SharePoint as a platform for information and collaboration

Historically, four parallel intranets had developed within the ALH Group, each with different information, structures and objectives. Due to decentralised maintenance of content in the divisions, there was no uniform level of information within the ALH Group. Fundamental digital editorial processes were inadequately supported.

The results of a survey revealed that a large proportion of employees perceived the intranet as ‘non-transparent and user-unfriendly’: ‘You have to know exactly where to look’.

Due to the use of four historically grown intranets, the ALH lacked a central, transparent place to share and search for information. Each of the four intranets contained different information, in different structures and with different objectives. This decentralised structure caused dissatisfaction among employees and made it difficult for them to find information.

In this context, ALH consolidated the existing intranets into a modern, future-proof and group-wide uniform intranet. SharePoint team rooms were set up as virtual workspaces for departments and organisational units as early as May 2019. The introduction of SharePoint 2016 as the group's leading collaboration platform was completed with the go-live of the intranet in September 2019. The subject-related content created in the team rooms was seamlessly integrated into the intranet's editorial processes, enabling the intranet editorial team and specialist departments to work hand in hand to ensure that the information on the intranet is up to date, user-friendly and process-driven.

To increase the acceptance of the new intranet, adesso developed and implemented a training concept (editorial planning and content creation). After the new intranet went live, adesso provided continuous maintenance and further development services.

The technological approach of relying exclusively on future-proof cloud frameworks for implementation, despite the local SharePoint, makes it significantly easier to switch to SharePoint Online at a later date. In addition to the intranet and collaboration solutions, various specialist applications in areas such as knowledge management, process documentation and work guidelines were implemented on the basis of SharePoint and successfully put into operation. The aforementioned architecture requirements and intranet integration approaches were also taken into account in these projects in order to ensure a high level of user acceptance and the greatest possible cloud readiness at the same time.

Preparations are currently being made to migrate the entire SharePoint 2016 farm to SharePoint SE.

In order to provide ALH Group employees with the latest technologies and functionalities at all times, the first concepts for the new ‘Intranet Online’ based on SharePoint Online are already being developed.

The solution was therefore ‘4 become 1!’ The existing intranets were to be replaced in favour of a modern, future-proof and group-wide uniform intranet.

In addition to the new intranet, further specialised applications (including work guidelines, group guidelines, process documentation) were mapped with the aim of facilitating communication and collaboration and accelerating processes. Furthermore, team rooms based on SharePoint sites were designed.

The new intranet ensures that content is up to date through a comprehensible and structured presentation in a contemporary design, and thus serves as a central medium for internal communication, information and processes. This sustainably promotes transparency within the group.

The user experience has been significantly improved by the user-friendly, intuitive and standardised operating method within the SharePoint implementation. The acceptance and use of the new intranet has increased thanks to an integrated, central search function (search centre) across the intranet, team rooms and specialist applications.