The Importance of Intranet Planning and What Happens When You Don't

Intranet planning has always mattered, but as 2026 begins, it’s clearer than ever that an intranet without a strategy is a missed opportunity. Whether you’re rolling out a new platform or refreshing an existing one, good planning isn’t optional, it’s the foundation of a successful digital workplace.

At its best, an intranet connects people, enhances day today working practices and processes, and becomes the central place employees go for information, collaboration, and culture. But when planning is rushed or over looked, the opposite can happen: confusion, low adoption, and a platform that slowly becomes irrelevant and costly.

We all know the frustration of a site that’s hard to use or hasn’t been updated in months. These aren’t random problems, they’re symptoms of missed planning opportunities. Let’s explore why planning matters, the risks of skipping it, and how your organisation can set up an intranet that really works.

Why Planning Matters

In a modern workplace, the intranet is more than just a file repository. It’s where employees:

•  Find accurate information quickly

• Collaborate with colleagues across locations

•  Access tools, resources, and updates

• Stay informed about organisational priorities

• Feel connected to culture and community

Without planning, it’s easy to end up with a “digital filing cabinet” instead of a hub that supports work and engagement. Planning ensures your intranet aligns with organisational goals, supports hybrid working, and addresses the needs of all types of employees, including deskless or frontline teams.

Common Pitfalls of Skipping Intranet Planning

1. Strategy takes a back seat to technology

Many organisations jump straight to tools and features without defining what the intranet needs to achieve. Without a strategic vision, tech choices become guesses — and tools without purpose rarely deliver value.

2. Ignoring user needs

Skipping the discovery phase can be disastrous. Surveys, workshops and interviews aren’t nice-to-have; they’re essential to understanding the problems employees face daily. Otherwise, you risk building something that looks good but doesn’t solve real workplace challenges.

3. Neglecting usability

Even the most feature-rich intranet fails if employees can’t navigate it easily or find what they need. Poor search functionality, complex navigation, and inconsistent content structure all stem from inadequate planning.

4. Overlooking change management

Introducing a new intranet without preparing employees is like handing someone a car without teaching them to drive. Communication about purpose, benefits, and training is essential to adoption and engagement.

5. No ownership or governance

Without clear content ownership and governance, intranets quickly become messy. Stale pages, broken links, and inconsistent content undermine confidence and engagement. Planning ahead ensures roles, responsibilities, and review cycles are in place.

6. Treating launch as the finish line

An intranet is a living platform. Launch day is just the beginning. Ongoing maintenance, measuring usage, and incorporating feedback are crucial to ensure it continues to deliver value long after rollout.

Real-world consequences of poor intranet planning

•  Employees bypass the intranet entirely and rely on email or messaging apps for critical information
• Duplicate or outdated content leads to mistakes and wasted time
• Low engagement metrics make it harder to justify ongoing investment in the platform
• Frustrated staff feel disconnected, and adoption drops off quickly

These problems aren’t just inconvenient, they directly impact productivity, communication, and organisational culture.

The benefits of thoughtful intranet planning

When you invest time in planning, your intranet becomes more than a portal, it becomes a platform that actually helps people work smarter.

A well-planned intranet:

• Supports hybrid and mobile workforces
• Improves engagement by meeting user needs
• Helps build culture and belonging
• Drives productivity by connecting information, people, and tools
• Ensures content is accurate, relevant, and well maintained
• Enables measurement so you can keep improving

Good planning also helps you anticipate future needs, ensuring the intranet can scale with your organisation and adapt as ways of working evolve.

Practical Steps for Better Intranet Planning

• What outcomes do you want to achieve? Improved communication? Stronger culture? Faster task completion?
• Understand users: Conduct surveys, focus groups, or interviews to gather insights on employee needs
• Plan content and structure: Create a content strategy, taxonomy, and governance plan
• Consider technology wisely: Choose platforms and tools that support your goals and integrate well with existing systems
• Engage stakeholders: Get buy-in from leadership and involve teams across the organisation
• Plan adoption and change management: Communicate clearly, train employees, and provide ongoing support
• Measure and iterate: Track engagement, gather feedback, and continuously improve.

Join Our Webinar: Intranet Planning Essentials: What You Need to Know for 2026

Good planning doesn’t happen by accident, it’s purposeful, strategic, and focused on both users and organisational goals. That’s exactly what our upcoming webinar will help you do.

In Intranet Planning Essentials: What You Need to Know for2026, we’ll share practical guidance on:

• How intranets are evolving to support hybrid and remote working
• A tried-and-tested planning methodology you can apply in your organisation
• Real-world examples of successful intranet planning
• Inspiring ideas to help you connect and engage your entire 

📅 Thursday 26th February@ 10:00–10:45am

📥 Register now to secure your spot and receive your login details.