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Intranet · Research and IA

An intranet that you actually use daily

I redesigned WTV company's intranet while introducing role-based dashboard to improve work efficiency and productivity of the employees.

  • Information architecture
  • Research
The redesigned WTV intranet: What's New, Quick Links to Teams, Figma, Mailchimp, Monday.com and Gusto, Resources, a calendar and active project boards, with the brand identity kit and search bar floating beside it.
Role
UX designer
Team
3 UX designers (including me)
Timeline
April 2026
Result
Stakeholder validation

My role

  1. /01Led user research — planned the interview guide, conducted all four generative interviews, and adapted methodology to work without direct intranet access, reconstructing behavior through self-reporting.
  2. /02Led research synthesis
  3. /03Led information architecture
  4. /04Built the component library — established the shared token system and reusable patterns that gave both role-based dashboards a consistent, governable foundation.

The problem

WTV's intranet failed to support search, file collaboration, brand asset access, project visibility, and tool routing — so employees stopped using it entirely, each building their own workaround, costing the team billable hours, introducing version control risk, and leaving every new hire with no reliable starting point.

The old intranet, annotated: navigation overload in a long sidebar; a role-blind interface where all roles see the same screen; no search anywhere; and no actionable entry point, since the main area is a full-bleed brand splash with no tasks, files or tools.

Design Challenge

How might we help employees find what they need faster—without requiring them to understand how the intranet is organized?

Opportunity

The challenge wasn't simply to make the intranet "look better." It was to reduce the hidden cost of searching, switching, sharing, and re-authenticating that employees experienced every day.

Solution

Solution

Screen recording: the search bar at the top of the new dashboard, in use.

Now search is constant at the top of the dashboard

Screen recording: Monday.com, Teams and Figma open from the dashboard's Quick Links without a separate log-in.

Now everyday tools are available within the dashboard, no need for authentication and log in

Screen recording: brand assets opened from the dashboard instead of copied from Figma.

Now employees do not need to copy paste for brand assets from Figma

The intranet existed — employees just stopped using it.

Overview

WTV Consulting's employees had stopped using their intranet entirely — so they built their own systems to replace it.

Illustration: a browser window crowded with tabs and a bookmarks bar full of tool icons.

Employees had to switch between numerous tabs to complete a single task, fragmenting their workflow and consuming valuable time that should have been spent on client work.

Illustration: a crossed-out magnifying glass among scattered folders and files with names like Client_Pitch_FINAL3 and Project_Overview_Draft.

Finding one document became a time-consuming search

Diagram: a Figma brand library in the centre, with arrows to the many decks, reports and web pages where its logos and colours were copied by hand.
Employees had to repeatedly copy and paste brand colors from Figma whenever they created or updated materials

Users response about the current intranet

  • No search bar -forced to maintain a personal SharePoint

    "I believe that there's no search bar and you really have to look for scroll through the internet in order to see what I'm looking for."

  • Bookmarked every tool in Chrome

    "It would be nice if I don't have to bookmark all of those and just log in and everything is already there."

  • Copy-pasted assets from Figma each time

    "We haven't had one place for people to find — we've just had to adapt."

Strategic Shift

From an intranet organized around where information lived to an intranet organized around what employees need to accomplish.

Before: the old sitemap, a long row of navigation items each branching into deep lists of pages.

Organized around the site's structure 16 navigation items → multiple levels → search → resource

After: the new sitemap, with a homepage dashboard holding global actions (search, profile, quick create) above four pillars: Operations, Growth & Clients, All Projects, and People & Culture.

Organized around how employees search for information - 4 business pillars → relevant tools & resources → task

Ideation

Using AI for rapid exploration for understanding design direction

Design

Reducing the hidden cost of searching, switching, and re-authenticating by designing a role-based dashboards for CEO, Contractor and internal employees

Give employees a starting point

Internal employee dashboard: company news and announcements, quick access to the handbook, store and benefits, Quick Links, Resources, a calendar, active project boards and My Tasks.

Internal employee

Contractor dashboard greeting "Good morning, Damien!", with a training video library, quick access, Quick Links, Resources, a calendar, project boards, My Tasks and What's New.

Contractor

CEO dashboard: What's New, Quick Links, Resources, a calendar, active project boards, My Tasks, and Revenue Target and Goals with sales performance, the yearly financial goal and the client pipeline.

CEO

Final Screens

Final Screens

Case Study Archive: a gallery of pitching collateral, each card tagged FinTech with a View Full Case Study button.
Brand Identity Kit: colour palette, logo repository, and typography systems for marketing and social media.
Stationery Hub under Growth & Clients: presentation templates, official stationery and digital assets, each with a Download Template button.
Campaign Templates: campaign briefs and newsletters to download, and a list of client outreach email series.
A news article, "New Office Expansion: San Francisco Location", with related updates in a side column.

1 / 5Case Study Archive

Component Library

Component Library

Components exported from Figma: Company Update Cards and Document Grid View, three variants each, and a Template List View.

Impact

What Users said about it

The redesign replaced a cluttered 16-item vertical navigation and one-size-fits-all portal with a streamlined horizontal navigation, role-based dashboards, a persistent tool launchpad, and a governed brand library—giving every user a clear, relevant entry point into the intranet while reducing time spent searching for information, switching between tabs, and asking colleagues for files they should have been able to find themselves.

“It's a fantastic intranet design! The information architecture is highly intuitive and offers a user-friendly experience; it will greatly enhance the team's productivity.”
Two colleagues high-five at a laptop table. Cards over the photo read "Now onboarding of new hire is 10x faster" (accessible HR docs, onboarding video, personalized dashboard) and "The tool launch pad removed the tab fatigue" (unified access to tools, visibility of project ownership, calendar integration).
Completion of primary task flow
100%
Combined avg. across both tasks
28.9s
User Flow TESTED
2
“I think it looks intuitive... it's easy to navigate and with the instructions it's easier for me to find things.”

Lessons

Lessons

Great UX Balances Business Goals with User Advocacy

A successful intranet must balance everyday worker efficiency with company compliance by embedding corporate objectives, like brand consistency and structured onboarding, directly into the natural path of user workflows.

Stakeholder Alignment Powers Seamless Execution

I learned that continuous, transparent stakeholder alignment is what ultimately transforms competing organizational demands and creative design concepts into a collaborative, successfully completed reality.

Looking for sticky notes and empathy maps?

An affinity map of sticky notes in four clusters: feedback and confirmation clarity, visual hierarchy and information prioritization, balance visibility and clarity, and navigation structure and wayfinding.