Introduction to intranets
Introduction to intranets
The terms ‘intranet’ and ‘digital workplace’ are often confused or used interchangeably; however, it is important to understand that they are distinct channels.
The intranet is generally seen as a platform for content publishing, internal communications, and providing important information to help employees find what they need and do what they need to do. It often serves as a gateway to the broader digital workplace, which encompasses a range of tools, applications and devices that employees use to perform their tasks.
Although some organizations refer to their intranet as a digital workplace, and software vendors sometimes use the term to describe their products, we prefer to view the digital workplace as the comprehensive set of resources employees need for their work. Thus, the intranet is just one component within the larger ecosystem of the digital workplace, serving as a central hub for information, tools and company resources.
A brief history of the intranet
Intranets were introduced in the mid-nineties, along with the widescale adoption of the internet. At first, they were static web pages, often functioning as a digital noticeboard and a place to store documents. Communication was one-way and top-down, and they were not always designed with the user in mind.
They have since evolved in terms of features and functionality, expanding their original remit and scope. This has included incorporating discussion forums, community sites, social networking, video, forms, workflows and more. Nowadays, modern intranets are sophisticated, providing a seamless user experience and facilitating the day-to-day work of employees.
As a channel within the digital workplace, the modern intranet serves crucial purposes in distinct but related ways:
- Content and communications: The intranet excels as a platform for publishing content and keeping employees updated. It also serves as a central repository for documents, policies and procedures, ensuring that employees have easy access to the information they need.
- Digital workplace gateway: The intranet is a convenient entry point for the broader digital workplace, helping employees find necessary resources for their daily tasks.
- Change management and adoption: The intranet supports organizational change, promoting tool usage and enhancing digital literacy.
- Collaboration: The intranet facilitates collaboration as a space where teams can work together on projects and share information seamlessly.
- Knowledge management: Intranets serve as a tool for the effective capture, storage and sharing of knowledge.
Employee engagement is enhanced through features like social feeds, recognition programmes and interactive content.
In modern organizations, the intranet is an indispensable tool for improving communication, fostering collaboration and enhancing productivity. By providing a single platform for accessing information and tools, intranets help to reduce information silos and ensure that employees are aligned with the organization’s goals and objectives.
The employee intranet: more than just a digital noticeboard
Far from the original ‘noticeboard’ style intranets, modern employee intranets are designed to put employees at the centre, focusing on engagement and the digital employee experience (DEX).
Most organizations employ a range of tools and technologies which they expect their employees to use to get things done. These include customer relationship management (CRM), finance and HR systems, form-building and survey tools, research databases, document repositories, team spaces, etc. Too many different technologies and tools can create endless digital friction for employees, leading to frustration and ultimately dissatisfaction with the workplace.
Modern intranets are excellent platforms for decreasing digital friction by creating seamless, integrated experiences that connect various tools and platforms employees use daily. This helps employees to work more efficiently without constantly switching between different apps.
By leveraging AI and data-driven insights, modern intranets offer personalized experiences tailored to individual employee needs. This includes AI-enabled coaching, continuous learning opportunities and relevant content recommendations.
All of this creates a more enjoyable and streamlined experience for employees. Intranets can support employee engagement through interactive content, social features and recognition programmes that celebrate employee achievements. Connecting teams and individuals is another critical aspect, with tools that enable seamless collaboration and communication across the organization.
A seamless modern intranet that offers an engaging and frictionless DEX is useful not only to employees, but also to HR and IT teams who want a happy workforce that uses company-deployed apps and tools without creating shadow IT.
Example modern intranet use cases include:
HR portal
A centralized HR portal within the intranet where employees can access policies and benefits information, and submit leave requests.
This simplifies HR processes and ensures employees have easy access to important information and services.
Social feed
Integrated social communities and discussion forums where colleagues can share ideas, collaborate on projects and connect over common interests.
This enhances communication and fosters a sense of community within the organization.
Peer recognition
Peer recognition tools embedded on the intranet allow colleagues to give and receive kudos for achievements and contributions. This boosts morale and encourages a positive work culture by recognizing and celebrating employee efforts.
Employee wellbeing hub
A dedicated wellbeing hub that offers resources for mental health, physical wellness programmes and access to counselling services, available via the intranet. This supports employee wellbeing by providing tools and resources to help manage stress and maintain a healthy work–life balance.
These use cases highlight how modern intranets can enhance the digital employee experience by focusing on essential HR resources, fostering social connections, recognizing employee achievements and supporting overall wellbeing.
A well-designed employee intranet can be a game-changer for employee satisfaction. This requires incorporating usability best practices. Poorly designed intranets can be difficult to navigate, leading to frustration and low adoption. Ensuring a user-friendly interface and intuitive design is key for effective intranet usability.
Equally important for usability is good content management and content governance. Regular reviews and updates to content are necessary to keep the intranet relevant and functional.
Good intranet usability will support a seamless digital employee experience. The benefits of enhanced communication and collaboration, increased productivity and greater employee engagement ultimately lead to happier employees.
For more digital workplace resources, DWG members have full access to exclusive articles, events, peer insights and a Research Library of 100+ reports covering key areas such as intranet management, digital employee experience, AI readiness, strategy and governance, change management and more. Contact us to learn how to gain access to this library via DWG membership.
Categorised in: Intranets
