Many organizations that still use legacy portals. Typically, these portals are old, load slowly and make work difficult for employees. As a result, many employees find it very difficult to locate documents, announcements and tools.
To solve these issues, today’s organization is migrating to a modern SharePoint experience. To brand a modern SharePoint site, you must match it with your organization’s brand. SharePoint intranet modernization includes the use of colors, logos, fonts and layout. Creating simple and clean pages allows users to easily read and use the site. It is a fact that corporate portal visual transformation is the need of today!
Upgrading legacy portal sites is very important. When employees cannot quickly locate important information, they waste time. Employees may also send out many e-mails, ask the same question again and again or use the incorrect version of a document.
The use of a modern branded SharePoint portal will help increase employee adoption of the SharePoint site. Also, the employees use the site on a daily basis. They will read updates, share expertise and connect more with one another!
Businesses see these benefits after modern SharePoint branding:
- Time saved when looking for documents
- Improved speed of communication across many teams
- Increased satisfaction of employees with internal systems
- Increased internal communication/engagement with company news/updates
Why Modern Branding Matters for Legacy Portals?
Employee adoption challenges in old portals
Old portals are difficult to navigate. They are messy, have broken links, and the search function doesn’t work well. When employees can’t find what they are looking for right away, they stop using the portal. This leads to low adoption rates. So, the aim is to enhance corporate identity in old portals.
Explanation: How outdated visuals hinder efficiency
When employees have to use an old or confusing portal, they end up wasting time. They might open many tabs in the browser, send emails to coworkers, or ask where they can find something. This can cause work to slow down and employees to be unhappy so SharePoint visual identity overhaul is the solution.
Visual inconsistency with corporate identity
A legacy portal may not follow the company’s branding guidelines. This leads to a lack of trust and confusion. Many organizations opt for legacy portal theme redesign.
Examples: The Finance Portal Redesign Increased Engagement by 35%
A rebranded finance portal reflects the company’s colors and is easier to use. More employees used the portal than before because of corporate portal aesthetics and saw a 35% increase in engagement.
Modern branding improving trust & professionalism
Modern branded portals convey to employees that they are an official company product. When there is trust in the portal, there is more usage by employees using correct processes.
Enhancing navigation and readability
With modern SharePoint branding, workers can navigate through the portal with clear menus, sections and buttons. Designers added more space and simple layouts to make pages easier to read.
Step-by-step SharePoint look and feel modernization: Audit → Theme update → Template redesign → Rollout
- Audit the old portal for issues
- Theme the portal with company colors and logo (SharePoint theme and branding refresh)
- Redevelop the template for a cleaner layout (corporate intranet visual redesign)
- Rollout the new portal to all employees
Mobile and hybrid workplace requirement
With many employees now working from home or on mobile devices, older portals often do not work well on phones or tablets. The modern SharePoint branding makes sure the portal will function and look good on all devices.
ROI from modern portal engagement
A modern branded portal creates real business value to your business. The more the employees use the portal, the faster it becomes and the work is even more smooth.
Challenges: Legacy limitations → phased modernization
Some legacy systems may remain old and cannot be updated quickly. Businesses can modernize systems in phases by first updating the portions, and gradually modernizing the remaining areas.
Business Benefits: Faster workflows, better adoption, professional look
- Faster workflow due to workers finding information more quickly
- Better usage due to user-friendly portals
- Professional appearance matching corporate branding
Modernizing your corporate brand on legacy portals creates a modern tool that employees will enjoy using every single day.
Core Elements of Modern SharePoint Branding
Updated corporate color palettes
Always use the official business colours for all items in the portal such as pages, buttons, and menus.
Explanation: Importance of each element
Color is the first thing people see. When modern intranet color schemes match with a brand, the portal appears to be reliable and professional.
Step-by-step: Audit → Update visual elements (visual upgrade for SharePoint) → Template deployment
- Audit the colors used and the present colors to make sure it is still using what it should be using.
- Rework the visual elements so that they match with the organization’s colors.
- Apply the new colors to the pages when using the dynamic portal templates.
Logo & icon refresh
Update the logo and icon to a modern version. The icons should be easy to understand and use.
Examples: HR dashboard, Marketing campaign templates
The HR dashboard has updated icons, payroll, and news. A marketing template uses a modern icon for social media posts and campaign purposes.
Clean, modular page templates
The use of page templates provides pre-built layout options for submitting new pages. A modular template allows for blocks to be reset, added and/or deleted.
Explanation: Importance of each element (predictive design for portal upgrades)
The importance of a clean template is to provide a stable, neat and well-designed page to the user.
Responsive, mobile-first layouts
Design pages using a mobile-first layout. Make sure pages display and perform well on mobile devices first.
Explanation: Importance of each element (SharePoint intranet design evolution)
The importance of a responsive design layout is to ensure that the user has a positive experience no matter what screen they are using to view the page.
Streamlined navigation in updated portals & menu structures
This involves making sure to have clear menus and navigation paths to help users locate pages/documents/tools faster.
Step-by-step: Audit → Update visual elements → Template deployment
Audit the current navigation → update the menus with more specific categories and/or clearer labels than what’s currently available → ensure that all pages use the same style of navigational template.
Interactive dashboards
Interactive dashboards show data using charts/graphs/quick links. The user can click an item to view extra information about the item through the chart/graph/quick link to gain more insight.
Examples: HR dashboard, Marketing campaign templates
The HR Dashboard provides employees leave requests, announcements/suggestions, and policy changes. A marketing dashboard provides employee performance metrics and marketing events to occur in the future.
Consistency across Microsoft 365 applications
Using a set branding style across SharePoint, Teams, Outlook, etc. This Microsoft 365 interface update provides a stable user experience.
Challenges: Maintaining legacy content integrity
After legacy portal redesign, ensure all existing content continues to work properly and stays safe. Any existing content should continue to be fully working and safe.
Business Benefits: Employee recognition, adoption, productivity gains
- Employee Recognition: Employee feels confident the portal is reliable/accurate
- Employee Adoption: Because the portal is easy to use, there will be many employees using the portal
- Employee productivity gains: Employees spending time searching for information in the portal will no longer exist.
Modern vs. classic SharePoint branding comparison
Most companies are still using Classic SharePoint portals; however, the newer ones implement Modern SharePoint portals for all new sites. Modernizing legacy SharePoint portals with branding can allow for faster loading times, easier navigation, and an overall more pleasing interface.
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Visual differences
Classic SharePoint portals have an old and messy look. Pages have many link options or text items which are small in size. Modern SharePoint has a very clean, simple, and modern appearance to its pages; they are clean and have large headings and images.
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Navigation & UX improvements
Classic SharePoint does not provide a good experience. They have to click many times to locate what they are looking for on a page. Modern SharePoint provides improved menu options and well-defined layouts based on UX-consistent portal aesthetics. Portal layout modernization makes it easier to find documents, news, and other tools.
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Engagement metrics comparison
Users have more engagement with Modern portals because of the time spent viewing the page, the number of clicks on the links, and the number of the times the tools are used.
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Adoption statistics
Companies often face more adoption rates with Modern portals. Employees use Modern portals daily. The Modern portals are easy to use and have a more visually appealing interface. Classic portals offer slower adoption, as many employees prefer to use email, chat to communicate with others.
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Mobile/responsive capability
The classic SharePoint experience does not work well on mobile devices. The pages look broken and can be very difficult to read. Modern SharePoint is mobile responsive. You will be able to easily view and use modern sites on mobile phones and tablets.
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Maintenance and scalability
The classic version of SharePoint is very difficult to update and maintain. Changes to an existing site often take a lot longer and require many more resources. The modern version of SharePoint is very easy to manage. You can create new pages and templates and update them quickly. It will also scale better and support larger teams.
Step-by-step: Classic → Modern transition
- Review the legacy site to find out if there are changes to be made
- Create your modern site design by building a plan to include smart color and layout adaptation.
- Move your data to the new modern format
- Test your new modern site with users in a small group setting
- Deploy to all users
See how our modern SharePoint branding transforms portals and discover how your SharePoint site can become faster, cleaner, and easier to use!
Implementation Strategy for Modern Branding
A legacy portal will need great planning and cooperation to migrate to a modern SharePoint site. Let’s discover the important steps:
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Audit legacy portals
This step includes reviewing your old site to know what is working well and what is not. The audit should include checking all pages, documents, links, and layouts, as well as how frequently each page can be accessed.
Explanation: Phased modernization ensures adoption improvement after visual overhaul
An organization uses updated systems and processes to adjust to the new way of working. It leads to increased levels of adoption.
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Define modern design standards
At this stage, you will set up the look of the new portal by knowing what the new brand colour(s), font(s), logo(s), page layout(s) and style of navigation will be.
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Build templates & apply branding
Design ready-to-use page templates that match with the new brand design. Apply stable branding to the new portal, providing a steady appearance.
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Test with pilot teams
Conduct a pilot testing program using a small group of end-users. Users provide constructive feedback about the design, navigation, and content of the portal.
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Collect feedback & refine
Use the feedback from the pilot groups to improve the design of the portal by correcting any errors, updating navigation, and changing templates, as needed
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Enterprise-wide rollout
Implement the new modern portal across the entire organization while providing training and support to all employees.
Step-by-step: Audit → Design → Pilot → Rollout
- Audit the old portal
- Design the new modern look and standards
- Pilot with a small group of users
- Rollout to the whole company
Use Cases & Success Stories
HR onboarding portals modernization
Onboarding portals in Human Resources support new hires. A modern portal has simple pages, organized menus, and quick access to important forms and training.
Examples of engagement & adoption improvement
Newly hired employees use the portal more because it is easier to follow. They also complete training faster and have fewer questions.
Step-by-step roadmap
- Stock all onboarding materials
- Create standard page layouts
- Add quick access to important forms and training
- Pilot test with new hires
- Rollout to all new hires
Business Benefits: ROI, employee satisfaction, internal efficiency
- New hires are productive at a faster rate
- HR has less time to answer simple questions
- New hires feel welcome and supported
Finance reporting dashboards
Finance departments need accurate reports and graphs. Modern Finance branded dashboards and templates show information in an easy to understand manner. Employees can view information in detail by clicking on the graphs.
Examples of engagement & adoption improvement
Finance departments use the dashboard more than before because it provides a clean visual. Managers make faster decisions.
Step-by-step roadmap
- Pick key financial KPIs.
- Create a finance portal design with charts and links.
- Partner with the finance department to test the portal.
- Launch the finance portal.
Business Benefits: ROI, employee satisfaction, internal efficiency
- Faster reporting.
- Better decision making.
- Less time looking for data or information, and
- More trust in the financial information available to team members.
Marketing collaboration hubs
Marketing teams need to share ideas, content, and campaigns. A modern hub includes templates, calendars, and project trackers.
Examples of engagement & adoption improvement
Marketing teams connect more because the portal is easy to use. They share files and updates in one place.
Step-by-step roadmap
- Develop campaign templates for the marketing team.
- Develop a calendar for the marketing team.
- Create spaces to save all creative assets.
- Work with the marketing team to conduct development testing.
- Apply the collaboration hub.
Business Benefits: ROI, employee satisfaction, internal efficiency
- Better speed of campaign planning.
- Improved teamwork within the marketing department.
- Reduced volume of emails.
IT knowledge bases
IT teams often have many help guides and FAQs. A modern knowledge base helps workers solve problems faster.
Examples of engagement & adoption improvement
Employees use the knowledge base more because it is easy to search and read.
Step-by-step roadmap
- Review existing Help Docs and FAQs and know which ones to include in the new knowledge base.
- Create a new design and usage standards for the KB.
- Partner with the IT department to Test the new KB.
- Launch the new IT knowledge base.
Business Benefits: ROI, employee satisfaction, internal efficiency
- Better use of the KB for problem resolution.
- Less number of support tickets requests.
Sales pipeline portals
Sales representatives need to track expectations, transactions and goals. A modern portal shows your pipeline clearly, using visual aids
Examples of engagement & adoption improvement
Sales representatives use the portal at a higher rate due to the better speed of tracking transactions. Managers will have a more accurate view of their sales persons’ activities.
Step-by-step roadmap
- Define your pipeline stages
- Create your dashboards and graphs
- Include team information and resources
- Make sure to test your new process with a sample of sales people
Business Benefits: ROI, employee satisfaction, internal efficiency
- Faster sales process
- Better team alignment
- Higher revenue potential
Remote workforce portals
Remote employees want to recover results from the company at any time. Employees can view modern portals on mobile phones and laptops.
Examples of engagement & adoption improvement
Improvement in employee engagement through modern portal & adoption through remote worker’s use of the portal.
Step-by-step roadmap
- Develop mobile friendly pages
- Add Quick Links/Announcements & news to portal
- Develop areas for team collaboration by using the portal
- Test with remote employees to validate use
- Rollout globally to all employees
Business Benefits: ROI, employee satisfaction, internal efficiency
- Better communication between teams/ departments
- Faster availability to important information
- Improved employee connection to team members.
To Conclude
Modernizing your SharePoint portal means turning legacy style portals into a new and user-friendly digital workplace. When a portal is fresh, clean and matches the company’s brand, it becomes more trusted by its users. It leads to greater use of it and hence, more adoption. In fact, AI-assisted SharePoint theme modernization and branded dashboard modernization strategies improve output and result in solid ROI.
Successful modernization needs a phased approach to implementation. Instead of changing over to a totally new environment all at once, it is usually better to set up your implementation in phases. This will help employees to adjust gradually and will help reduce errors. Employees can continue using existing content while the team builds the new portal! So, is legacy portal ROI through branding on your mind? Hire SharePoint portal modernization experts now!
NGS Solutions provides SharePoint legacy branding upgrade services to refresh your portal using modern templates, colors, logos, navigation features, and mobile-friendly layouts. It has a team of experienced professionals who will support you throughout the entire process, from performing an audit to helping you with the final rollout! Our team of experts provide modern SharePoint portal consulting to ensure that your new portal is both professional in appearance and working properly.
Modernize your SharePoint portal with our branding experts today! Let’s connect!
FAQs
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Why should we modernize legacy SharePoint portals?
Make the portal easier to use, faster, and more trusted by employees. Modern portals improve user experience and increase adoption.
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What are the key elements of modern SharePoint branding?
The key elements include colors, new logo/icons, clean templates, good navigation, and mobile-friendly design. These elements make the portal look professional and consistent.
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How do I transition from a classic portal to a modern branded one?
First audit the old portal, design new templates, test with a pilot team, then roll it out.
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What measurable benefits come from modern portal branding?
The benefits include time saved, better employee satisfaction, and higher usage of the portal. When the portal is easy and nice to use, employees spend less time searching and more time working.
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Can modern branding improve mobile and hybrid adoption?
Yes, because modern portals work well on phones and tablets. Remote and hybrid workers can access the portal easily from anywhere.
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How do I ensure corporate consistency during modernization?
Use a standard brand guide and apply it across all pages and apps. Keeping colors, fonts, and layouts steady makes the portal feel official and professional!
