The Smug Linkrakka

In setups with this shape, the portal has substance behind it, but the front door treats Legal, HR and everyone else like the same person in a different lanyard. Tasks are buried, change becomes another layer of bookmarked exceptions, and search feels more like cross-examination than help. The answer exists, but everyone trusts the colleague who bookmarked it two years ago.

Leaving this alone preserves the 25–40% of task completion that should have happened inside the portal, plus the no-result searches that AI Search work usually strips back by 30–50%. That is not UX leakage; it is a private support economy with a spreadsheet as infrastructure.

After the plan, each audience lands somewhere recognisably theirs: common tasks, relevant content and the next destination are already in view. Legal no longer needs a private map of the building. People stop carrying internal URLs like emergency medication.

The first move is 4 to 6 weeks, not a year-long rebuild, and sits in the high-teens rather than major-programme money. It does not rely on Employee Center Pro or AI Search to start; those become later options if useful. The full plan has nine moves, so the question is which cut removes the most shadow process first.