Department Site Launch Checklist
A Department Site Launch Checklist for launching a new intranet site with the right pages, owners, permissions, and training in place. Use it to avoid missing content, access, or rollout steps before go-live.
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Overview
This Department Site Launch Checklist template is for the final readiness steps before a department intranet site goes live. It helps you verify the site structure is complete, the right page templates are in place, content ownership is assigned, permissions are configured, and staff know how to maintain the site after launch.
Use it when a department is creating a new internal site, reworking an existing one, or handing a site from a project team to day-to-day owners. The checklist is especially useful when multiple people contribute content and approvals, because launch failures usually come from missed handoffs rather than missing software features. Each checklist item should be independently verifiable, with a clear yes/no/N/A result and a named DRI for follow-up.
Do not use this template as a general project plan or a content calendar. It is not meant for ongoing editorial work, and it should not replace your organization’s governance, security, or change-management process. If the site is still being designed, keep it in draft until the structure, permissions, and training checks are complete. If your launch includes sensitive content, regulated records, or complex integrations, add department-specific checklist items rather than stretching this template beyond launch readiness.
Standards & compliance context
- Use this template to confirm access is limited to the right internal audiences before publishing department content.
- If the site includes HR, finance, health, or other sensitive information, add approval and retention checks that match your internal policy.
- For public-sector or regulated environments, align the launch review with your change-management and records-management requirements.
- If staff training is part of the launch, document completion so you can show who was prepared to maintain the site.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- 1. Define the launch scope by listing the department site, the intended audience, and the pages or sections that must be ready before go-live.
- 2. Assign a DRI for each checklist item so ownership is clear for site structure, content, permissions, and training follow-up.
- 3. Walk through the checklist in order and verify each item with a yes, no, or N/A answer, marking any blocking issues that must be resolved before launch.
- 4. Capture missing page templates, broken links, incomplete content ownership, and access problems as separate follow-up tasks with due dates.
- 5. Review the final launch status with the site owner and approver, then release the site only after all critical blockers are closed.
- 6. After go-live, record any post-launch fixes or training gaps so the checklist can be updated for the next department rollout.
Best practices
- Keep each checklist item atomic so one answer clearly shows whether the launch is ready or blocked.
- Treat permissions and ownership as launch blockers, not cleanup tasks, because they affect who can maintain the site on day one.
- Verify every page template against the intended content type before launch so editors do not inherit a layout that does not fit the page.
- Use a single DRI for each section of the site to avoid duplicate edits and unclear accountability after go-live.
- Mark training as complete only when staff can actually create, edit, and publish the pages they own.
- Separate blocking issues from non-blocking polish so the launch decision is based on readiness, not cosmetic preferences.
- Review navigation from the perspective of a first-time employee, not the project team, to catch confusing labels and dead ends.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What does this Department Site Launch Checklist cover?
This template covers the launch steps for a new department intranet site, including site structure, page templates, content ownership, permissions, and staff training. It is meant to confirm the site is ready for internal use before go-live. It does not replace a full project plan or content migration tracker.
How often should this checklist be used?
Use it once for each department site launch, and reuse it any time a major site rebuild or reorganization is planned. If your department launches sites in phases, run the checklist at each phase gate. It is not a recurring operational checklist unless you choose to adapt it that way.
Who should run the checklist?
The DRI is usually the site owner, intranet manager, or department operations lead, with input from content owners and IT or platform admins. The person running it should be able to verify each checklist item and assign follow-up tasks when something is blocking launch. If permissions or governance are involved, include the relevant approver.
Does this template help with permissions and access control?
Yes, it includes the checks needed to confirm the right people can edit, view, and approve content before launch. That makes it useful for preventing accidental overexposure of internal pages or broken access for key contributors. It should be paired with your organization’s access policy and approval workflow.
What are the most common mistakes this checklist helps prevent?
Common misses include launching with incomplete page ownership, unclear navigation, placeholder content, or permissions that block editors from publishing. Another frequent issue is skipping staff training, which leads to inconsistent updates after launch. The checklist helps surface these gaps before the site becomes visible to employees.
Can I customize this checklist for different departments?
Yes, and you should. A finance site may need stricter approval and retention checks, while HR or operations may need more emphasis on access control and training. Keep the core launch items intact, then add department-specific checklist items for workflows, compliance, or integrations.
How does this compare to launching a site without a checklist?
Ad hoc launches often miss ownership, permissions, or content readiness because each step is handled informally. This template turns the launch into a verifiable sequence of checklist items with a clear DRI and review path. That makes the launch easier to audit, repeat, and hand off.
Can this template be integrated into our existing workflow tools?
Yes, it works well alongside task boards, approval workflows, and internal project trackers. You can assign checklist items to the DRI, set priorities for blocking issues, and link related tasks or documents. It also fits well with rollout plans that use stage gates or go-live approvals.
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