A manufacturing/distribution company with 120 employees across two buildings replaced paper records, scattered emails, and unmanageable shared drives with a centralized intranet. Nine departments now operate from one authoritative source for policies, documents, HR forms, and internal communications.
Employees Unified
Departments
Locations Connected
Paper HR Forms
Industry: Distribution / Manufacturing
Users: 120 office employees, 2 buildings
Platform: WordPress with role-based access
Depts: Sales, Marketing, CS, HR, Ops, and more
The Challenge
The company had scaled to 120 employees but information management had not kept pace. HR forms required printing and walking to another building. Policy documents lived in binders that were rarely updated. The latest price list? Email someone. Vacation request form? Search your inbox for last year's version.
Shared network drives were a maze of conflicting folder structures, broken permissions, and duplicate files with no version control. Sales reps quoted outdated prices. New hires took weeks to find basic resources. HR answered the same policy questions daily. Managers could not share information without starting another email chain.
The company needed a single authoritative source for internal information -- accessible to everyone, updatable by authorized staff, and manageable by IT.
The Solution
We built a WordPress-based company intranet serving as the central hub for all internal information. WordPress was the right fit: mature, well-supported, easy for non-technical staff to update, and flexible enough for diverse content types.
What We Built
Employee Directory -- Searchable by name, department, or role. Photos, titles, extensions, reporting structure, and building location.
Document Library -- Organized, searchable, version-tracked. Policies, price lists, marketing collateral, training materials, templates. Each document has clear ownership and last-updated dates.
News & Announcements -- Company-wide and department-specific news, event calendar, new employee introductions, priority flagging, and searchable archive.
Departmental Resources -- Sales gets pricing tools, competitor info, and territory maps. Marketing gets brand guidelines and campaign calendars. CS gets return procedures and escalation contacts. Ops gets shipping procedures and vendor contacts. Each department manages its own section.
HR Portal -- Current employee handbook, benefits info, time-off forms, expense procedures, onboarding checklists, training requirements. All digital, always current.
Role-Based Access -- Permissions tied to department and position. Sensitive content restricted. Audit trail. Manageable by IT without folder hierarchy complexity.
Implementation
Discovery: Interviewed department heads on daily information needs. Audited shared drives to identify critical documents and current versions.
Build: Information architecture designed across departments. Navigation optimized for speed to content. Visual design matched company branding.
Content Migration: Worked with each department to identify authoritative document versions, migrate and organize content, and retire outdated materials.
Training & Launch: Trained department admins on content management. Set intranet as default browser homepage. Provided transition support and gathered feedback for adjustments.
The Results
One source of truth. "Where's the latest version?" always has the same answer. No more version confusion or outdated information circulating.
Faster onboarding. New employees find everything they need in one place. Productive faster because they are not hunting for basic resources.
Paper processes eliminated. HR forms submitted digitally. Policy acknowledgments tracked electronically. Filing cabinets being retired.
Reduced email volume. Questions that generated email threads now have answers on the intranet. Managers post updates knowing everyone will see them.
Departments own their content. Managers update their sections directly without IT involvement. Information stays current because the people who know it best maintain it.
Locations connected. Employees in both buildings have equal access. The intranet bridges the physical gap.
Information scattered across email, drives, and filing cabinets?
We will assess your internal information workflows and show you how to centralize operations on a platform your team will actually use.
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