Filed under: Content management, Intranets, SharePoint, Usability
The classic texts of project management outline the importance of initial planning and design activities. While they only consist of 10-30% of the project, they lay the groundwork for everything to come.
This is no different in the world of SharePoint intranets. Quite the contrary: with the breadth of SharePoint, and the effort and cost often required, it’s even more important to start with a clear plan.
(Read more about SharePoint intranet project planning, and other best practices, in our new report, Best practices for SharePoint intranets.)
Based on our experience across many organisations, this is our rule of thumb:
Spend 10-15% of the budget of SharePoint intranet projects on planning and design.
What does this mean in practice? Let’s explore a range of projects at different scales, with some example activities (these lists are not compreshensive):
Small, mostly out-of-the-box deployment
Total spend: $25k
10-15% on planning & design: $3.5k
The goal is to deploy a simple intranet using out-of-the-box SharePoint capabilities wherever possible, using configuration rather than development or customisation. Software licenses may be minimal, with external developer support around deployment and setup.
Planning and design activities should include:
- determine an overall scope (what will the intranet do?)
- confirm what SharePoint functionality will be most useful and successful
- learn lessons from past intranet projects
Medium-sized corporate intranet
Total spend: $150k
10-15% on planning & design: $20k
A typical intranet project, deploying SharePoint as the platform for a redesigned corporate intranet. Core SharePoint features are supplemented with development to deliver key capabilities. Typically involves a mix of publishing and collaboration.
Planning and design activities should include:
- uncover and confirming staff needs
- determine an overall intranet strategy and scope
- develop a concrete project plan (beyond just technical aspects)
- select key SharePoint functionality required
- target customisation and development activities
- apply best-practice techniques to determine navigation and design
- establish simple but effective governance and ongoing management
Strategic intranet project
Total spend: $500k
10-15% on planning & design: $75k
Larger intranet projects, either deploying SharePoint in big organisations, or aiming to go beyond a “standard” intranet. Significant amounts of customisation and development will be used to meet specific business needs, and to provide a strong foundation for future growth. Significant use of all aspects of SharePoint, including integration with other systems.
Planning and design activities should include:
- create a common vision amongst all stakeholders
- determine an overall intranet strategy and scope
- create a roadmap for short- and long-term activities
- establish pilots for leading-edge features
- conduct a full user-centred design process for the intranet
- establish the best project team
- build in-house intranet expertise and knowledge
- execute a change management and adoption plan
- establish robust governance
- draw on global intranet best practices
10-15% of planning doubles the business benefits
While getting the technical deployment of SharePoint right is obviously crucial, the best implementation in the world is worth nothing if it misses the mark when it comes to business and staff needs.
To often, implementation starts before the most basic of questions are answered (such as: what will the intranet actually do?). Without an overall vision, plan and scope, it becomes very difficult to make the hundreds of practical decisions that are involved in deploying a SharePoint intranet.
For this reason, this is our experience:
The 10-15% spent on design and planning doubles the business benefits delivered by a SharePoint intranet project.
Time and time again, we’ve seen a small amount of up-front planning and design work have a huge impact on SharePoint intranet projects. The project progresses faster, with less stress and uncertainty, delivering a result that works well for staff and the business.
We do the 10-15%
Step Two have been the leading experts in the intranet space for over a decade. Our role is to know what works (and what doesn’t), and to provide practical methodologies for intranet teams to follow.
In a SharePoint project, we don’t deploy or write code (there are plenty of people who do). Our role is to work with or alongside the geeks, providing the 10-15% of planning and design activities that ensures project success.
We draw on our unique experience, insight into intranet projects across hundreds of organisations, and a clear understanding of the SharePoint platform. Bringing this together, we provide the techniques, answers, examples and screenshots that maximise the value of SharePoint investments.
We can also provide ongoing support, to keep things on track, and to see the project through to a successful conclusion.
Want to know more? Get in touch
Related posts: