Internal Intranet & Documentation Stewardship

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Context

This work took place within a growing engineering firm where internal information such as policies, templates, project resources, and shared documents was distributed across folders, emails, and informal knowledge held by individuals. The organization relied on accurate, up-to-date internal documentation to support proposal development, project execution, and day-to-day operations.

The intranet served as a central internal resource, maintained alongside an internal file server and document management tools.

Problem

Over time, internal documentation became fragmented and difficult to navigate. Information existed in multiple locations, ownership was unclear, and outdated materials were easy to reuse unintentionally. New or infrequent users had difficulty finding authoritative resources, and maintaining consistency across documents required unnecessary effort.

My Role

I was responsible for managing and maintaining the internal intranet as a source of truth. This included organizing content, updating and standardizing internal resources, and ensuring that shared documentation aligned with current practices. I worked closely with leadership and staff to keep information accurate, usable, and appropriately scoped for internal audiences.

Actions Taken

  • Organized intranet content into clear, navigable sections based on use case
  • Updated and maintained internal pages to reflect current processes and standards
  • Linked authoritative templates and documents to reduce duplication and misuse
  • Removed or archived outdated materials to limit version confusion
  • Ensured internal documentation supported proposal development and operational workflows
  • Served as a point of accountability for intranet accuracy and upkeep

Outcome

The intranet became a more reliable and efficient internal reference. Clear organization and maintained content reduced time spent searching for information and lowered the risk of using outdated materials. Centralizing ownership improved trust in internal resources and supported smoother onboarding, proposal preparation, and day-to-day operations.