Company Intranet Portal Implementation for Enhanced Internal Communication and Collaboration

Implemented a company-wide intranet portal to enhance internal communication, streamline resource accessibility, and improve employee engagement across multiple locations. The portal centralized essential functions like meeting room reservations, leave tracking, and company updates, resulting in a 90% adoption rate within three months and fostering a more connected workplace.

HR Leadership
HR Branding
Internal Communications

Company

CTM

My Role

Head of Human Resources

Year

2016

1. Background & Context

As our IT company grew to 150 employees across the headquarters and two remote locations, we faced challenges in internal communication, resource accessibility, and employee engagement. Important company updates were scattered across emails and chats, employees struggled to find contact information, and meeting room bookings were often mismanaged. A centralized digital workspace was needed to improve collaboration and efficiency.

2. Objectives

  • Develop a company intranet portal to serve as a platform for company-wide communication, information sharing, and collaboration.
  • Enhance internal communications and engagement across all locations.
  • Provide essential features, including:
    • Meeting room reservation tool
    • Leave of Absence calendar
    • Interactive contact list & org chart
    • Company news & event hub
    • Additional resources to support daily operations and culture-building.

3. Scope & Stakeholders

Scope
  • Design and implement a user-friendly, accessible intranet for all employees.
  • Ensure the intranet integrates seamlessly with existing IT infrastructure.
  • Gather input from all departments to ensure relevant features and functionality.
Stakeholders
  • HR, IT, and Marketing Departments (Core project team)
  • Senior Leadership (Strategic direction and approval)
  • All Employees (End users contributing feedback and testing).

4. Approach & Methodology

Phase 1: Research & Requirement Gathering

  • Conducted employee surveys and focus groups to identify key needs.
  • Benchmarked intranet solutions used by similar-sized companies.
  • Defined the feature set and functional requirements.

Phase 2: Design & Development

  • Worked closely with the IT team to ensure system compatibility and security.
  • Partnered with the Marketing team to design an engaging and intuitive user interface.
  • Developed and tested key features, ensuring seamless navigation and usability.

Phase 3: Implementation & Rollout

  • Launched a pilot version with early adopters for feedback.
  • Refined features based on real-time user insights.
  • Rolled out company-wide with a training and awareness campaign.

Phase 4: Adoption & Engagement

  • Encouraged participation with interactive tutorials and live demos.
  • Established a content management strategy to ensure ongoing updates and relevance.

5. Results & Impact

  1. Improved internal communication: Employees had instant access to news, events, and company-wide updates.
  2. Enhanced productivity: Reduced time spent searching for information, booking meeting rooms, and coordinating leave requests.
  3. Stronger company culture: The portal fostered transparency, collaboration, and a sense of community across locations.
  4. High adoption rates: Within the first three months, ~90% of employees actively used the intranet.
90%

of employees actively used the intranet

High adoption rates: Within the first three months.

Recommendation

"Tatiana and I worked together for about three and a half years. I was fortunate to participate in various projects with her, both in the role of an equal participant, and in the role of a project manager. This work was mainly related to hiring employees in the CTM, many of which are now among the best specialists in the company.

Also, together with Tatiana, we managed to put the foundation and, together with the rest of the team, to create the CTM corporate Web portal, which was so much needed by the company. Many times we had to plan together and take part in the organization of corporate events aimed at improving the team spirit within the company.

With pleasure, I want to note that working with Tatiana as a professional and as a person has always been interesting, productive, and enjoyable."

‍

Dimitr Andreev
Head of Strategic Management at CTM