Launching an internal portal is a major milestone. In IT, we know that building the system is only half the battle. How, when, and why people actually start using it shapes whether it delivers value over time. For teams in large organizations, especially those managing dozens of tools and departments, intranet adoption does not happen automatically. It takes real planning.
If we are preparing to roll out or upgrade a SharePoint intranet this spring, now is the time to focus on how users interact with it, not just how it looks or what it contains. With the right support structure, we can avoid low engagement and create a tool that works the way our teams already do. Training, internal champions, and constructive change management are not extras. They form the foundation for long-term use. As experienced SharePoint intranet consultants, we have observed these approaches improve adoption rates in both IT settings and company-wide.
Missing the Mark: Why Intranet Tools Often Go Ignored
It is easy to think that if we build a good portal, people will use it. In reality, intranets often go unused when they fail to meet people where they are.
Common issues include:
- Employees unsure what the intranet is for
- Too many features launching at once with no clear guidance
- Legacy tools still active, leading to patchwork workarounds
- No roadmap to help teams connect their daily work with the new system
We cannot rely on good design or feature lists. To close the gap between intention and usage, we must make sure our intranet looks useful, feels familiar, and becomes a natural part of how people already work. The challenge of adoption often lies not in the technology itself but in how effectively it fits into day-to-day routines. Without clear connections to daily work, even the most advanced intranet can end up ignored.
Start With Adoption in Mind: Training That Works
It is not just about showing people how to use the intranet. The aim is to make it feel useful from the first click, which means shifting our focus from explaining every feature to highlighting only what is needed at the moment.
What has worked well for IT teams includes:
- Giving users a brief tour focused on their usual workflows
- Providing built-in tutorials, screen recordings, or help pop-ups directly in the interface
- Using internal use cases rather than generic scenarios
- Introducing tools in layers, with follow-ups for advanced features when users are ready
Effective training ties into what people do weekly. When we build onboarding this way, adoption grows naturally as habits begin to form. Anticipating common questions and potential stumbling blocks lets us address concerns before they slow down engagement. Hands-on demonstrations and real-time walkthroughs can help bridge the gap between unfamiliarity and confident usage, especially when examples tie directly to existing projects or responsibilities.
Let Power Users Lead: Picking and Supporting Intranet Champions
Some team members already excel at organizing content and helping others find information. These power users make strong champions who can influence how their teams accept and use the intranet.
Here is how to support them:
- Give them early access and a voice in shaping the setup
- Offer targeted training focused on content management and site updates
- Encourage their feedback, and act on it
- Recognize their help through mentions in team meetings or small perks
When champions discuss the intranet positively in chats, during onboarding, or while solving issues, that enthusiasm spreads. People are more likely to use a tool teammates enjoy and trust. Giving champions a platform to share their best practices can also help spark new ideas and innovative uses in other teams. Official recognition or small incentives can further motivate these key influencers and sustain their engagement, ensuring continued peer-to-peer support during and after launch.
Managing the Human Side of Change in IT Environments
Change, even when positive, can feel like a disruption. Clear communication about what is changing and why helps bring people on board.
To keep things progressing smoothly:
- Share the purpose behind the change and how it fits with broader IT goals
- Present a simple rollout timeline with key dates and what to expect
- Be transparent about what tools are being replaced or phased out
- Use relatable examples from everyday digital workflows, such as consolidating storage or simplifying approval chains
Acknowledging what users are leaving behind allows them to accept what is coming next. By addressing anticipated concerns and offering reassurance about support resources, leadership can reduce resistance and foster a sense of partnership throughout the transition. Communicating how changes align with larger organizational strategies or solve pain points experienced by staff also builds a compelling case for change.
Keep Momentum Going After Launch
Achieving initial adoption is one challenge. Maintaining it requires consistent effort. We can reinforce engagement by keeping updates small and visible.
Develop a feedback loop with:
- Monthly check-ins with teams or department leads
- Visible updates like intranet banners or a simple update log
- Highlight wins broadly (for example, “this saved 20 minutes per request last week”)
- Make it easy to share suggestions using simple comment forms
When users see their feedback reflected in the system, trust and usage increase at the same time. Highlighting recent improvements or user-submitted enhancements shows that the intranet remains dynamic and user-centered. Regular communication helps teams stay aware of new features and encourages continued use, preventing a gradual drift back to old habits or alternate tools.
Building an Intranet People Will Actually Use
A SharePoint intranet only delivers value when it integrates with real work, not just as a place to store links and documents. For IT teams in Montreal, turning strategic goals into daily value is key.
We specialize in integrated and electronic document management and bring expertise in change management and user training for SharePoint intranets. Our projects help organizations achieve long-term user engagement by leveraging Microsoft 365, SharePoint, and Azure to support strategy and daily collaboration. When teams can rely on their intranet for fast access to the latest documents, quick responses to support requests, or streamlined approvals, productivity flourishes and frustrations are reduced. Consistent usage results from a careful blend of relevant content, intuitive design, and continuous support.
When training is effective, champions are active, and change timelines are clear, there is no need to require the use of the intranet. People choose to use it because it delivers results. The strongest systems are not only well-constructed but are supported at every step. This leads to better adoption, improved workflows, and fewer support tickets in the future.
Partner With SharePoint Intranet Experts in Montreal
When your IT team in Montreal is preparing to roll out a new portal or boost engagement on your current one, shifting the focus from tools to habits helps a SharePoint intranet succeed. As experienced SharePoint intranet consultants, we align training, content, and ownership strategies so your team uses what is in place. At Alcero, we work closely with you to design engagement plans that fit your workflow needs. Tell us what your rollout strategy requires and we will help you find the right solution.