Summary
The University of Leeds faced a challenge familiar to many higher-education institutions: fragmented communication channels that made it difficult to keep staff and students aligned. To address this, the university partnered with Silicon Reef to design and launch a modern SharePoint intranet — a central hub for news, updates, and collaboration.
At a glance:
- Who: University of Leeds, one of the UK’s largest universities.
- Challenge: Decentralised communication and low visibility of key updates.
- Solution: A tailored SharePoint intranet designed for higher-ed needs.
- Results: Stronger internal communications, higher engagement, and a centralised digital workplace.
This project demonstrates how SharePoint can transform communication in higher education when combined with thoughtful design, governance, and adoption strategies.
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Communication Challenges at University of Leeds
The University of Leeds is one the UK’s largest universities, with over 9,000 staff and 39,000 students. Ranked in the top 75 universities in the world, University of Leeds prides itself on its desire to make a difference in the world.
‘Universal Values, Global Change’ is the University strategy for 2020 to 2030. Digital transformation is a core component of the strategy, with an aim to use technology to improve ways of working.
As part of the digital transformation, the Internal Communications team commissioned an external review of their communications channel mix. The review highlighted several issues with the comms channel landscape, which included a public facing website, other public channels like X (Twitter), and a sprawl of ungoverned SharePoint sites.
The University identified a need to consolidate their channels into one dedicated internal communications platform with an improved, consistent user experience. So, they approached Silicon Reef to help deliver their vision for a new SharePoint intranet;
An employee-centric channel for relevant tools, resources and expertise that provides employees with the information they need to do their jobs, empowers them to perform at their best, fosters connection across the University and helps all employees understand how they can contribute to the University’s strategic objectives.
A SharePoint Intranet Solution for Higher Education
The University of Leeds already had access to Microsoft 365, but the tools weren’t being maximised for internal comms. The University agreed a SharePoint-based solution represented best value for money. Plus, a SharePoint foundation would allow the University to layer on other collaboration and communication tools, like Viva Engage.
The goal was to reach MVP status, and prepare the University for the future with a solid platform from which to build. We helped University of Leeds design and build a modern intranet using SharePoint Online and our SharePoint add-on tool, Beacon for enhanced branding and personalised ‘quick links’.
Before starting the build, we ran a series of in-person and virtual workshops, focus groups and surveys with employees from across the University. We validated and expanded the findings from the channel audit, and uncovered the pain points the new intranet needed to solve.
Running in-person activities helped us really get to know the University and its employees, and generated excitement and buy-in around the new intranet.
We provided detailed recommendations based on the University’s unique needs, which helped us craft a new intranet that connected, informed and inspired employees.
Single Source of Truth
Consolidating multiple internal comms channels into one was the core driver of the intranet project.
Using public facing channels made it difficult for internal comms to communicate freely with employees, with the information available for the whole world to see. Many employees were relying on e-mail, e-news and word of mouth – only 38% used the existing ‘For Staff’ and SharePoint sites for updates.
The new intranet is a centralised hub that is the home of internal comms. Employees now have one channel that can be relied upon to provide them with news and announcements, important information and updates from around the University.
We live in an information age: in today’s world, the ability to quickly handle and share information is essential for our everyday lives. This is particularly relevant in a university environment where knowledge exchange is core to what we do.
Our new intranet is essential to the University’s strategy, our community and our progression. For the first time, staff have a dedicated channel of news and information.
Easy Access to Personalised Tools
Finding links to other work-related platforms and tools was the number one reason employees visited the old ‘For Staff’ site. But, it was a poor user experience. The old staff website had a long list of text links to other platforms, making it hard for individuals to find the ones important to them.
Using our product Beacon Links, employees can now curate a personalised view of the tools and apps that matter to them. Employees can access their tools from anywhere on the intranet in just a few clicks.
As well as better personalisation, Beacon Links will save employees time and deliver a better user experience
Easy Access to Information & Policies
Being able to easily access important information, like HR policies, was the second most common reason employees visited the ‘For Staff’ area. However, employees reported that having policies in PDF format was inaccessible, especially for those relying on mobile devices.
We built a new Policy Hub which brings the content of each policy directly onto the SharePoint page, without having to download a PDF. The new Policy Hub acts as a jumping off point to easily find different policies from across the University, and offers a much more accessible experience for employees across all devices.
Consistent, Engaging Branding
The University did have some existing SharePoint sites, but the experience was disjointed. The internal comms team at the University had a good idea of how they wanted their new intranet to look, but it wasn’t possible with SharePoint’s out-of-the-box features. We used our SharePoint design tool Beacon to give the University of Leeds a consistent, on-brand design across all their sites.
Beacon allows site owners to easily deploy new sites that follow brand guidelines within bespoke template designs.
Plus, content owners can choose from a wider range of layouts to present content like news and FAQs in a more engaging way.
Highly Searchable
Not being able to easily find content was a big blocker for employees. With content split across multiple channels, people couldn’t easily find the information they needed. Existing search functionality offered a poor experience, with employees being served irrelevant and outdated results.
Only 24% of employees said they could easily find the information they needed to do their job, yet 94% said it was extremely important.
By bringing everything under one roof, we were able to make content and information from across the University easy to find with SharePoint’s comprehensive search functionality.
We ensured documents and files were stored and labelled in a logical, search-friendly manner. By following SharePoint best practices in information architecture and folder structure we created a system that will allow University of Leeds to maintain a clean, tidy and easy-to-search platform.
Improved Governance & Ownership
Outdated content was another barrier to trust in the old intranet system. But, finding who owned each site or piece of content was a challenge.
As part of the University’s bespoke page design template, we included a Content Owner label. This means everyone has visibility into who is responsible for maintaining and updating each site.
Easy to Maintain
As with many IT teams, the technical team at University of Leeds are time poor and responsible for lots of different IT systems. There was concern amongst the team about being responsible for looking after a platform they were not experts in.
We provided training to the in-house IT team and helped upskill them with their SharePoint knowledge. We also built the new intranet in a way that requires limited technical know-how and is easy to manage, limiting the time required to maintain the site.
Trialling Viva Engage
One of the University’s core goals was to provide a solid foundation that would enable additional tools to be integrated in the future – like Viva Engage.
Previously Yammer, Viva Engage was used across pockets of the University but there was no consistency or overarching strategy.
As part of the intranet project, we helped set up a Viva Engage community for intranet content owners. This became a shared space for 100+ employees to share best practices and ask for help. Many employees shared how valuable the community had become, and hoped it would continue past the launch of the new intranet.
By encouraging employees to use tools like Viva Engage as part of the intranet build, we were able to demonstrate its value and provide some best practices and examples of how it could expand across the University in the future.
It was a pleasure to work with Silicon Reef. To have their knowledge and expertise in developing a user-centred intranet using SharePoint was critical to our success. Embedding Silicon Reef’s Beacon software to lift the out-of-the-box features and the My Tools app to give users a choice of business applications to choose from have been an unexpected and very welcome bonus.
The Impact: How SharePoint Improved Communication at Leeds
We conducted a pre and post launch survey with staff at the University of Leeds. This helped us shape the areas of the intranet that needed most attention, and gave us some fantastic insights into the positive difference we’ve made.
%
increase on pre-launch
“The tools and information I need to do my job are accessible from one central location.”
%
increase on pre-launch
“I can quickly and easily find the tools and systems I need to do my job.”
%
increase on pre-launch
“It is intuitive and easy to use.”
%
increase on pre-launch
“It reflects our brand and looks aesthetically pleasing.”
%
increase on pre-launch
“Content is kept up to date.”
Simple to use, quick to browse, has a very vibrant news-focused homepage and is well-presented throughout. Looks as though most information I need is on one platform for the first time…ever!
Key Takeaways
- A well-designed SharePoint intranet can unify communication across large and complex higher-education institutions, creating a single hub for staff, researchers and academics.
- Tailoring intranet design to higher education needs — including governance, accessibility, and user engagement — is critical for adoption and long-term success.
- Success depends on more than technology: training, stakeholder involvement, and change management drive lasting adoption.
- The University of Leeds case demonstrates that a modern intranet can increase engagement, streamline updates, and improve visibility of key information across departments.
- Other universities can apply these lessons to reduce email overload, centralise knowledge, and build stronger digital communities.
Successful Internal Communications in Higher Education
Our report features top tips, Q&As and advice from industry experts on how to maximise Microsoft 365 to drive internal engagement and build a thriving university community.
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Additional FAQs
Why did the University of Leeds need a new intranet?
The University of Leeds faced a fragmented digital landscape with over 650 disconnected sites and inconsistent communication channels. Only 24% of staff reported being able to easily find the content they needed. The previous “For Staff” site was underused, and many relied on email or word of mouth for updates. Partnering with Silicon Reef, the university built a centralised SharePoint intranet to consolidate tools, policies, and news into a single hub, improving clarity, trust, and engagement across the university.
Why was SharePoint chosen for the University’s intranet transformation?
SharePoint Online was selected for its flexibility, scalability, and seamless integration with Microsoft 365, which the university already used. It provided sleek templates, mobile responsiveness, and strong governance, avoiding costly custom builds. Additional tools like Viva Engage and Silicon Reef’s Beacon, enabled a consistent, on-brand experience, personalised workspaces, and improved collaboration, supporting hybrid working and the university’s digital transformation goals.
What measurable outcomes did the new intranet deliver?
The SharePoint intranet significantly improved usability and staff engagement. Immediate post-launch surveys showed a 74% increase in staff saying the tools and information they need are accessible from one central location, a 62% increase in those who can quickly and easily find the tools and systems they need, and a 100% increase in staff who find the intranet intuitive and easy to use. These results reflect early feedback, and ongoing work continues to further enhance the intranet’s effectiveness and user experience.
How long did the implementation take and what approach was used?
Implementation followed a structured, phased approach, starting with discovery workshops, surveys, and audits. A focused three-month build involved around 200 content owners, who helped shape design and navigation. Training and support ensured ease of use for non-technical teams, while prioritising usability and ownership helped the university launch a trusted platform quickly. Silicon Reef continues to provide ongoing support, hosting on-site workshops for content owners with ad-hoc SharePoint assistance, and design best practice tips from our in-house UX lead, ensuring the intranet continues to evolve and deliver value.
What best practices can other organisations learn from this project?
Engaging stakeholders from day one is crucial to drive adoption. Building a data-backed business case secured leadership buy-in, while focusing on usability, accessibility, and governance ensured long-term value. Tools like Beacon and Viva Engage enhanced personalisation, discoverability, and collaboration beyond standard SharePoint functionality. These lessons apply beyond higher education: any organisation with complex structures can benefit from a centralised, employee-led digital workplace.
