Are Intranets Still Relevant? (And How They're Evolving)

Yes, intranets are still relevant.

In fact, the modern intranet can totally transform the way your business communicates internally.

While some intranets are outdated, clunky, dinosaur-age systems, there’s still room for a well-designed, employee-first solution.

No longer simply acting as a centralized hub for information, intranets focus on streamlining internal processes while creating a sense of community for on-site, remote, and hybrid teams.

The bottom line: Intranet platforms are not only still relevant but are evolving to become critical tools for communication, collaboration, and employee engagement in the modern digital workplace.

Are traditional intranets dead?

While there are still a number of legacy intranets in circulation, the concept of an intranet has changed considerably.

No longer are we served with single screens to house documentation in clunky interfaces. Those intranets are no more.

Think of the first iteration of SharePoint. Its primary use—and arguably its only use—was to store documents. Today, we’ve got many ways to store documents. An intranet is no longer the only method.

There are many reasons traditional intranets are becoming extinct:

• Poor communication: They lack the tools for effective modern two-way communication and collaboration. Employees crave more interaction and dialogue, but traditional intranets offer limited opportunities for this.
• Outdated technology: They often rely on outdated technology that is difficult to update and maintain without significant investment. This leads to poor functionality, limited integration with other collaboration tools, and a frustrating user experience.
• Limited reach: They struggle to reach frontline workers and remote employees who may not have regular access to company computers. This creates information silos and disengagement.
• Lack of engagement: Employees are increasingly disengaged with traditional intranets due to their poor usability, lack of relevant content, and limited social features. This results in declining site usage and a poor return on investment (ROI).
• Increased workload: Maintaining a traditional intranet can create a significant burden on internal communications and IT teams, who must spend time updating content, troubleshooting technical issues, and managing multiple platforms.

Traditional intranets vs. modern employee experience platforms

When left in this traditional state, employees feel disconnected and drift away from using such solutions. Their faith in IT teams may start to wane as they’re presented with outdated technology, easily replaced by department-specific alternatives that lead to siloed working.

The future of intranets must be employee experience and focused internal collaboration, empowering a highly connected digital workplace.

Where does the company intranet fit in the digital workplace today?

When we think of the digital workplace, it’s important to highlight that an intranet is one component of a much larger ecosystem.

Think of it like this:

The digital workplace includes all the tools, platforms, and technologies that employees use to do their jobs. This includes communication platforms (like Slack or Microsoft Teams), file-sharing systems, project management software, HR systems, and your company intranet.

Within this ecosystem, the intranet platform serves as a central hub for information, communication, and collaboration. It's where employees go to find company news, access important documents, connect with colleagues, and stay aligned with organizational goals.

Things to keep in mind:

• Intranets aren’t one-size-fits-all solutions: They need to be tailored to the specific needs of an organization.
• Intranet teams require diverse skills: Successful intranets are built and managed by teams with expertise in technology, communication, design, and collaboration.
• Intranets are not isolated tools: They should integrate with other platforms in the digital workplace to create a cohesive experience.
• Holistic communication is key: The intranet plays a crucial role in delivering the right information to the right people at the right time.

The future of intranets

As with any technology, those that evolve make it and those that lag behind get replaced or left unused.

When it comes to gauging a return on your investment, opting to keep your legacy intranet can be the wrong decision as adoption dwindles but you continue to pay to keep it alive.

Instead, opt for a modern intranet solution, high in demand thanks to their adapted view of how we collaborate internally and what the modern employee wants and needs from a workplace solution.

Here’s what’s shaping demand for modern intranet platforms:

Digital employee experience and user-first design

• Focus on User Experience (UX): Intranets are prioritizing intuitive interfaces, personalized content, and engaging visuals to create a positive employee experience. Think less cluttered text, more interactive elements.
• Customization: Intranets are moving away from cookie-cutter designs to offer customized experiences tailored to individual employee needs and preferences.

SaaS intranets vs. Build-Your-Own

• Templated Solutions: SaaS intranets offer fast implementation, easy maintenance, and regular updates to the latest features.
• Less Admin and Maintenance: The burden on IT staff gets eased as cloud software requires less monitoring and patching than on-premises alternatives.

Intranet integrations

• Information Exchange: Essential workplace tools (like Google Workspace, Slack, and Microsoft Teams) create a two-way data exchange with your intranet to create a unified digital workplace.
• Reduces App Switching: When information, documents, contacts, etc. are available cross-platforms, time gets saved when carrying out simple and complex tasks.

Intranet content relevance

• Targeted Content: Intranets are moving away from generic, top-down communication to deliver personalized content relevant to individual employees' roles, interests, and needs.
• Storytelling: Companies are using storytelling to create engaging and meaningful content that resonates with employees.
• User-Generated Content: Intranets are encouraging employees to contribute content, fostering a sense of community and ownership.

Mobile intranet and intranet apps

• Accessibility: On-the-move employees like frontline workers and field technicians get the same level of access to their desk-based colleagues.
• Mobile Access: All staff have constant real-time access to documentation, colleagues, and company updates no matter which device or location they’re using.

Social intranet features & personal profiles

• Enhanced Collaboration: Intranets are evolving into social media-like hubs (think LinkedIn but more user-friendly and no adverts) where employees can connect, share ideas, and collaborate on projects. Features like activity feeds, forums, and comment sections encourage interaction and knowledge sharing.
• Employee Empowerment: Intranets are empowering employees to create and share content, fostering a sense of community and ownership. This can include blog posts, articles, videos, and even podcasts.
• Knowledge Sharing: Social intranets facilitate knowledge sharing by allowing employees to easily share their expertise and learn from others. This creates a culture of continuous learning and improvement.

Intranet personalization

• Personalized Feeds: Employees can customize their intranet experience with personalized news feeds, content recommendations, and notifications.
• Branding: Companies can personalize the look and feel of their corporate intranet to align with their brand identity.

AI-powered features

• Intelligent Chatbots: AI-powered chatbots are becoming increasingly common in employee intranets, providing employees with instant support for common tasks and questions. They can answer FAQs, guide employees through processes, and even help with troubleshooting.
• Personalized Content Recommendations: AI algorithms analyze employee data and preferences to deliver personalized content recommendations, ensuring employees see the information most relevant to them. This boosts engagement and helps employees stay informed.
• Content Automation: AI can assist with content creation by generating summaries, suggesting relevant tags, and even drafting basic content outlines. This frees up time for content creators to focus on more strategic tasks.

Advanced analytics and measurement

• Data-Driven Insights: Intranets are incorporating advanced analytics to track user behavior, measure content effectiveness, and identify areas for improvement. This data helps organizations make informed decisions about their intranet strategy.
• Performance Tracking: Organizations can track key metrics like page views, engagement rates, and search queries to understand how employees are using the intranet and identify areas of low engagement.
• ROI Measurement: Intranet analytics can help measure the ROI of your intranet by tracking its impact on employee productivity, communication effectiveness, and business goals.

Integration of emerging technologies

• Immersive Training: Virtual Reality (VR) and Augmented Reality (AR) technologies are being integrated into intranets to create immersive training experiences. This allows employees to learn new skills and practice procedures in a safe and engaging environment.
• Virtual Collaboration: VR and AR can also facilitate virtual collaboration by allowing employees to interact in shared virtual spaces, regardless of their physical location.
• 3D Product Visualization: For companies with physical products, intranets can utilize AR to provide employees with 3D visualizations of products, aiding in understanding and training.

Modern intranet features

While some traditional features remain, the modern intranet introduces a plethora of new features never associated with intranets before.

This is where we’re taking the legacy intranet and radically transforming it into an employee experience platform designed to connect people and make information accessible. 

User-friendly design

• Integration Functionality: Integrate with other business applications (HR systems, CRM, project management tools) to streamline workflows and avoid duplicated data entry.
• Powerful Search Functionality: Enable employees to quickly find the information they need with robust search capabilities that include filters, tags, and intelligent suggestions.
• Intuitive Interface: A clean, modern design with clear navigation and personalized content makes the intranet easy and enjoyable to use.

Metrics and analytics

• Performance Tracking: Track key metrics like page views, engagement rates, and search queries to understand how employees are using the intranet.
• Goal Alignment: Measure your intranet’s contribution to broader business objectives, like increased employee productivity or improved communication.
• Data-Driven Insights: Analyze intranet data to identify trends, understand employee preferences, and make informed decisions about future improvements.

Employee empowerment

• Company Culture: Reinforce company values and mission through engaging content, employee spotlights, and employee recognition programs.
• Knowledge Sharing: Facilitate knowledge sharing and collaboration through forums, wikis, and document libraries.
• Employee-Generated Content: Empower employees to create and share content, creating a sense of ownership and community.
• Onboarding and Development: Provide easy access to onboarding materials, training resources, and career development opportunities.

Essential intranet best practices

A successful intranet today is:

• Centralized: A single source of truth for information.
• Accessible: Easy to use and available to everyone, regardless of location or device.
• Engaging: Filled with dynamic content that encourages interaction and participation.
• Integrated: Works seamlessly with other communication tools.

Here's how to optimize your intranet to achieve this:

1. Make your intranet the go-to communication hub

Information scattered across emails, messaging apps, shared drives, and physical bulletin boards creates confusion and inefficiency.

Instead, remove the time waste searching and make your intranet the central hub for all internal communication.

This means:

• Migration: Move essential documents, announcements, and resources from various platforms to the intranet.
• Content Creation: Develop an intranet content strategy that prioritizes clear, concise, and engaging information.
• Regular Updates: Keep the intranet fresh with company news, policy changes, and important announcements.
• Navigation: Ensure the intranet is easy to navigate with a user-friendly interface and robust search functionality.

Pro Tip: The simplest change to make is instead of emailing company-wide announcements, post them prominently on the intranet homepage. Create dedicated sections for HR policies, IT support, and project updates.

2. Embrace an omnichannel approach

Employees have diverse communication preferences. Some rely heavily on email, while others prefer instant messaging or mobile apps.

Adopt an omnichannel approach to reach everyone where they are.

• Intranet as Your Foundation: Use the intranet as the primary source of information, but don’t rely on it exclusively.
• Strategic Distribution: Share key updates and announcements through email, messaging apps, and even digital signage to reinforce the message. Allow employees to unsubscribe from notifications on the basis that they’re checking other areas.
• Targeted Communication: Segment your audience and tailor your message to their preferred channels.

Example: Post a major company announcement on the intranet, then share a brief summary and link via email and Slack. Over time, users will gain a preference and only subscribe to their channel of choice.

3. Reach every worker (especially remote and deskless)

Traditional intranets often exclude remote and deskless workers who may not have regular access to company computers.

Modernize your intranet to be accessible and relevant to all employees.

• Mobile Optimization: Ensure the intranet is fully responsive and easy to use on smartphones and tablets.
• Offline Access: Consider features that allow employees to access critical information even without an internet connection.
• Tailored Content: Create content that addresses the specific needs and interests of different employee groups.
• Communication Tools: Utilize features like instant messaging, news feeds, and mobile notifications to keep everyone in the loop.

Example: Choose an intranet platform that has a mobile app that allows deskless workers to access company news, schedules, and training materials on their personal devices.

4. Prioritize engaging and relatable content

Static, text-heavy intranets quickly become boring and irrelevant. This is the #1 reason traditional intranets fall by the wayside in the majority of businesses.

Focus on creating dynamic, engaging content that encourages interaction and participation.

• Content Formats: Use a variety of interactive formats, including videos, infographics, podcasts, and quizzes.
• Employee Contributions: Encourage employees to share their knowledge, ideas, and feedback through blogs, forums, and comment sections.
• Personalization: Use employee spotlights, birthday announcements, and personalized news feeds to foster a sense of community.
• Gamification: Make internal comms fun with elements of gamification, like badges and leaderboards to motivate employees and encourage participation.

Example: Create a video series showcasing employee success stories, host a photo contest, or launch an employee-led blog on a topic of interest.

Connect, engage, and empower your workforce with Workvivo

If you’re keen to move away from old intranet platforms, with clunky interfaces and out-of-date features, you need a modern solution that focuses on employee experience.

Workvivo is the leader when it comes to modernizing the internal communications process and engaging employees across all user types.

Here’s what Workvivo’s employee experience platform brings to the table:

• Improved Employee Communication:
  • Reach Everyone, Everywhere: Workvivo offers a mobile-first experience, ensuring that all employees, including frontline and remote workers, can access information and stay connected.
  • Targeted Communication: Deliver relevant information to specific teams or departments with segmented audiences and personalized news feeds.
  • Streamlined Communication Channels: Integrate with popular communication tools like Slack and Microsoft Teams to consolidate communication and avoid app switching.
• Increased Employee Engagement:
  • Social Intranet Features: Create a sense of community and encourage interaction with social features like employee profiles, activity feeds, and comment sections.
  • Employee Recognition: Build a culture of appreciation with built-in tools for recognizing and rewarding employees' contributions.
  • Engaging Content: Share company news, updates, and announcements in a visually appealing and engaging format with multimedia content and interactive elements.
• Enhanced Employee Productivity:
  • Information Sharing: Provide employees with a central hub for all company information, including policies, procedures, and important documents.
  • Streamlined Workflows: Integrate with other essential workplace tools, like HR systems and project management software, to create a seamless digital experience.
  • Knowledge Management: Facilitate knowledge sharing and collaboration with spaces for employees to connect, ask questions, and share expertise.

Just look at how Mater Private Hospital keeps employees connected, even when constantly on the go:

• 75% of 2,500 users active on Workvivo
• 1,000 posts uploaded in the first six months
• Has “changed the culture” and built a “collaborative community”

“Traditionally, communication can be challenging in healthcare; a lot of our staff are frontline and don’t always have access to email or large departmental meetings. The Workvivo app has really allowed us to communicate on a very accessible basis.”

Ready to see Workvivo in action? Request a demo today.

For more insights, watch our videos:

• Workvivo Overview
• Mater Private Hospital Success Story