is adaptable and scalable depending on the company's internal needs ⁶.

Limits and challenges

Despite its strengths, SharePoint also has some limitations:

Design options: In terms of design, SharePoint is not as open as other platform solutions. Simple branding is possible, but the classic SharePoint interface remains recognizable ⁷.
Technical adaptations: The standard is often not sufficient to meet the individual requirements of an intranet. Technical adaptations and in-house developments are often necessary, which causes additional costs and maintenance effort ⁷.
Interaction options: In order to map interaction beyond comments and likes, additional Microsoft applications such as Yammer or Viva Engage and Teams must be integrated and, if necessary, additionally licensed ⁷.
Mobile use: Although SharePoint can be used on mobile devices, the user experience is often worse than on desktop devices ⁷.

Extension with PnP Webparts

Some SharePoint weaknesses just mentioned can be improved with external extensions. PnP (Patterns and Practices) web parts offer a solid basis for the introduction or further development of an intranet ⁹. They allow a high degree of flexibility when customizing the menu and offer features such as a multilingual translation mechanism between pages ⁹.

Comparison with other intranet solutions

Compared to other intranet solutions, SharePoint offers a number of advantages:

Integrated solution: As part of Microsoft 365, SharePoint is fully integrated into the company's IT landscape ⁷.
Versatility: SharePoint can be used to create both static company information and work materials for team collaboration ⁷.
Mobile access: Mobile access works via the SharePoint app, which creates the basis for a "bring your own device" concept ⁷.

This is exactly where products like Omnia and Mozzaik365 come in. They close the weak points of SharePoint with their solution offerings.

Omnia

Omnia Intranet is an intranet out of the box solution for SharePoint & Microsoft 365/Office 365, which is used by companies worldwide.

In the Clearbox ranking, Omnia has been awarded the title "Intranet Choice Europe" as one of the best intranet products for SharePoint and Microsoft 365/Office 365 for seven years in a row ¹⁰.

Omnia's strengths include the features and controls available to create and manage a compelling site. Administrators are offered a wide range of configuration controls to provide employees with customized experiences. The end-user experience is elegant and contemporary and meets the requirements of WCAG 2.1 and EN301 549. Users can easily interact with each other via native community functions.

Mozzaik365

Mozzaik365 is a SharePoint online extension that enables companies to transform their SharePoint intranet into a true digital workplace ¹¹.

With 50 Mozzaik365 extensions, companies can create more functional and design-oriented communication, collaboration, and knowledge management areas ¹¹. The main functions include:

Unified experience: Access all tools and SharePoint sites from a single navigation bar ¹¹.
Application launcher: Centralization of quick links for easy access to frequently used tools ¹¹.
Site factory: Creation and simple replication of SharePoint site templates ¹¹.
Social network wall: Integration of social media feeds into the company's SharePoint sites ¹¹.
Employee directory: View the company's organizational chart and easily contact colleagues ¹¹.

These enhancements make SharePoint an even more powerful basis for modern intranets that meet the diverse requirements of today's companies.

Part 2 of this guide looks at how to design an effective information architecture and give tips on how to encourage employee engagement. We will also look at self-service features and ways to measure and optimize intranet usage. By integrating Microsoft 365 tools such as Microsoft Teams, companies can build a comprehensive digital ecosystem for their employees.