Nov 05, 2024
by Humera

An employee intranet is a fundamental component of modern corporate culture. In light of the world's ongoing digitization, an increasing number of remote workstations, and offices that extend globally, the necessity for an internal web platform that fosters interaction, cooperation, and participation among employees is significant. An intranet that is effective can significantly enhance the work habits and sense of community of your employees.

An employee intranet

An employee intranet is a private network where your company conducts its internal communications. Typically, the system grants access only to current employees. Your employees will have a single point of access to all of the resources and tools they need at work thanks to the system. Successful business intranets facilitate better internal communication and the management of company knowledge. They streamline HR tasks and assist employees in meeting their needs. This could significantly affect the organization's retention rate and overall performance. Employees are 2.8 times more likely to feel involved in their work if they obtain adequate information to accomplish their tasks properly, and effective communication can enhance workplace productivity by 25%.

The benefits of an employee intranet

1. Improved knowledge management

An intranet portal allows employees to easily share and manage their own knowledge through tools like knowledge bases, process checklists, and discussion forums.

2. Facilitating HR processes

With the extensive functionality of employee intranets, you may automate all HR processes. You must share important policy materials like training manuals and staff handbooks. In addition to salary slips, they also have portals for processing leave requests, loan applications, and employee benefits. All HR processes can be simplified, more open and transparent, and employee engagement can be more easily tracked when everything is done on one platform.

3. Enhanced employee self-service

An intranet platform can facilitate the digital submission and approval of regular requests, reports, and other documentation. Employees encourage self-service, enhancing the efficiency of administrative operations.

4. Workers explore on the job

E-learning through an employee intranet in the workplace allows workers to improve their skills without sacrificing productivity or efficiency.

5. Concise feedback

A business intranet is an ideal platform for conducting polls, surveys, and other forms of employee engagement in order to gather their thoughts and opinions on a range of matters pertaining to the organization.

6. Integrate with Apps

Intranets nowadays are dynamic. A cohesive platform that streamlines daily operations and decreases app fatigue can be created by integrating numerous apps and technologies that employees frequently use, such as calendar systems and task management tools.

7. Efficient onboarding

Through the centralization of corporate regulations, instructions, and other resources, an employee intranet facilitates easier onboarding by allowing new hires to engage with coworkers more quickly.

8. Raised company awareness

An employee intranet is a fantastic way to keep everyone in the loop about what's happening at work with features like news feeds, business announcements, and direct messaging.

9. Improved interpersonal connections

An employee intranet portal is a wonderful method to celebrate employee accomplishments, whether it's a promotion, an award, or a personal event. It also encourages colleagues to recognize one another's successes, which can lead to stronger personal ties.

Top employee intranet software

1. Microsoft SharePoint

Companies seeking a corporate content management system with robust features should choose Microsoft SharePoint, one of the top three employee intranet software options.

Important characteristics:

  • Easy-to-navigate document libraries.
  • Job descriptions for staff members and scheduling events.
  • Cross-departmental teamwork on projects.
  • Feedback surveys for staff members.
  • There are message boards, chat rooms, video chats, and web conferences.
  • Role-based permission controls user access to sensitive data.

2. Happeo

This is ideal for large or quickly growing companies seeking a versatile intranet platform to preserve team unity.

Important characteristics:

  • Both Google Workspace and Microsoft 365 integrate with the data center.
  • A variety of customizable templates, pre-built layouts, and drag-and-drop blocks make it simple to construct intranet pages.
  • Use news sources to discover new products and hear about advancements within your company or those of your rivals, among other things.
  • Worker language preference settings are an option.
  • It creates online communities based on shared interests or activities to foster camaraderie.
  • It helps in tracking and analyzing user search patterns and activity to measure employee engagement and refine internal communications strategy.

3. Simpplr

Simpplr is ideal for businesses seeking an AI-driven, mobile-friendly platform to build an online community for content management and engagement.

Important characteristics:

  • This location allows hybrid workers to convene and engage in digital collaboration.
  • The system automatically updates an organization chart and data-rich profiles for employees.
  • Customizable onboarding workflows.
  • Employees anonymously critique events, announcements, and policy changes.
  • The Auto-Governance Engine will scan the intranet for out-of-date content and remove or archive it automatically.
  • Analytics supported by AI can delve into user relationships and popular topics to comprehend engagement and behavior in the workplace.

How to make engaging employee intranet?

Now that we have established these fundamental features, the next question arises: How can I make my intranet engaging for users? Its usability, content, and design are the key components. Engaging employees to utilize the intranet regularly might be difficult. You can build a successful digital community in your company with the correct strategies, tools, and content. An engaging intranet adapts to the company's specific requirements and culture, is user-friendly, and regularly updates with relevant information. What follows is an in-depth exploration of tactics, concepts, and features that can transform an intranet into something more than simply a functional tool; we aim to make it an engaging experience for its users. So how:

1. Custom dashboards

We should customize the intranet for each user, just like we do with our phones' home screens. Select widgets or tools employees use frequently. This provides them with immediate benefits upon logging in. This puts their favorite widgets, tools, and materials at their fingertips. Each login feels unique with a customizable intranet that adapts to employee usage habits, responsibilities, and preferences.

2. Regular content updates

Engagement drops in static intranets. The intranet should show the company's spirit, not merely formal statements. Showcase individual or team accomplishments, behind-the-scenes workplace activities, or a department or job weekly. Webinars, AMAs with senior management, and spotlight interviews help attract employees. Having a mix of professional and amusing material creates a dynamic workplace that appeals to varied interests and keeps employees coming back.

3. User-friendly interface

Even tech-savvy employees may avoid a confusing intranet. Design should be simple, clean, and intuitive. So employees spend less time looking and more time engaged. Using familiar design ideas and reducing the learning curve can boost adoption. Always choose a clutter-free, accessible item so staff can maximize its potential. It should encourage browsing to discover options, trying some for free, and logging in daily.

4. Engagement methods

Engage staff with polls, quizzes, and surveys. Employees can nominate and vote for monthly cooperation, innovation, and customer service awards. Under Assembly's recognition and reward system, employees can send each other badges, compliments, and goodwill messages. These events make workers feel valued and connected to the organization.

5. Onboarding, training

Every new tool needs training. Intranet onboarding should be thorough. User manuals or videos should accompany first training. It should be repeated. Host advanced features or best-practice webinars to update your workforce. Internal intranet teams or champions in each department can provide firsthand support and guidance to resolve difficulties quickly.

6. Encourage cooperation

The intranet should drive company collaboration. Teams can bond by discussing projects, whiteboarding, or sharing a calendar for interdepartmental meetings via the intranet. Encourage teams to use the intranet for virtual brainstorming instead of an app. Assembly's platform promotes seamless collaboration, allowing teams to collaborate, share ideas, and complete projects with the workforce's intelligence.

7. Feedback routes

Regular feedback meetings are crucial, but the intranet should also allow non-intrusive user input. Example: interactive polls, pulse surveys, suggestion boxes, and monthly virtual town hall meetings. Addressing this feedback and making visible changes can build employee trust. Improved intranet transparency keeps it current and valuable to all.

8. Integration with daily tools

Email, calendar, task management, and other technological tools overload modern workers. You may eliminate app fatigue and assure constant use by making these products intranet-accessible. Assembly's various integration possibilities reduce process disruptions. Employees can focus on their job without switching apps with this unified workspace.

9. Celebrate honor

Recognition inspires. Celebrating professional and personal achievements should happen on the intranet. Recognition of top performers, outstanding initiatives, and personal milestones like anniversaries can improve work culture. Assembly promotes employee recognition, emphasizing outstanding efforts and allowing colleagues to express thanks.

10. Mobile access

We shouldn't limit intranet access to desktops with remote work and flexible hours. Offering a seamless mobile experience keeps employees engaged while on the go. Phones and tablets should make updates, team interactions, and document access as simple as computers. Intranets are workspaces, communities, and reflections of the company's culture. Employee engagement increases as it meets their needs and expectations.

Challenges with intranets: how to fix them

Using an intranet for communication and collaboration has downsides. To keep your intranet entertaining and valuable for your team, we'll investigate these difficulties and suggest practical solutions.

  • Low levels of acceptance

The intranet may see a decline in utilization after the initial launch. The lack of obvious platform benefits and inadequate onboarding are two possible causes of this drop in participation.

       Solution:

Consistently highlight the platform's benefits and find ways to integrate the intranet into everyday activities. Staff members should also have access to training courses that will show them how to make the most of the intranet.

  • Older content

Less interaction with intranet material can be the result of an intranet that contains irrelevant or out-of-date information.

         Solution

Appoint a team or manager to oversee the intranet's content and ensure it remains up-to-date and pertinent. The most up-to-date and relevant information will always be accessible to staff thanks to regular evaluations and updates.

  • Not easy to navigate

An easy-to-use platform that is intuitive is what employees demand. If the intranet interface is complicated, users may not use it.

         Solution

Pick an intranet service that's simple to use. You should update it frequently. While you're doing it, think about collecting user input and using it to inform your decisions.

  • Absence of individualization

The varied functions within a firm may not resonate with every update and piece of material. A generic intranet may result in reduced intranet usage and employee engagement.

          Solution

Make customization options available. Every user will find fascinating and relevant information by tailoring material depending on responsibilities or interests.

  • Ineffective methods for searching

The intranet is a trusted resource for employees who need to access critical information fast. Loss of time and increasing annoyance can result from a search system that isn't efficient.

         Solution

Invest in enhancing the search feature. Make sure to update the system's algorithms on a regular basis and add filters so consumers can quickly discover what they need.

Improved communication, streamlined processes, and heightened teamwork are all benefits of a well-designed intranet. By proactively addressing potential issues and measuring engagement data, companies can ensure that their intranet platform remains relevant and valuable.

Employee intranet implementation methods

An intranet requires much preparation and time to set up. Before you begin, be sure to think about all of these things. Many intranet platforms have comparable capabilities, but pick one with a simple user interface and solid functioning so new hires and remote workers can navigate it. Start with the most important HR processes, cyber security, and knowledge management features in a few free trials.

1. Find the project's scope and complexity

Establishing the parameters of your intranet project is the first and most important step. How will you use it? In which divisions are you asking? The company may move some operations to the intranet. Which ones will stay?

Keep in mind that removing silos of duplicate or inconsistent data and shadow departments is a primary goal of creating an intranet. The key to preventing the intranet from becoming another one of these is clearly defining its scope. Additionally, you must determine the scale of your implementation. Will you implement this company-wide, or will it be a smaller pilot effort involving just one department?

2. Organizational needs assessment

A thorough analysis of an organization's needs, goals, and difficulties begins the process. This helps determine what features and functions the employee intranet should have to meet organizational goals.

3. Cross-functional team building

Gather HR, marketing, IT, management, design, and customer service staff. You'll create an employee intranet; ask for “must have” and “nice to have” features. This can include essential HR functions, integrations with Slack or Teams, and media features such as video calls, podcasts, video playback, call recording, and transcription, among others.

4. Setting clear goals and scope

List the intranet's issues next. Creating a functional workspace for remote workers is a typical goal. We aimed to cultivate a culture of transparent communication and employee involvement.

5. Right technology selection

After assessing all your needs, you can consider software solutions. A team, ideally including IT and HR staff, should do market research and identify potential solutions. Most firms want a feature-rich social intranet. Assess cyber security and network scalability with your firm.

6. Resources and funds for an intranet

Finally, before beginning your intranet project, make sure you have a plan and a budget. There are other factors to think about besides the cost of the intranet software that will support your new system. Take into account the one-time setup expenses (time, salary, software cost) as well as the continuing expenditures (license, maintenance, potential upgrades). Doing so will guarantee that your chosen solution is within your financial means.

7. Implementation/Rollout

Make sure your top managers agree on the intranet implementation timing. Even better, let them test the platform before launch to resolve all their concerns. Overall adoption is faster if top executives approve and adopt it quickly. After the launch, consider training to improve implementation. Ensure all frontline supervisors can answer employee usage questions.

8. Security and compliance

Even for intranets, cybersecurity awareness is at an all-time high. A secure intranet is essential for protecting sensitive information and data if it is to serve as a repository for all of your company's policies, papers, and data. Modern intranet solutions that are well-built incorporate strong security protocols like;

  • Application security certifications like ISO 27001 and SOC2 are essential.
  • Secure two-factor authentication for mobile apps
  • Authentication uses passwords.
  • Authentication using biometrics and passcodes

Establishing access controls during implementation is crucial. Sit with your IT department to determine which places or material must be limited or secret. You can also instruct your staff to submit only trojan-checked links or files. This protects your organization from attacks.

9. Regular upkeep and improvement

An efficient employee intranet requires frequent maintenance and updates to reduce user interruption and build confidence. To adapt to business demands and technology developments, this includes bug corrections, user input, and feature requests.

Techfye: The key to a motivated and collaborative staff

Techfye is the perfect social intranet solution for your firm if it has trouble keeping team members motivated and informed. Your company intranet may become a useful tool for the current digital workplace with the help of Techfye's robust all-in-one employee communication platform, which can revolutionize the employee experience. You should experience Techfye in action to ascertain its suitability for your needs. Techfye seems to be positioning itself as a comprehensive solution for companies struggling with employee engagement and communication. By offering a social intranet platform, Techfye likely aims to:

  • Foster collaboration and teamwork.
  • Improve internal communication.
  • Enhance knowledge sharing and accessibility.
  • Streamline company updates and announcements.
  • Social groups and discussion forums.
  • File sharing and document management.
  • Integrations with popular productivity tools.
  • Mobile accessibility for on-the-go engagement.
  • Customizable branding and layout options.

Conclusion

This improves relationships with coworkers and the organization. Many intranets have a peer-to-peer recognition module that makes employees feel valued and part of the company, inspiring them to work hard. Sharing calendars, checking availability, tracking tasks, sharing ideas and criticism, reading company publications, and participating in virtual sessions helps promote the business and a pleasant work culture. Your employee intranet may promote transparency and a healthy business culture by facilitating internal conversations and information sharing. Allowing staff to use intranet technologies simplifies operations and reduces email. Bringing teams together on one platform improves cross-functional collaboration. Connecting all employees to business resources and utilities will align your company's vision.