Aegis faced challenges with fragmented access to HR resources. Implementing a SharePoint-based portal centralised global HR content, enabled CXOs across the company to take real time decision for business deliverables, and enhanced HR Credibility
Background
At Aegis, a global business services company operating across 10+ countries, HR teams faced a consistent challenge, fragmented access to HR policies, communication, and resources. With decentralised practices and limited alignment across geographies, we encountered:
- Inconsistent dissemination of HR policies and updates
- Difficulty in maintaining version control of documents
- Inequitable access to information across regions
- Employee confusion and HR service delays due to lack of a single source of truth
This fragmentation limited HR’s ability to drive a unified culture and transparent communication across the enterprise.
Objective
To centralise global HR content and services, enabling real-time access to policies, updates, and employee resources across all locations, underpinning a globally consistent HR brand and enhancing employee experience.
Action
To address the challenge, I led the creation of a SharePoint-based Global HR Portal, anchored in accessibility, scalability, and user experience. The solution included:
- Built and deployed a centralized HR portal using SharePoint, customized to house HR policies, SOPs, forms, templates, and announcements for global access
- Integrated the portal with internal systems such as the employee directory, payroll, and benefits administration tools, creating a seamless user journey
- Designed a role-based access framework, ensuring country-specific compliance while maintaining global consistency
- Established content ownership and governance protocols, empowering HR teams across regions to contribute and update content within a centralized structure
- Launched a global communication campaign to educate employees on how to use the portal and drive adoption
Results
The portal delivered immediate and meaningful outcomes:
- Achieved 100% adoption across global offices within the first 3 months
- Standardized HR communication, ensuring every employee, regardless of location had equal access to up-to-date information
- Reduced policy-related queries and escalations by over 50%, enabling HR teams to focus on strategic priorities
- Improved transparency and compliance by establishing a single source of truth for all HR-related documents
- Strengthened the global HR identity, enabling alignment across countries while respecting local nuances
The portal continues to serve as a scalable foundation for all global HR initiatives, including onboarding, compliance updates, and engagement campaigns—strengthening both operational efficiency and employee trust.
“In a global organization, consistency builds credibility. The SharePoint portal was not just a repository, it became our voice, our culture, and our commitment to transparency.”
