Client
Deidentified
Technologies
SharePoint Intranet
Organisation size
Large
Industry
Public Sector
Context
Our client, a public sector organisation working in a highly regulated service environment, needed stronger internal systems to help staff stay informed, find the right information quickly, and remain connected through a period of transformation. As the organisation grew and prepared for significant change, its intranet could no longer keep pace.
The existing LiveTiles-based platform was ageing, difficult to navigate, and no longer fit for purpose. To better support people across multiple locations, the organisation needed a modern SharePoint Online intranet that could become a trusted place for policies, updates, tools, and resources — accessible wherever staff were working.
Engage Squared was engaged to redesign and implement the intranet on SharePoint Online, helping the client retire LiveTiles, simplify access to information, and create a more reliable digital hub for staff communication and productivity.
Challenge
The legacy intranet was making it harder for staff to find information, stay informed, and work efficiently. Content was fragmented, search was unreliable, and employees in different roles and locations did not always have easy access to the tools and updates they needed. The organisation needed a clearer, more trusted intranet that could support day-to-day work and help staff navigate change.
Key challenges included:
• Outdated technology and poor user experience: The old LiveTiles platform had an unintuitive interface, inconsistent navigation, and limited search functionality. Staff often struggled to find policies, forms, and updates, turning to email or shared drives instead. This reduced confidence in the intranet as a central source of information.
• Fragmented content: Key procedures and templates were spread across different systems, creating uncertainty about where to find the latest information. Limited content governance meant outdated materials remained available, making it harder for staff to know what to trust.
• Limited engagement: Low adoption was compounded by poor mobile access. Staff working away from the office could not easily access information on the go, making the intranet less useful for the people who needed fast, reliable access most.
• Strategic deadline: The client needed to retire its LiveTiles intranet by the end of 2024. The new intranet also had to be ready to support communications around major policy and operating changes, leaving little room for delay.
Solution
Engage Squared designed and delivered a modern SharePoint intranet that gave staff a clearer, more reliable way to access information, connect with updates, and stay aligned during change. The solution balanced user needs, Microsoft 365 capability, and practical governance so the intranet could be maintained and improved over time.
We took a holistic, people-first approach that brought together research, design, technology, content, and change management. This ensured the new intranet was not just technically sound, but genuinely useful for staff in their everyday work.
Key elements of our solution included:
User-centred design and research: We started by understanding what staff needed from the intranet. Employees from a range of roles took part in interviews and focus groups, giving us insight into pain points, priorities, and common tasks. Clickable prototypes allowed staff to test the proposed navigation and features before build, helping ensure the final design reflected real workflows.
Modern SharePoint implementation: We rebuilt the intranet on SharePoint Online and Microsoft Viva Connections, using standard Microsoft 365 capabilities and proven design patterns to support speed, maintainability, and long-term ownership.
Highlights included:
• Branded, mobile-responsive interface aligned with the organisation’s identity.
• Simplified mega-menu navigation and improved Microsoft Search, helping staff find content across the new intranet and connected systems.
• Engaging homepage with news, events, quick links, and Viva Engage integration to support connection and visibility across the organisation.
Information architecture and content migration: Content was reorganised into clear hub and departmental sites, supported by practical taxonomy and metadata. Redundant or outdated pages were removed, and core content was rewritten so information was easier to understand and maintain. Migration was carefully planned and verified to reduce disruption and ensure key resources carried over correctly.
Governance and training: A semi-decentralised publishing model gave content owners responsibility for maintaining their areas, with central governance to support quality and consistency. Engage Squared trained content owners, provided an administrator guide, and set up analytics to help the client monitor usage and continue improving the intranet after launch.
Stakeholder engagement and change management: A cross-functional working group provided input, reviewed designs, and helped champion adoption. We supported launch with teaser communications, webinars, Q&A clinics, and post-launch support, helping staff feel prepared and confident from day one.
Results
The new SharePoint intranet has given the client a clearer, more sustainable way to connect staff with the information they need. It brings policies, updates, tools, and resources into one modern hub, improving access, trust, and day-to-day communication across the organisation.
Modern, mobile-friendly intranet: Staff can now find the information they need faster, whether they are in the office, working remotely, or accessing updates on the go.
Improved findability and engagement: Clearer navigation and improved search make it easier for staff to locate content, reducing reliance on email and shared drives.
Consolidated and more reliable content: Outdated and duplicated materials were removed, creating a more trusted source of information for staff.
Empowered staff and stronger governance: Content owners can now maintain their sections with greater confidence, supported by clear governance, training, and usage insights.
On-time delivery supporting organisational change: The intranet launched ahead of major policy and operating changes, giving the client a stronger communication channel when it needed one most.
The result is a more connected, confident workforce with a trusted intranet that can grow with the organisation.
