A corporate intranet is a private network used to share communications only with an organization’s workforce. For decades, enterprises have relied on intranets for internal communications.
How do intranets, the internet, and extranets differ?
The intranet grew up with the internet in the 1990s. The difference is simple. The internet is public and not owned by a single group. An intranet is private and owned by the organization, so not everyone online can access it.
The difference between an intranet and an extranet
An extranet lets approved third parties, such as vendors or partners, access some internal resources. An intranet remains for employees only.
Intranet software is mainly used by employees to search for information, communicate internally, and manage workflows. For example, an airline may run a website on its intranet to give workforce updates. While intranets started as simple internal sites, they now often integrate with other collaboration tools and social features for richer internal communication.
Even with new communication tools, intranets still offer clear benefits for many companies.
Easy storage of files and information
Companies often have thousands of files in emails, Google Drive, or on local drives. A company intranet brings those files together in one place. Any communication posted to the intranet stays there for as long as the intranet runs.
Easy ways to communicate among employees
Most intranets include employee profiles with photos, job titles, and contact details. Anyone with access can find colleagues and message them. This helps people connect and improves collaboration.
A good Content Management System
Intranets began as simple pages in the 1990s. Over time they added forums, blogs, and social features. This growth makes it easier for communicators to publish messages and keep staff informed.
Tools used for many years can feel clumsy if they do not evolve. Here are five common downsides companies face with intranets.
Traditional intranets often force employees to dig through thousands of pages or folders to find what they need. They do not surface timely or relevant stories. Publishing can be time consuming, which leads to outdated content. Without personalization, content is not targeted or timely.
Many intranets are desktop focused. Remote and hybrid workers may not always have a computer at hand. Frontline staff may not have a company laptop or regular access. Even if they find a computer, content can be old or hard to locate, which slows them down
Research shows 80 percent of IT leaders believe lack of access to information reduces frontline productivity. To reach everyone, communications tools must support remote and field employees.
Smartphones are nearly universal. Many intranets still do not support mobile access. Waiting for a future update with mobile features risks losing a simple, accessible channel to reach staff. Mobile communications, especially native apps, make it easier to keep workers engaged.
Software updates and major releases can be slow. Some vendors use multi‑year release cycles. Long waits prevent communicators from using the latest strategies. When large updates arrive, staff must learn new features and rework old habits.
Some intranet refreshes only change the look without fixing core problems. If the underlying search or technology is old and not mobile friendly, a prettier interface will not solve the main issues.
Intranets are managed by workplace teams with a wide set of skills. These teams work in technology, IT management, content, communications, user experience, and collaboration. They build a platform that mixes communication, databases, and design.
Because the intranet team runs content, it can be hard to decide where new tools or features belong. The intranet is only part of the digital workplace, which aims to reduce communication barriers and boost efficiency. A full digital workplace uses several platforms and tools to make work flow with less friction.
An intelligent communications platform is the central tool in a digital workplace. It delivers the right information at the right time to the right person. If people do not receive the information they need, nothing else works.
What are intranet best practices?
To make an intranet effective, you need a clear strategy and follow best practices. Intranets can be slow to change. To get the best results, do the following.
Make the intranet the preferred method of communication
Only about 25 percent of communicators use the intranet as their main channel. Many prefer email, apps, digital signage, or printed notices. To make your intranet the preferred channel, ask:
If you answer no to any question, you should consider a multi‑channel approach to reach all workers.
Use an omnichannel approach
People prefer different channels. Some employees have no corporate email or laptop and rely on apps. Others prefer the intranet or email. Communicators must reach workers on their chosen channels. Unifying communications helps deliver consistent messages across platforms.
Reach every worker
Original intranets predate modern remote work models. Your platform should connect all employees and keep them aligned with company goals. To make an impact, messages must be available where workers choose to receive them. A multichannel approach with mobile access increases the chance that people will see important messages.
Keep content engaging and relatable
Create content that delivers value. Your intranet should host events, CEO messages, FAQs, IT tutorials, newsfeeds, employee feedback, knowledge sharing, forums, blogs, videos, and public recognition. Encourage participation so the intranet is a place for dialogue rather than a one-way broadcast.
Even though intranets are older technology, you can modernize them to fit current needs. Here are core elements to include.
User-friendly design
Intranet teams often create and manage content. They must ensure the intranet is easy to use. Ask why and how people use it. Are they collaborating, finding information, or filling paperwork?
Metrics
An intranet must support internal communications and also broader business goals. Ask what role it plays in meeting strategic objectives. Measuring communications performance shows what works and what does not. By tracking metrics over time, you can create actionable insights to improve your strategy.
Employee empowerment
An intranet helps spread the company mission, vision and values. Employees should feel able to contribute to culture through vibrant dialogue. Provide resources that empower staff, such as company news, recognition, knowledge sharing, onboarding materials, and performance information.
Effective internal communications can increase productivity by 20 to 25 percent, according to McKinsey. Keeping employees engaged depends on delivering messages that are easy to access across devices and channels.
Workplace productivity is tested by many apps competing for attention. Many intranets take years to update and remain inaccessible to some workers. This can make it harder for people to do their jobs. Before relying on a quick refresh, ask whether an intranet alone is the best solution for your communications needs.
Use the checklist below to evaluate your intranet:
If these questions raise concerns, rethink your strategy. A visual change will not fix deeper structural issues. Focus on best practices and the right intranet features to meet business objectives.
Examples and supporting evidence
Case studies and third-party analysis show the impact of modern intranets when they are done right. For example, enterprises that align publishing, discoverability, and measurement, tend to see higher engagement. Independent reviews highlight platforms that offer strong communications tools for internal teams.
Keeping the intranet central to communications, while ensuring it is accessible and measurable, drives better employee alignment and performance.
Next steps
Decide whether to keep and modernize your intranet or to change direction. Priorities should include:
If you need external support focused only on intranet work, choose partners that specialize in intranet development, intranet design, intranet governance, and SharePoint intranet consulting. Keep the scope limited to intranet matters so the work stays focused and effective.
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