Every business reaches a point where documents, systems, and processes start to get scattered. You’ve got files in Google Drive, notes in different folders, and onboarding documents hiding in emails. That’s when the thought kicks in: “We need one place for everything.”
That’s where an intranet comes in. An intranet is basically your company’s private website — a central hub where employees can find processes, guides, onboarding instructions, training materials, and more.
In this article, we’ll walk step by step through how to build an intranet using Google Sites. We’ll cover everything: setting it up, building department pages, embedding files, publishing securely, and even designing onboarding flows for new hires.
And don’t worry — you don’t need to be a tech wizard to do this. Google Sites is beginner-friendly but powerful enough for teams of any size.
Why Use Google Sites for an Intranet?
Before we dive into the steps, let’s pause and answer the big question: why Google Sites?
Couldn’t you just dump all your SOPs (Standard Operating Procedures) into a shared Google Drive folder? Technically, yes. But here’s why a dedicated intranet works better:
- Central destination: People remember a “place” better than a messy folder. When employees need help, they think “go to the intranet.”
- Contextual organization: With Sites, you can nest department pages (e.g., Marketing → Campaign Processes → Social Media SOPs).
- Mobile-friendly: Sites adapt to mobile, making it easier for people to browse on the go.
- Embedded resources: You can embed Google Docs, Sheets, Slides, videos, and even external content directly into pages.
- Better experience: Employees see guides, checklists, and docs in one clean layout, instead of hunting for files.
So in short: Google Sites turns your SOPs into a living, navigable, user-friendly website.
Step 1: Setting Up Your Google Site
Alright, let’s roll up our sleeves.
- Go to Google Sites.
- Click New → More → Google Sites.
- A blank site opens. Give it a name, like “Company Intranet” or “Team Hub.”
At this point, you’ll see the basic site builder. It’s simple but customizable. On the left, you’ll have your navigation menu. On the right, tools to insert content like text, images, or embedded documents.
Pro tip: Keep the naming simple. A clear, intuitive title makes it easier for people to recognize the intranet as the “go-to” place.
Step 2: Creating Department Pages
Now that we have a foundation, let’s add structure.
Think of your intranet like a house. Each department gets its own room, and inside each room are smaller “drawers” for topics.
For example:
- Marketing
- Campaign Guidelines
- Branding Assets
- Social Media SOPs
- Sales
- Sales Playbook
- Proposal Templates
- CRM Best Practices
- Support
- Ticket Management
- Communication Guidelines
- Hardware Support
Adding these is simple:
- Click Pages → Add Subpage.
- Name it (e.g., “Marketing”).
- Repeat for each department.
- Nest additional subpages under each one.
Why does this matter? Because navigation structure determines how easy it is for employees to find answers. Instead of searching a messy drive, they’ll just follow a logical menu.
Step 3: Adding Content
So far, so good! Now let’s make those pages useful.
On each department page, you can add:
- Text instructions (step-by-step guides, checklists).
- Embedded Google Docs/Sheets/Slides.
- Images or infographics.
- Videos (uploaded to Drive or YouTube).
Example: On your “Support → Ticket Management” page, you might embed a Google Doc with the official support process, plus a short Loom video walking through ticket handling.
Adding content is drag-and-drop easy:
- Go to the page.
- Click Insert on the right menu.
- Choose text box, image, or embed.
Pro tip: Use headings, bullet points, and visuals to keep content digestible. No one wants to scroll through walls of text.
Step 4: Creating an Onboarding Hub
One of the best uses of an intranet is onboarding new hires. Instead of overwhelming them with random links, give them a “Newbies Guide.”
This page could include:
- A first-week schedule (what to do on Day 1, Day 2, etc.).
- A welcome note from leadership.
- Team introductions with photos and bios.
- The company’s values, mission, and vision.
- Important documents (employee handbook, policies, etc.).
- Fun extras, like “scorecards” or personal fact sheets about team members.
Not only does this save time for managers, but it also makes new hires feel instantly connected.
Imagine being able to browse through team photos and read short bios on your first day — that beats scrolling through an endless PDF any time.
Step 5: Publishing Your Intranet
Now comes the exciting part: going live.
- Click Publish in the top-right.
- Choose your sharing settings carefully:
- Only within your company (recommended).
- Public on the web (⚠️ risky — avoid unless intentional).
⚠️ Warning: If you make it public, Google can index it in search results. That means your private systems and processes could show up on Google! Always double-check settings before hitting publish.
Once published, you’ll get a link you can share with your team. When they visit it, they’ll see the site as a clean intranet (not the builder view).
Step 6: Enhancing with Embedded Content
Want to go further? Google Sites lets you embed:
- Docs/Sheets/Slides from Google Drive.
- Videos (training sessions, tutorials).
- Calendars (team schedules or holiday calendars).
- Forms (feedback surveys, onboarding checklists).
This is where your intranet becomes more than just a wiki. It becomes a living, interactive tool.
Example: A Finance page could have:
- A Google Sheet with payment processes.
- A Google Doc with vendor guidelines.
- A Google Calendar showing pay dates.
All visible in one place.
Google Sites vs. Google Drive
You might be wondering: Why not just keep everything in Drive?
Here’s the difference:
- Google Drive: File storage. Great for saving documents, but messy for browsing.
- Google Sites: Content experience. Adds navigation, context, and layout.
When employees have to solve a problem, they’re more likely to remember “go to the intranet” than “dig through a folder.”
Plus, Sites lets you present multiple files together with instructions. Instead of just dropping a PDF, you can explain how to use it right next to it.
Best Practices for Your Google Sites Intranet
Let’s pause for a moment. By now, we’ve set up pages, added content, and even published. But how do you make it great?
Here are some proven tips:
- Keep navigation simple. No one likes hunting. 3–4 layers max.
- Use visuals. Photos, icons, and graphics make the intranet more engaging.
- Update regularly. An intranet only works if it’s current. Assign someone to maintain it.
- Add search. Google Sites has a built-in search function — make sure it’s enabled.
- Encourage contributions. Let department heads own their sections.
FAQs About Google Sites Intranet
Q1: Can I restrict access to certain departments?
Yes. You can adjust page permissions so only specific groups or individuals see certain content.
Q2: Can I use my company domain (like intranet.company.com)?
Yes. Google Sites allows custom domain mapping. Perfect for making it feel official.
Q3: What happens if someone leaves the company?
As long as your site is restricted to your company domain, access will automatically end when their account is deactivated.
Q4: Is Google Sites free?
Yes, if you already use Google Workspace. It’s included at no extra cost.
Final Thoughts
Creating an intranet used to mean hiring web developers and spending thousands. Now, with Google Sites, you can do it yourself in a few hours.
The benefits?
- A central hub for your team.
- Easier onboarding for new hires.
- Clearer processes and fewer mistakes.
- Less time wasted hunting through messy drives.
And the best part: it grows with your business. You can add new pages, embed new content, and refine as your team evolves.
So go ahead, open Google Sites, and start building your intranet today. Your future self — and your team — will thank you.
Tags: Google Sites, business intranet, internal website, team collaboration, onboarding, SOPs, company processes
Hashtags: #GoogleSites #BusinessIntranet #TeamCollaboration #Onboarding #WorkplaceProductivity #DigitalWorkspace
⚠️ Disclaimer: This article is for informational purposes only. Always review your sharing settings before publishing an intranet to ensure sensitive company data is not exposed publicly.
