If you’ve ever launched a SharePoint site, you probably know the frustration: you build it, upload content, send out the link… and then no one uses it. Weeks later, your team is still sharing files by email or in chat, and your shiny new intranet feels like a ghost town.
The truth is, building a SharePoint site isn’t just about adding web parts and uploading documents. It’s about creating a digital workplace that people actually want to use.
Here are five practical steps to make your SharePoint site indispensable to your employees.
1. Start With Employee Needs, Not Features
Too many intranets fail because they’re built around what the IT team thinks is important, rather than what employees need every day.
Ask: “What’s the first thing you’d want to see when you open our intranet?”
Gather feedback from different departments. HR might need a space for policies, while Sales may want quick access to presentations.
Prioritize daily-use content over “nice-to-have” features.
When people can find what they need quickly, they’ll keep coming back.
2. Keep Navigation Simple
If employees get lost, they won’t return. Your site should feel intuitive:
Use plain language in menus (“Forms,” not “Organizational Resources”).
Limit main navigation to 5–7 top-level items.
Put frequently used links front and center on the homepage.
Think of your intranet like a storefront — employees should be able to “shop” for information in seconds.
3. Add Content That’s Always Up to Date
Nothing kills adoption faster than outdated content. If employees see old announcements or broken links, they’ll assume the site is unreliable.
Assign content owners for each section.
Post regular updates, even small ones (e.g., weekly team highlights).
Remove or archive stale content.
Consistency builds trust, and trust drives usage.
4. Make It Engaging
A SharePoint site doesn’t have to be boring. A few small touches can transform it from “static” to “sticky.”
Add a newsfeed or announcements section.
Use images, videos, and quick links instead of walls of text.
Highlight people as well as documents — employee spotlights, birthdays, or wins.
If the site feels alive, employees will treat it as part of their daily workflow.
5. Roll It Out the Right Way
Even the best site will flop if the rollout isn’t handled well.
Do a short demo in a team meeting.
Send quick “how-to” videos or cheat sheets.
Encourage managers to model usage (if leaders use it, employees will follow).
Celebrate small wins — like hitting 100 logins in the first week.
Adoption is a change-management process, not a one-time event.
The Shortcut: Don’t Start From Scratch
Building a SharePoint site that employees actually use doesn’t have to take months of trial and error.
That’s why I created the Fast-Track Intranet Setup Kit. It includes:
Step-by-step instructions to set up your SharePoint intranet quickly
30+ ready-to-use templates for communication, policies, training, and more
A rollout checklist to make sure employees actually adopt it
You don’t need an IT department or a consultant — just follow the kit, and you’ll have a functioning intranet your team will use every day.
Click here to check it out now.
Final Thought
A SharePoint intranet isn’t just about technology — it’s about people. If you focus on clarity, relevance, and ease of use, you’ll create a site your employees not only use but rely on. And with the right tools, you can get there faster than you think.
