Intranet Design Checklist - 2026

Designing an intranet is like building a home. Before breaking ground to lay the foundation, you need to have a blueprint in place and invite everyone who will live in that house to share their dreams and ideas.

Likewise, before starting the development of an intranet, you should involve your future intranet users from the very beginning. Their voices and aspirations help create a space where everyone feels welcome, heard, collaborates, and is inspired to contribute.

To ensure your intranet is aesthetically appealing, functional, and engaging, you can follow this comprehensive checklist:

1. Meet Stakeholders and Define Your Sitemap

Begin by meeting with stakeholders across departments. This step is crucial for gathering requirements, understanding different needs, and ensuring buy-in from all areas of the business. Use these discussions to create a sitemap that outlines the structure of your intranet.

If you need ideas and don’t know where to start, please browse through our ready-to-install templates. You can even pick and choose different components from each design to create your own custom design.

2. Establish Branding Elements

Consistent branding helps employees connect with the intranet. Decide on your company’s branding colors, logo, and preferred font. While fonts can be optional, a unified look and feel will make the platform more professional and recognizable.

We at SharePoint Designs help you visualize your end product in a minute by using our DIY design tool. Provide your theme color and upload your logo; your custom intranet design is ready in seconds.

Find the link below for quick access: DIY Design Tool

You can even download the designs to discuss them with your stakeholders. It may not be 100% perfect, but it will definitely provide you with a good starting point.

3. Select High-Quality Visuals

As the adage goes, "A picture is worth a thousand words”. Where appropriate, incorporate high-quality images.

Why do Images Matter?

• 90% of the information processed by the human brain is Visual.
• Good images enhance user experience & engagement.
• Poor images can make designs feel inauthentic & untrustworthy.

Best Practices for Selecting Images:

1. 𝗥𝗲𝗹𝗲𝘃𝗮𝗻𝗰𝗲 & 𝗖𝗼𝗻𝘁𝗲𝘅𝘁: Align images with the message
2. 𝗔𝘂𝘁𝗵𝗲𝗻𝘁𝗶𝗰𝗶𝘁𝘆: Avoid overly staged or artificial-looking photos
3. 𝗖𝗼𝗻𝘀𝗶𝘀𝘁𝗲𝗻𝗰𝘆: Maintain a uniform color, tone, & style
4. 𝗤𝘂𝗮𝗹𝗶𝘁𝘆 & 𝗥𝗲𝘀𝗼𝗹𝘂𝘁𝗶𝗼𝗻: Use high-quality, sharp images
5. 𝗟𝗶𝗰𝗲𝗻𝘀𝗶𝗻𝗴 & 𝗖𝗼𝗽𝘆𝗿𝗶𝗴𝗵𝘁: ALWAYS check usage rights
6. 𝗖𝘂𝘀𝘁𝗼𝗺𝗶𝘇𝗮𝘁𝗶𝗼𝗻: Adjust colors, crop, or add overlays to match branding.

4. Clearly State Vision, Mission, and Values

Dedicate a section, preferably in the welcome banner, to your organization’s vision, mission, and values. This not only informs new employees but also reinforces company culture for everyone.

Why is it important?

• Creates a shared sense of purpose by reminding employees of common goals.
• Guides decision-making by acting as a compass for daily actions.
• Strengthens culture by reinforcing a sense of belonging and pride.
• Supports onboarding and engagement by helping employees understand the organization’s identity.
• Boosts motivation and inspiration by showing the bigger picture.

5. Pick out the Home Page Components

Plan the components or web parts that will appear on your intranet home page. Consider features such as personalized welcome messages, news feeds, celebrations, quick links, frequently used documents, and calendars to ensure the homepage provides maximum value.

We have a catalogue of web parts that can be on your homepage.

6. Estimate the Number of Subpages

Outline how many subpages your intranet will have. This helps keep the information architecture manageable and ensures content doesn’t become disorganized or overwhelming.

Why is it important?

• Prevents information overload on the home page.
• Prevents clutter by keeping the intranet organized and easy to navigate.
• Helps plan a clear information hierarchy from the start.
• Ensures balanced content distribution without overwhelming users.
• Makes future updates and maintenance simpler.

In our DIY Design link, you can find the designs for the subpages Departments, Employee resources, and  Policies & Procedures pages.

Please check the link below:
https://www.sharepointdesigns.com/diy-intranet-designs/design-2

Using this simple and easy-to-use checklist, you’ll be well-equipped to design an intranet that is both user-friendly and aligned with your organization’s goals.