Fixing SharePoint for a Global Private Equity Firm
ClearBox carried out an Intranet Review – a fast, expert-led assessment that identifies practical ways to improve an existing intranet – for a global private equity firm specialising in B2B software investments. With around 320 employees spread across multiple sites, the organisation had been relying on a SharePoint intranet that was functional but far from user-friendly. The team responsible for managing the platform wanted a clear path forward – one that didn’t involve major technical changes or a new system. In just a few weeks, we delivered a structured review with 25 targeted, practical recommendations, giving them the confidence to improve what they already had and build internal momentum for change.
Why they came to us
The client had inherited a SharePoint intranet that had grown organically but without a clear structure or strategy. Although it served as a basic content repository – primarily for policies and internal resources – feedback from employees suggested it wasn’t intuitive or engaging. Navigation was unclear, search was limited in scope, and publishing lacked consistency across different teams.
Following a recent rebrand, there was a renewed push to improve internal communications and ensure the intranet reflected the company’s evolving identity. However, with no internal SharePoint expertise and limited appetite for investing in new technology, the team needed to make the most of what they already had.
What they were looking for was simple: expert, external input to help them identify what was working, what wasn’t, and where they could realistically improve – all without committing to a major redesign or long-term consultancy.
Why ClearBox?
The client first discovered ClearBox through our intranet product review report. Impressed by the depth and independence of the report, they reached out for help improving their existing SharePoint intranet. Independence mattered – many other providers they considered had ties to specific platforms, but ClearBox was neutral. Our experience, structured approach, and reputation for honest advice made the decision an easy one.
A practical review, not a rebuild
With no plans to change platform, the client needed to make SharePoint work harder. We ran our Intranet Review service – a focused, best-practice assessment tailored to organisations that want quick, achievable improvements.
The process began with a short pre-review questionnaire, followed by a guided walkthrough of their intranet. From there, we assessed the site against over 200 checkpoints across design, usability, governance and content. Our consultants then compiled 25 clear, actionable recommendations – each designed to be delivered without new technology.
We presented these as a structured 12-month roadmap, supported by a concise slide deck and a feedback session for discussion and next steps.
Where the gaps were
The review confirmed what the team suspected: while the intranet contained useful content, it lacked structure, consistency and visibility. Navigation wasn’t task-focused, search was limited in scope, and key tools – like their people directory – were hard to find.
The site also showed signs of content sprawl. News stories were buried in a carousel or circulated via email, with no lasting visibility. The leadership team lacked visibility, and brand elements hadn’t been updated post-rebrand.
Despite being a small organisation, devolved publishing had introduced inconsistent formatting and mixed standards – making it harder for users to trust or navigate content. Many of the issues weren’t technical; they were design and governance decisions that simply needed attention.
Example 12-month action plan
What we advised
The final report set out 25 clear, actionable recommendations – all achievable without changing platform. Some focused on immediate usability: revising the homepage layout, grouping tools by theme, and improving search through bookmarks and intuitive adjustments to scope. Others addressed visibility and engagement, such as introducing a leadership Q&A area, improving the presence of video content, and using news digests to drive readership.
We also tackled content governance. Recommendations included reducing reliance on PDFs, improving page readability, using SharePoint’s built-in templates and asset libraries, and setting clearer publishing standards. For a small team managing devolved publishing, this was essential.
Each recommendation was mapped to a 12-month action plan – providing both structure and momentum.
The outcome
The review gave the team exactly what they were looking for: fresh perspective, expert validation, and a clear path forward. Recommendations around news digests, SLT visibility and search improvements struck a chord immediately – and showed what was possible without new tools or budget. Delivered on time and ready to implement, the report brought clarity, credibility, and renewed energy to a previously underwhelming intranet.
What made it work
This was a focused, tactical piece of work – exactly the kind of engagement the Intranet Review service is designed for. With a clear brief and a cooperative client, the process ran smoothly from start to finish. We stuck to the core questions of usability, governance and findability, delivering grounded recommendations that made a tangible difference – without overcomplicating the outcome.
For others in a similar position – especially where SharePoint is underused but not broken – a short, expert review can be all it takes to move from frustration to progress.
