SharePoint Intranet Case Study: How Penso Power Unified Document Management Across Three Countries

A SharePoint intranet serves as an internal communications hub — a central home page where staff access company news, calendars, policies, and key documents. A SharePoint document management system focuses on how files are stored, structured, retrieved, and governed. Inteknix regularly delivers both together, as a single integrated SharePoint environment covering internal communication and operational document management.

Use a hub-and-spoke structure: a single branded home page for company-wide information, with a separate project hub for each country. Apply a governed first-level folder structure to every hub so filing is consistent across regions, while allowing individual teams to create sub-folders beneath it. Country-specific hubs keep regional documentation separate and easy to navigate without duplicating governance effort.

At a minimum: company branding, a central library for shared templates and guidance, a company-wide calendar, and clear navigation to the areas staff use most. Penso Power’s home page includes brand-aligned styling, a central library for letter templates, logos, employee guidance and FAQ documents, a company calendar, and an annual leave tracker.

Teams channels create document storage automatically, and each team tends to build its own folder structure with no shared standard. Over time this produces empty folders, unclear folder names, duplicated files, and no reliable way to find project documents across teams or regions — the position Penso Power was in before this project.

Yes. Inteknix supports Teams-to-SharePoint migration as part of a wider SharePoint intranet or document management project. This includes designing the target folder structure, guiding staff through the migration process, and providing enablement so teams can manage the structure independently after delivery.

A governed folder structure fixes the first level of folders in every document library so all teams file work the same way, while leaving sub-folders open for teams to manage themselves. It matters because it makes documents predictable to find, keeps filing consistent as new projects start, and stops libraries drifting back into ad hoc storage.

A governed SharePoint document management system gives an organisation one reliable location for every file. It reduces time spent searching for documents, prevents duplicated or misplaced files, and creates a consistent filing standard across teams, projects, and regions — so anyone can find what they need without knowing who saved it or where. It also gives folder-level visibility of file counts and data volume, making libraries easier to manage over time.

Move dormant and prospective work into dedicated archive areas rather than leaving it in active libraries. Each of Penso Power’s country hubs includes an Archived Projects folder, so live project libraries show only current work while historic documentation stays accessible.

Yes. A simple annual leave tracker can be built directly within a SharePoint intranet, allowing staff to request leave and view leave across the organisation without introducing a separate system. Inteknix delivered this as part of Penso Power’s intranet.

Some enablement is essential, particularly where documents are being migrated from Microsoft Teams. Inteknix builds staff guidance into delivery so teams understand the folder architecture, can move their own documents into it, and can maintain the structure without ongoing external support.

Delivery is usually phased rather than released in one go. For Penso Power, the branded intranet home page and central company library went live first, followed by the three country-specific project hubs — so staff could start using the intranet while the project structure was completed.

Usually not. SharePoint Online is included in most Microsoft 365 business and enterprise plans, so an intranet and document management structure can normally be built within licensing an organisation already holds. Inteknix confirms licensing during discovery, before any design work begins.

Yes, provided the folder architecture is governed from the outset. Because Penso Power’s first-level structure is standardised across every country hub, new projects and additional regions can adopt the same pattern without redesigning the environment.