Building that team might seem daunting, but with the right strategy—and a little insight from our own experience—you can create one that drives sustained success. In this insight article, we’ll walk you through some key considerations, strategies, and answers to frequently asked governance-team questions. Whether you’re just starting to form your governance team or looking to refine it, these insights will help set you on the path toward creating an intranet that works for your organization long-term. 

The size of your intranet governance team can vary depending on several factors, such as your organization’s size, complexity, and global reach. For most organizations, a core governance team of 5-9 dedicated members strikes the right balance between efficiency and the ability to address strategic, content, and technical needs. However, larger organizations with global operations or highly complex intranets may require extended teams or subgroups to ensure comprehensive coverage. Regardless of size, the core structure remains similar, with team members focusing on key areas like content strategy, user experience, and technical support. 

Before you assemble your team, it’s important to recognize the critical role your intranet governance team plays in shaping the overall success of your intranet. This team is responsible for maintaining a cohesive, user-centric experience, ensuring content is fresh, relevant, and aligned with organizational goals, while also addressing any technical challenges. They’re the backbone that keeps the intranet running smoothly and ensures it evolves with the needs of your business. 

Think of this team like your favorite band: everyone’s got a role, and when they play together, magic happens. Here’s your lineup: 

• This is your lead singer, the one everyone looks to for direction. 

• They’re responsible for the big picture: What’s the intranet’s purpose? How does it align with company goals? Why does it still take three clicks to find the HR forms? 

• They’re the editors, the storytellers, the keepers of all things fresh and accurate. 

• With 2–3 people in this role, they’ll work with departments to make sure content is relevant and not just another PDF no one ever opens. 

• While these managers are part of the core team, they often coordinate with a much larger network of content contributors across the organization. 

• Your guitarists and drummers—quietly making sure everything runs like a well-oiled machine. 

• Roles here include solution architects (think infrastructure masterminds) and developers (front-end and back-end) to handle updates, integrations, and the occasional “Why is the site down?” panic. 

• The core IT specialists often work alongside a wider group of tech teams responsible for broader systems and support. 

• Optional but game-changing. This person makes sure the intranet doesn’t just work—it works beautifully. 

• Bonus: They’ll run usability tests to make sure employees don’t feel like they need a map and a flashlight to find what they need. 

The person who makes sure deadlines are met, budgets are kept, and no one loses their mind in the process. Think of them as your band manager—they handle the logistics so the creative types can shine. 

The one who says, “Yes, let’s fund this thing,” and keeps everyone accountable. They don’t need to show up to every rehearsal (aka meeting), but their backing makes it all possible. 

Great question! The intranet governance team plays a critical role in driving the success of your intranet. They are responsible for overseeing content quality, ensuring user engagement, and aligning the platform with business goals. This team’s job is to keep the intranet dynamic, ensuring it adapts to the changing needs of your employees and the organization, while keeping the user experience smooth and intuitive. 

So what does that look like in action? Here’s the list of tasks that truly elevate your intranet: 

• Set the vision. Why does your intranet exist, and how will you measure its success? 

• Create policies for content, workflows, and compliance. 

• Update content, fix tech glitches, and ensure everything works seamlessly. 

• Integrate the intranet with other tools like HR platforms or collaboration software because ain’t nobody got time for siloed systems. 

• Monitor analytics to see what’s working and what’s not. 

• Listen to employee feedback (even if it’s just someone saying, “Can we NOT have Comic Sans in the header?”). 

• Tackle a backlog of improvements so the intranet stays fresh and functional. 

The honest answer? It varies. But here’s the makeup of some teams we’ve work with: 

• Global Pharmaceutical Company (50,000 employees): A small core team of 4–7 members from communications and IT manages their intranet, supplemented by external agencies for user experience and design. 

• Global Technology Company (22,000 employees): A larger team of 16–33 members, including product owners, UX researchers, and chatbot developers, ensures the platform remains innovative and technically advanced. 

• Retail Organization (64,000 employees): A team of eight integrates roles like a product owner, IT managers, and a communications manager, ensuring both technical stability and employee engagement. 

No matter the industry, the formula is the same: clear roles, collaboration, and just enough people to get the job done without turning meetings into endless debates about fonts. 

Managing your intranet is a team effort, and success starts with a few simple yet powerful practices. 

Assigning roles like product owner, content manager, and solution architect ensures everyone knows their part in maintaining and improving the intranet.

Your intranet will evolve as your company grows. Adopt an agile product team model to continuously improve the platform through regular updates.

Include representatives from IT, HR, and Communications to ensure the intranet reflects the needs of all employees. 

Don’t hesitate to bring in outside agencies for specialized tasks like content migration, advanced development, or user experience research. 

Use analytics and feedback to guide enhancements, ensuring your intranet stays relevant and valuable. 

Building a governance team might not be the flashiest part of your intranet project, but it’s absolutely essential. This team is the foundation that keeps everything running smoothly, aligning your platform with organizational goals, and ensuring your intranet continues to evolve with the needs of your employees. With the right people in the right roles, you’ll be able to create an intranet that isn’t just a tool, but an experience your employees actually want to use.   

Remember, success doesn’t happen overnight. It takes clear roles, cross-functional collaboration, and a commitment to continuous improvement. By following these best practices, you can set your intranet up for long-term success and keep it running at its best. So, don’t wait—start building the team that will transform your intranet today.  

Need help building the perfect intranet governance team or optimizing your platform? Contact us today, and let our experts guide you through the process, ensuring your intranet becomes a valuable resource for your entire organization.