1. Review representative tasks.
Ask staff what they need to find or complete, using safe examples. Include different devices, locations and access needs.
Process
Plan the employee tasks before choosing the platform.
The first review identifies useful content, its owner and the people who need access.
2. Review content and access.
Identify current sources, duplicate documents and publishing owners. Agree staff groups and which material is restricted.
3. Build a focused first area.
Create clear navigation, useful search and one complete internal task where needed. Preserve useful existing systems rather than copying everything into a new portal.
4. Test with intended users.
Try real questions, missing search results and mobile or keyboard use. Check restricted documents and a request that cannot be completed normally.
5. Hand over the publishing work.
Explain review dates, corrections, archive rules and support. Name the people responsible for content, access and technical maintenance.