Sharepoint Redesign & Change Management Approach

Western NSW Local Health District // Government, Health Service Delivery
New South Wales, Australia


  • Recommending a path forward through complex site, governance and technology arrangements.
  • Simplifying navigation and presentation of information across a huge number of geographical areas and services.
  • Reducing the risk of user rejection across a diverse 3000+ person workforce.



  • Comprehensive digital ecosystem whitepaper analysing website and staff intranet trends and requirements.
  • New visually appealing website, with restructured content and navigation.
  • Enhanced staff SharePoint intranet and collaboration areas (Team Sites).


Why Big Blue Digital?

  • Ability to provide in-depth research and analysis of existing systems and present a path forward.
  • Willingness to partner and work with internal teams to reach project outcomes.
  • Regionally-based business.



  • Improved user experience at website, with easier pathways to information.
  • Centralised multiple sub-sites, streamlining management and improving governance.


Western NSW Local Health District is one of the largest and most geographically diverse health districts in the state. Because of this diversity and distance, the organisation’s key goal is to create positive, collaborative digital spaces for their staff, partners and community.

Communication between so many different stakeholders requires a range of solutions; from environments to collaborate and share work, to tools to display and expose information and reporting and platforms to better communicate with the wider community of health service users.

All health districts in the state (18 in total) were in a position of migrating from a statewide solution for their website, intranet and data management (Business Intelligence) to individualised solutions. Designing approaches to each of these facets of the District’s Digital Ecosystem required extensive planning, coordination between multiple internal and external teams and agile management to balance the various needs of the different systems, users and priorities.

Solution & Results

When WNSWLHD approached us, they were unsure what they needed to progress as a priority.

Taking the approach of ‘plan, create, measure’, we set out to do a full research report into the various elements of the District’s digital ecosystem and plan out a series of projects, well before creating a solution to fit.

We gathered information on the needs of different users, their priorities, current roadblocks and wishlists. We also gathered data on the baseline use of these systems, as well as their digital marketing channels, to propose a series of solutions that would handle internal communication and collaboration, KPI measurement and reporting, and digital marketing to better communicate with health service users.

This work results in the development of various solutions.

User-Centred Website

With a number of potential users and audiences, designing the most useful navigation and content/information structure became a priority.

The result is a beautifully designed website, built in the SharePoint environment, that answers key questions for users from people going to hospital, to potential staff to health councils and volunteers. In addition we formulated a comprehensive Digital Marketing Strategy to assist with the launch of the website and guide digital marketing and communication efforts ongoing.

Collaborative Intranet and Extranet

90 percent of the District’s staff are in operational roles - on the ground at health facilities, caring for our communities. We developed a SharePoint intranet to act as a collaborative space and internal messaging system, to communicate to both clinical and corporate staff and external stakeholders such as visiting doctors and health councils.

The intranet is user-centred: on logging in each individual gets information relevant to them, their role and location. Aside from the technological solution, we have worked in partnership with the District to plan and drive a change management approach to ensure the successful adoption of this platform.

Business Intelligence

The website is supported by a full Power BI analytics dashboard to track how users view the site and the effectiveness of health messaging. It exposes data such as the terms most searched on the site (to guide decisions on the content structure to make sure the site is always answering user questions), the gender, age and location of visitors and the performance of pages that answer specific questions users may have, such as 'are there any jobs available?' and 'how do I find health services in my area?'

Governance and change management

Each project has involved creating Information Management strategies and an overarching SharePoint Governance Plan. Success has hinged on working with various groups, from Executive Leadership, IT, Communications and Engagement and other stakeholders. Advocates from each Directorate in the District were brought together regularly in meetings facilitated by us, to ensure any solution developed was inline with how each part of the district actually works.