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Today, collaboration and communication within organisations have become crucial. Intranets play a key role in this transformation, providing a centralised space where employees can access resources, share information and collaborate on projects. Among the many solutions available on the market, Microsoft’s SharePoint stands out as a versatile and powerful platform for creating a tailor-made intranet. This article will guide you step-by-step through the creation of an intranet with SharePoint, focusing on best practices for successful implementation tailored to each structure.

What is SharePoint?

Definition

SharePoint is an online collaboration platform developed by Microsoft. It is designed to facilitate content management, information sharing and collaboration within organisations. It functions as the central hub of your organisation, a place where important resources are at your fingertips, projects take shape and communication flows smoothly.

Integration into the Microsoft 365 ecosystem

SharePoint is much more than just a document storage space. Here are some of the key features the platform offers:

• Document management : At the heart of SharePoint is the ability to create, store and share documents securely. The solution not only enables documents and folders to be shared via secure links, but also provides version tracking and approval processes for enhanced document governance.
• Shared calendars: The platform includes calendars that can be shared and synchronised with team members, making it easier to plan and coordinate tasks.
• Discussion forums: SharePoint includes discussion forums and comment areas to encourage communication and the sharing of ideas within the team.
• Project management: With tools such as task lists and dashboards, SharePoint makes project management easier by providing an overview of tasks, deadlines and responsibilities.
• Customisation: Customisation is one of SharePoint’s strengths, which can be extended thanks to add-on modules, automated workflows and advanced integration with other Microsoft tools such as Teams, Power BI and the Power Platform.
• Security and compliance: SharePoint offers robust security features, including role-based access control, data encryption and options for regulatory compliance.
• Advanced search: SharePoint’s search function is extremely powerful, enabling users to quickly find specific documents or information from a large amount of content.

In short, SharePoint is a comprehensive platform that offers a wide range of functions to meet the collaboration and information management needs of modern organisations.

Why choose SharePoint for your intranet?

Advantages of SharePoint

• Easy integration with Microsoft tools: SharePoint integrates easily with other tools in the Microsoft suite, such as Microsoft Teams, Office 365, Power BI and the Power Platform. This integration ensures a seamless user experience and enhanced productivity.
• Robust security: SharePoint offers advanced security features, including role-based access control, data encryption and options for regulatory compliance.
• Flexibility and customisation: The platform is highly customisable, enabling organisations to adapt it to their specific needs.
• Real-time collaboration: SharePoint facilitates real-time collaboration, enabling teams to work simultaneously on documents and projects.
• Efficient content management: with features such as versioning, metadata and workflows, SharePoint makes content management more organised and efficient.
• Advanced search: The search function is very powerful, helping users to quickly find the information or documents they need.
• Support and community: As a Microsoft solution, SharePoint benefits from solid technical support and a large community of users and developers.

Disadvantages of SharePoint

• Complexity: The platform can be complex to configure and manage, especially for large organisations with specific needs.
• Cost: Although SharePoint offers a free version, more advanced versions can be expensive, especially when you add extra functionality or add-on modules.
• Learning curve: For users who are unfamiliar with Microsoft products, there may be an initial learning curve.
• Performance: For large databases or organisations with a large number of users, performance problems can arise if the platform is not properly optimised.

In summary, SharePoint offers a host of advantages that make it a solid option for creating an intranet. However, it is important to consider the potential drawbacks and plan accordingly to maximise the benefits of the platform.

Planning your SharePoint intranet

Needs assessment

Before diving into the creation of your intranet with SharePoint, it’s crucial to assess your organisation’s needs. Ask yourself the following questions:

• What are the intranet’s objectives (internal communication, project management, document sharing, etc.)?
• Who are the end users? (Employees, managers, specific teams)
• What features are essential (forums, calendars, content management)?
• What are the safety and compliance restrictions?

The needs assessment will help you define the scope of the project and identify the key functionalities that your intranet must have.

Choice of project team

The success of your intranet depends largely on the team that implements it. Here are some key roles to consider:

• Project manager: Responsible for coordinating all project-related activities.
• SharePoint Architect: SharePoint expert who will design the structure of the intranet.
• Developers: Those who customise and develop specific functionalities.
• System administrators: Responsible for server management and security.
• Key users: End-user representatives who will provide usability feedback and testing.

Make sure that every member of the team has a clear understanding of their responsibilities and the objectives of the project. A good team can make all the difference to the success of your SharePoint intranet.

Careful planning and a well-chosen project team are therefore key to creating an effective and efficient intranet with SharePoint.

SharePoint installation: Online vs On-Premise

When considering installing SharePoint, it’s important to understand that there are two main versions: SharePoint Online and SharePoint On-Premise. Each offers distinct advantages, but at Qwerio we prefer and recommend SharePoint Online for its simplicity and numerous benefits.

SharePoint Online

SharePoint Online is a cloud-hosted solution that significantly reduces the complexity of installation and maintenance. Here’s why we recommend it:

• Rapid implementation: SharePoint Online eliminates the need to configure a server infrastructure, enabling you to go live almost immediately.
• Reduced maintenance: Microsoft manages the infrastructure and ensures that the platform is always up to date and secure.
• Accessibility: Hosted in the cloud, SharePoint Online can be accessed from anywhere, enabling remote working and mobility.
• Cost: With a subscription model, you only pay for what you use, which can be cheaper than maintaining an on-site infrastructure.

Installing SharePoint Online is easy:

1. Subscribe to an Office 365 plan that includes SharePoint Online.
2. Log in to the Office 365 portal with an administrator account.
3. Go to the SharePoint section of the administration portal to start configurer votre site.

SharePoint On-Premise

SharePoint On-Premise is the traditional version that requires installation on your own servers. Although we recommend SharePoint Online, it is important to know the installation steps for the On-Premise version for those who prefer to keep their infrastructure in-house:

• Assessment of hardware and software requirements: Check that your servers meet the specifications required by SharePoint.
• Architecture planning: Determine the topology of your intranet, including the number and role of servers.
• Network configuration: Prepare firewalls, load balancers and other network components.
• Data backup: Make a backup of your data before starting the installation.
• Administrative accounts: Create the necessary accounts with administrative rights for the installation.

Installing SharePoint On-Premise is more complex and requires ongoing management, but may be appropriate for organisations with specific customisation or security requirements.

Initial configuration of your SharePoint intranet

Basic parameters

Once you have installed SharePoint, the first step is to configure the basic settings for your intranet. Here are a few things to consider:

• Site name: Give your intranet a meaningful name to make it easier to identify.
• URL: Configure the URL that will be used to access the intranet.
• Language: Choose the language(s) to be used.
• Time zone: Set the time zone according to the location of your organisation.
• Site templates: Select a site template to suit your needs (for example, a team template for collaboration or a communication template for a larger site).

Security

Security is a crucial aspect of any intranet installation. Here are some steps to take:

• Authentication: Configure the type of authentication to be used (Windows authentication, SSO, etc.).
• Permissions : Assign roles and permissions to different users and groups.
• Security policies: Set up policies for password management, access to sensitive data and access control.
• Backup and recovery: Set up backup and recovery plans in the event of data loss or other incidents.
• Update and maintenance: Schedule regular updates and security checks to keep your system up to date.

By following these steps, you will lay the foundations for a secure and functional intranet with SharePoint.

Customising your SharePoint intranet

Themes and designs

One of the great advantages of SharePoint is its ability to be customised according to your organisation’s needs and preferences. You can start by choosing a theme that matches your corporate identity. SharePoint offers a variety of predefined themes, but you can also create your own:

• Colours and fonts: Adapt the colours and fonts to match your corporate identity.
• Logo and header: Add your company logo and a customised header to reinforce your brand identity.
• Layout: Choose a layout that makes it easier to navigate and access important information.

Widgets & plugins

SharePoint also allows the integration of various widgets and plugins to enhance the functionality of your intranet.

• Calendars and diaries: integrate calendars to keep track of events, meetings and deadlines.
• Forums and discussions : Add spaces for team discussions and company forums.
• Project management: Use project management plugins, such as Kanban boards or Gantt charts.
• Analytics: Integrate analysis tools to monitor the performance of your intranet and user engagement.

By customising your SharePoint intranet, you can create a working environment that is not only functional, but also engaging for your employees.

Setting up an intranet with SharePoint is a strategic move for any organisation in search of efficiency and modernity. By following the steps described in this article, from assessing needs to customising the workspace, businesses can now take advantage of this powerful platform to create a collaborative, secure and scalable working environment. SharePoint is proving to be a powerful ally in digital transformation, connecting employees, facilitating communication and centralising essential information.

Now that you have the keys to creating an intranet with SharePoint, find out how to manage it effectively in our dedicated article: Managing a SharePoint intranet effectively .

💌 Do you have any questions? Our experts can help you on the subject! Don’t hesitate to contact us.