Even the best intranet technology won’t guarantee a successful migration if your people aren’t on board. Intranet projects are as much about change management as they are about IT.
Winning over stakeholders – from top executives to everyday employees – is essential to ensure your intranet migration goes smoothly. With the right approach, you can turn skeptics into supporters and drive high adoption of the new platform.
For senior leadership and executives, an intranet migration isn’t just a technical upgrade – it’s a business decision. To win their support, frame the migration in terms of business value and ROI. Communicate a clear vision of how the new intranet will address current pain points (e.g., poor communication, lost productivity searching for information) and contribute to strategic goals. Explain how improved tools will boost productivity or engagement – for instance:
“Employees spend an average of 5 hours a week searching for information on the old intranet. The new intranet’s better search and organization could recapture most of that time.”
Be upfront about the investment needed but also highlight the cost of doing nothing. An outdated intranet drains efficiency (and can even pose security risks if unsupported).
Share a high-level project plan and timeline to demonstrate that the migration is well-planned and achievable. When executives see a clear ROI and a solid strategy, they’ll be far more inclined to green light the project and champion it.
Executive buy-in is crucial, but it’s not enough. For a truly smooth migration, involve influential people from across the organization from the outset. Create an intranet working group or steering committee that includes department heads, IT and HR representatives, and a few keen end users.
Bringing these voices into the project early has two benefits: it ensures the new intranet will address real needs from different departments, and it creates a built-in team of champions who will advocate for the intranet among their peers.
Invite these stakeholders to share their requirements and concerns during planning. Show them how their input shapes the project. When people feel heard and see their ideas incorporated, they take ownership of the intranet’s success. They’ll also help spread positive buzz (“I saw the new intranet in testing – it’s going to make our lives easier!”), which can preempt resistance down the line.
To get everyone on board with the new intranet, create a proactive change management plan. Start by clearly communicating why the change is happening and how it benefits employees. Let staff know early that a new intranet is coming and highlight improvements they can look forward to – for example, easier access to information, better collaboration tools, and a more modern user experience.
Use multiple channels to build excitement – send teaser emails, show a quick demo at a staff meeting – and address concerns upfront (for example, reassure everyone that all important content will be carried over and they’ll get the training they need).
Speaking of training, plan ample support. Organize how-to workshops or webinars and prepare quick reference guides. Appoint “intranet champions” in each department – enthusiastic colleagues who can help answer questions and encourage their teams to use the new site.
Also set up a simple channel for employees to ask questions (for example, a dedicated chat or Q&A forum) and respond promptly to their feedback. By supporting people and showing you’re listening to their input, you’ll greatly increase their willingness to embrace the new intranet.
When the new intranet goes live, keep the momentum going. Start by sharing early quick wins to build confidence in the new system. For example, if one department quickly sees a benefit – HR updates policies faster, or Sales finds information more easily – let everyone know. Celebrating these small victories (and milestones like hitting a high login rate in the first week) shows that the migration is delivering value.
Be ready to support users and fix issues quickly. Set up a helpdesk or chat channel for intranet questions, and respond promptly to any problems that come up. If some teams are slow to adopt, offer extra training or guidance. And if a feature isn’t working right, let everyone know you’re on it and update them when it’s fixed.
Stay responsive and flexible: keep gathering feedback and make improvements where you can. When people see their input leading to positive changes, they’ll feel heard and become even more invested in the new intranet.
Need help driving intranet adoption? Our team specializes in change management for digital workplace projects. Reach out for a consultation to get expert guidance on winning over stakeholders and tailoring a migration strategy that fits your organization’s culture.
With the right stakeholder support, your intranet migration won’t just be smooth – it will be a springboard to a more connected and productive workplace.
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