The Modern Intranet for 2025: Core Elements, Features + Benefits

What is a modern intranet?

A modern intranet is an advanced, cloud-based platform designed to facilitate collaboration, communication, and knowledge sharing within an organization.

But that doesn’t sound super exciting, does it?

So here’s what you need to know about what sets great modern intranets, AKA employee experience platforms, apart: they integrate social features, personalized user experiences, mobile access, and real-time collaboration tools to enhance the digital employee experience (e.g., document sharing, messaging, and project management).

If that sounds like something you want to bring to your workplace in 2025, read on as we take you through the nitty gritty of all things modern intranet.

Let’s go!

How is a modern intranet different from a traditional intranet?

In contrast, a traditional intranet is usually a static, internal website with limited functionality focused on providing company news, cloud file storage, and basic communication.

To summarize the key differences:

• Modern intranets are interactive, mobile-friendly, and integrate third-party apps.
• Traditional intranets are static and limited in scope, often with outdated content.

The intranet system itself is simply the technical infrastructure and software applications that make up and support the intranet.

This includes the servers, networking hardware, and software solutions (like content management systems (CMS), communication tools, and collaboration platforms) that provide the functionalities needed for an intranet to operate.

Key functionality of modern intranet solutions

User-friendly interface

A user-friendly interface is crucial for any intranet solution, as it directly impacts user engagement and productivity. A simple and intuitive design allows employees to navigate the platform easily, find the information they need, and perform tasks efficiently.

This can lead to increased adoption rates, as users are more likely to embrace a system that feels intuitive and reduces the learning curve. For example, modern intranets often include drag-and-drop features, customizable widgets, and clear navigation menus to enhance usability.

Social features

Social intranet solutions enhance collaboration and build a sense of community within an organization. Capabilities such as chat, forums, and activity feeds enable employees to communicate in real time, share updates, and engage in discussions across different teams and departments.

These features mimic the social networking tools that employees use in their personal lives, making the workplace more interactive and dynamic.

Document management

Document management is a core functionality of modern intranet solutions, providing a centralized location for organizing, storing, and accessing documents. This feature streamlines document workflows by allowing employees to upload, edit, and collaborate on files in a secure environment.

Advanced document management systems include version control, metadata tagging, and permission settings to ensure that documents are up-to-date, easily searchable, and accessible only to authorized users.

Search functionality

Robust search functionality enables users to quickly find the information they need without sifting through irrelevant content. Advanced search features include keyword searches, filters, and suggestions, which help users locate documents, discussions, and resources with minimal effort.

Some intranets also integrate artificial intelligence (AI) and machine learning algorithms to deliver more accurate search results by understanding user intent and context.

Customization and personalization

Customization and personalization options enable users to tailor their intranet experience to their specific needs and preferences. This can include customizing dashboards, setting preferences for news feeds, and selecting the tools and applications they use most frequently.

When users personalize their intranet, it adapts to individual roles and responsibilities, providing relevant information and resources that support day-to-day tasks. This tailored approach ensures that users have quick access to the tools they need, improving efficiency and productivity.

Security and compliance

Given that intranets often handle sensitive information, security measures are vital. Intranets must include robust security features, such as encryption, multi-factor authentication, and access controls, to protect against unauthorized access and potential breaches.

Compliance with industry standards and regulations, such as GDPR or HIPAA, is also critical to avoid legal and financial repercussions. By implementing comprehensive security measures, organizations can safeguard their data, prevent data breaches, maintain trust with stakeholders, and ensure that their intranet supports secure and compliant operations.

Integration with other tools

Modern intranets often support integrations with popular tools such as Microsoft Office 365, Google Workspace, CRM systems, and project management applications.

These integrations allow employees to access all necessary tools from a single platform, reducing the need to switch between multiple systems and streamlining processes. To further enhance connectivity and streamline data flow, organizations may also leverage third-party data-integration solutions to bridge the gaps between various applications and systems.

Mobile app access

A mobile-friendly intranet allows employees to access information, collaborate with colleagues, and perform tasks from any location, using their smartphones or tablets.

This flexibility is crucial for remote workers, field employees, and those who travel frequently. Mobile intranet apps often include features such as push notifications, offline access, and responsive design to ensure a seamless user experience.

5 modern intranet tools to consider heading into 2025

• Workvivo
• Poppulo
• Snapcomms
• Confluence by Atlassian
• Jostle

1. Workvivo

Workvivo is a leading cloud-based intranet platform designed to promote employee communication and engagement within organizations. It’s a digital workplace solution that combines the functionality of a traditional intranet with social media-like features (such as news feeds, posts, likes, and comments), creating a seamless environment for collaboration and connectivity.

Workvivo also facilitates two-way communication, enabling employees to share updates, recognize achievements, and celebrate milestones, creating a sense of community within an organization.

In terms of personalization, users can customize their profiles, follow specific topics or groups, and receive tailored content based on their interests and role within the company. Workvivo also provides a comprehensive suite of tools that integrate seamlessly with existing systems, ensuring a smooth implementation process. Its robust API and integration capabilities allow organizations to connect with other enterprise applications such as Microsoft Teams, Slack, and Google Workspace.

Key Features

• Engagement hub: Centralizes company communications and allows employees to engage with content through likes, comments, and shares, creating a dynamic and interactive communication environment.
• News feed: Similar to social media platforms, this keeps employees informed with updates and announcements, personalized to their preferences and roles within the organization.
• Employee recognition and appreciation: Allows employees to acknowledge and celebrate achievements, thereby boosting morale and motivation across teams.
• Event Management: Offers tools for managing company events, including RSVPs and event reminders, helping to keep employees informed and engaged with organizational activities.
• Mobile accessibility: The Workvivo mobile app ensures that employees can access the tool from anywhere, providing flexibility and ensuring constant connectivity, even for remote or field-based staff.

Pros

2. Poppulo

Poppulo is a comprehensive communications tool designed to streamline and enhance internal communication within organizations. Initially focused on email communication, Poppulo has evolved into a multi-channel solution that integrates various communication methods, including intranets, digital signage, mobile apps, and more.

A key strength of Poppulo is its data-driven approach to internal communications. The software offers advanced analytics and reporting tools that provide insights into employee engagement and communication effectiveness.

Key Features

• Crisis comms: Allows organizations to quickly distribute critical information during emergencies, ensuring fast and effective messaging to all stakeholders.
• Audience segmentation: Precise targeting and segmentation of audiences, ensuring that messages are relevant and tailored to specific employee groups.
• Multi-language support: Supports communication in multiple languages, making it ideal for global organizations with diverse workforces.

Pros

Cons

3. Snapcomms

SnapComms is an internal communication tool that focuses on delivering urgent and essential messages directly to employees across multiple channels. It is designed to bypass the clutter of traditional email systems, ensuring critical company information is seen and acknowledged promptly.

The solution offers a suite of tools that facilitate real-time communication and engagement, making it an ideal solution for organizations that require rapid circulation of important updates, alerts, and announcements. With its focus on immediacy and impact, SnapComms is widely used in sectors where timely communication is crucial, such as healthcare, education, and emergency services.

Key Features

• Desktop alerts: Allows important messages to bypass email inboxes and appear directly on employees' screens. You can set the alerts in size and appearance, include images and hyperlinks, and add call-to-action buttons.
• Scrolling news feeds: This feature delivers information in a ticker format that scrolls across the bottom or top of employees’ screens, similar to a news ticker. They are customizable in terms of speed, font, and color to match company branding and can be scheduled for specific times.
• Interactive quiz: This is designed to engage employees and assess their understanding of key topics through gamified content. They are fully modifiable, allowing for multiple-choice, true/false, or short-answer formats.

Pros

Cons

4. Confluence by Atlassian

Confluence by Atlassian is a collaboration and content management platform designed to enhance productivity and communication within organizations. Known for its flexibility and ease of use, Confluence serves as a central hub where teams can create, organize, and collaborate on documents, projects, and ideas. The tool is highly customizable, allowing organizations to tailor its features to meet specific needs, whether for project management, knowledge sharing, or documentation.

Additionally, Confluence’s integration with other Atlassian products like Jira and Trello also makes it an essential tool for organizations looking to streamline workflows and improve team collaboration.

Key Features

• Template library: Includes a comprehensive library of templates designed to help users quickly create common types of pages, such as meeting notes, project plans, and product requirements.
• Macros for dynamic content: Allows users to embed content such as videos, calendars, roadmaps, and charts. They also enable advanced features like creating tables of contents, adding interactive elements, and connecting to external data sources.
• Page and space: Content is organized into “Spaces” for different teams, projects, or departments. Within these Spaces, pages can be created, nested, and linked, allowing users to build a structure that reflects their organizational needs.

Pros

Cons

5. Jostle

Jostle is an intranet platform designed to enhance internal communication and employee engagement within organizations. It focuses on providing a dynamic and intuitive user experience that connects employees, fosters collaboration, and aligns them with the company’s mission and goals.

Unlike traditional intranets that often become stagnant and underutilized, Jostle emphasizes user engagement by delivering relevant content and information in a visually appealing and easily navigable format. Its cloud-based architecture ensures accessibility and scalability, making it suitable for organizations of all sizes, from small businesses to large enterprises.

Jostle’s platform is centered around people and culture, providing tools that facilitate social interaction, recognition, and collaboration. It features a unique organizational structure called the “People Engagement Platform,” which prioritizes employee engagement and connection over static content storage. This structure enables employees to easily find colleagues, access resources, and participate in company culture, driving a sense of community and belonging.

Key Features

• Employee directory: The directory includes detailed profiles for each employee, featuring contact information, role, and skills. It also supports organizational charts that visually represent the company’s structure, making it easy to identify team members and reporting lines.
• Activity feed: Displays recent activities, such as announcements, recognitions, and team achievements. Users can engage with content by liking or commenting on posts, fostering a sense of community and collaboration. The feed is customizable, allowing employees to filter updates based on their interests and priorities.
• Library: Serves as a central repository for important documents and resources, providing employees with easy access to essential information. It also supports a wide range of file types, including PDFs, spreadsheets, and presentations. Documents can be organized into categories and tagged for easy searching.

Pros

Cons

How to choose the right modern intranet software for your business

Assess your business needs

The first step in selecting the right intranet software is to thoroughly assess your business needs. This involves understanding your organization’s specific requirements, challenges, and goals. Consider the following aspects:

• Communication and collaboration: Do you need features like instant messaging, video conferencing, or discussion forums? Identify the communication challenges you face and how an intranet can help address them.
• Content management: How do you plan to organize and share documents, files, and other resources? Consider features such as document libraries, version control, and search functionality to streamline content management.
• User access and permissions: Who needs access to what information? An effective intranet should allow you to set permissions and ensure that sensitive information is accessible only to authorized personnel.
• Integration with existing systems: Consider how the intranet will integrate with your existing software and systems, such as email, CRM, or HR platforms. Seamless integration can automate workflow efficiency and minimize disruption.
• Customization and scalability: Can the intranet be tailored to your brand and organizational culture? Will it scale as your business grows, accommodating more users and features?

Evaluate intranet features

Once you have a clear understanding of your business needs, evaluate the features offered by different intranet software options. Here are some essential features to consider:

• User interface and experience: The intranet should have an intuitive and user-friendly interface. A well-designed user experience encourages adoption and makes it easier for employees to navigate and use the tool effectively.
• Social and community features: Look for social intranet features like employee profiles, activity feeds, and social recognition. These features foster community building, employee engagement, and a sense of belonging within the organization.
• Analytics and reporting: Analytics tools provide insights into user behavior, engagement levels, and content performance. This data can help you make informed decisions and continuously improve the intranet’s effectiveness.
• Security and compliance: Ensure the intranet software adheres to security standards and compliance requirements relevant to your industry. Features like encryption, access controls, and audit logs are essential to protect sensitive information.

Compare intranet providers

After identifying your needs and evaluating features, it’s time to compare intranet providers. Consider the following factors:

• Reputation and customer reviews: Research the reputation of intranet vendors and read customer reviews. Look for testimonials, case studies, and success stories that demonstrate the software’s effectiveness and reliability.
• Support and training: Assess the level of support and training offered by the vendor. Do they provide onboarding assistance, training sessions, and ongoing support? Reliable customer support is crucial for resolving issues and ensuring smooth implementation.
• Cost and pricing models: Analyze the cost structure and pricing models of different intranet solutions. Consider factors such as licensing fees, implementation costs, and ongoing maintenance expenses. Choose a solution that aligns with your budget and offers a good return on investment.
• Trial and demos: Take advantage of free trials and demos offered by vendors. This hands-on experience allows you to explore the software's features, interface, and usability, helping you make an informed decision.

Plan for intranet implementation and adoption

Develop a detailed implementation plan that outlines timelines, responsibilities, and milestones. Develop a data migration strategy, ensuring data integrity and security during the transfer.

Communicate the benefits of the intranet to employees and provide training sessions to facilitate smooth onboarding. You can do this by creating user manuals, video tutorials, and FAQs to support employees in learning how to use the intranet.

Why the employee experience is critical for a company intranet system

Boosts employee engagement and productivity

A well-designed intranet system can significantly improve employee engagement by providing easy access to information, tools, and resources. When employees have a user-friendly platform that allows them to efficiently complete tasks, access necessary documents, and communicate with colleagues, their productivity naturally increases.

An intranet system that prioritizes employee experience will have an intuitive interface, streamlined navigation, and features that promote collaboration and knowledge sharing. This reduces the time employees spend searching for information and allows them to focus on their core responsibilities, ultimately enhancing productivity.

Enhances communication and collaboration

The employee experience within an intranet system is heavily influenced by the quality of communication and collaboration tools available. A well-structured intranet facilitates seamless communication across departments and teams, breaking down silos and encouraging a culture of openness and transparency.

Features such as instant messaging, discussion forums, and integrated video conferencing tools enable employees to connect with colleagues in real-time, fostering collaboration and innovation. By ensuring that employees can easily share ideas and insights, a company intranet system can cultivate a more engaged workforce.

Supports employee wellbeing and development

By providing access to wellness programs, training modules, and career development resources, the intranet can empower employees to take charge of their personal and professional growth.

Additionally, a user-centric intranet can offer personalized content and recommendations, ensuring that employees receive relevant information tailored to their needs and interests. This focus on well-being and development boosts morale and also helps in attracting and retaining top talent.

Workvivo: Your enterprise-grade intranet solution

Workvivo makes it easy for employees to connect, share information, and celebrate achievements in a digital space that feels personal and engaging. It’s the go-to for enterprises looking to enhance their internal communication and build a thriving workplace.

Using the words of one of our customers, Garry McCabe, Chief People Officer, Mater Private Hospital:

Workvivo has made a fundamental change to how we connect and communicate with staff. Our people [have now] a vehicle in which they can understand and see what’s happening in every facet of our organization.

Workvivo’s unique approach to intranet solutions goes beyond just functionality. It offers a platform where employees can engage with content that resonates with them, participate in conversations that matter, and feel genuinely connected to the company’s vision and values.

With Workvivo, you can create a vibrant workplace where ideas flow freely, achievements are celebrated, and everyone feels valued. Experience the transformative power of Workvivo and elevate your intranet to new heights.

Modern intranet FAQs

What are the top advantages of investing in a modern intranet system?

• Empowers internal communications teams: Modernized intranet systems help streamline employee communication by providing a centralized knowledge base where employees can find critical information. They also offer a range of communication tools that help employees collaborate more efficiently.
• Provides insights into employee sentiments, trends, and operational efficiency: Thanks to robust reporting and intranet analytics designed for collecting employee feedback, company intranet systems can provide valuable insights into employee sentiments, trends, and operational efficiency.
• Aids HR in creating a better employee experience: Intranets provide management tools that support a range of HR processes, from new employee onboarding to ongoing training initiatives. These central hubs can store a ton of great resources for new hires or veteran employees needing a quick refresher.
• Improving retention rates: A better employee experience can enhance everything from productivity to retention rates. With an employee intranet platform like Workvivo, you can give your management teams the tools they need to create a better, happier workplace for everyone.

What happened to the traditional intranet?

Traditional intranets like Microsoft Sharepoint are dying fast, along with the antiquated thinking that employees are mere cogs in the machine. Traditional intranets failed because there isn’t much incentive for employees and managers to make their way through a poorly-built network to find a single piece of information. This simply couldn’t cut it in the face of powerhouse collaboration tools like Slack, Gmail, and others.

A modern-day intranet solution fosters digital transformation by helping employees securely interact with their colleagues and adapt to the company culture. They’re mobile-first and help break down communication barriers between employees in separate business units, ultimately making the employee’s life easier.

Modern intranets no longer just serve as repositories for files, company updates, and CEO blogs — but rather, serve as part of an overall ecosystem of the digital workplace, transforming the internal communications experience for employees.

It acts as a company intranet, employee app, and social network all in one place, allowing employees to communicate, inform, and engage in an inclusive way.

Your intranet can’t be just a stack of static pages. It must provide a dynamic user experience with social features for employees, real-time reporting and analytics for managers, and instant access to corporate info and resources for both.

What are the signs your digital workplace needs an intranet solution overhaul?

If your company still relies on basic tools such as Slack and Google Workspace as the foundation of its digital workplace, you may run into issues with disorganization. While these tools are great for certain use cases, they’re not the best for storing or referring to historical information and resources.

This is especially true for remote workers who don’t always have access to on-premise resources and have to rely entirely on the digital tools you provide.

Here are four signs your organization may need to upgrade to a modern intranet system:

• Employees can’t find the information they need: Efficient knowledge sharing is one of the top benefits of a modernized intranet solution. It enables employees to find and share information quickly and easily so they can spend more time on what matters – succeeding at their jobs.
• Employees struggle to collaborate: Collaboration is the glue that holds companies together. But without the right collaboration tools, keeping everyone on the same page is more like trying to hold things together with duct tape and chewing gum.
• Employees don’t engage with the company: There’s a good reason why employee engagement has become a hot topic in the business world. When employees feel included and engaged, their performance improves. When they don’t, their performance – and the company’s by proxy – can suffer.
• Employees say the existing workplace is outdated or confusing: Developing a modern digital workplace is key to both supporting your existing employees and attracting new talent. A user-friendly intranet platform with a minimal learning curve can help modernize your digital workplace without overwhelming employees in the process.

What is the role of modern intranet systems in the future of work?

The future holds a closer emphasis on employee welfare and digital experiences. As our lives cross over to mostly virtual experiences, bringing employees closer to the company, its culture, and their colleagues grows unimaginably important.

Due to the nature of remote work and collaboration, it’s far easier to alienate and isolate workers. By putting an inclusive, supportive, and modern intranet system in place, employees will have an easier time putting more of themselves into their work.

The way we work will always fundamentally evolve. Further into the future, we can expect personalized onboarding and other digital employee experiences as not special, one-of-a-kind accommodations but the norm. AI assistants in the form of chatbots, too, are set to further help managers and human resource professionals keep employees happy.