Flexible, versatile, and affordable, an enterprise intranet is mission-critical to the digital workplace. Whether you are a global corporation, SME, or startup, intranet platforms have all the workplace tools your business needs to get stuff done faster and more efficiently. From internal communication and team collaboration to knowledge sharing and employee engagement, company intranet software is transformative.
However, a Google search will throw up thousands of results for ‘company intranet’. Getting started may feel overwhelming. This comprehensive guide will make that task easier. We explore all you need to know, including the must-have modern social features, mobile apps, and examples of intranet technology in action.
Ready to dive in? Let’s kick things off with a definition of an enterprise intranet.
What Is An Enterprise Intranet?
The corporate intranet has been around since the 1990s and was originally primarily used for file sharing and content management.
Fast forward 30 years, and the technology has significantly evolved from the traditional intranet of old. Nowadays, it’s a must-have digital workplace platform. A modern employee intranet comes with multiple tools to support internal communications and employee productivity while connecting the entire workforce.
Essentially, an intranet platform is a secure internal private network accessible only to workers. It will enhance communication, collaboration, and productivity from one centralized location.
Thanks to the pandemic, remote working is now standard. Furthermore, it’s estimated that 80 percent of global workers are deskless. For these workers, mobile devices are a lifeline. And that means enterprise intranets can reach workers wherever they are. Super easy to use, even non-technical users can quickly master the company intranet. Whether working remotely or on the shop floor, employees’ ability to access relevant, up-to-date information is guaranteed.
An enterprise intranet helps create that all-important sense of community and connected company culture even when employees are in distributed teams and multiple locations. And that’s why they are essential to the digital workplace.
Enterprise Intranet Key Features And Capabilities
So, what powerful tools does an enterprise intranet have that makes it such a workplace winner? Here are the top eight must-haves:
- Communication tools
- Social intranet features
- Collaboration tools
- Seamless third-party integrations
- Mobile access
- Real-time analytics capabilities
- Unified search experience
- Robust security features
Let’s break down the key features and capabilities of today’s intranet platforms. You may be surprised by just how far they’ve come.
8 Most Popular Intranet Software Features
Communication Tools
There’s a wide selection of features to streamline internal communication and spark two-way conversations. Top-down communication is not enough in today’s workplaces. Specific features like news feeds, user-generated content, user profiles, and instant messaging get all employees involved in the conversation.
Social Intranet Features
Employees love social intranets, especially potentially isolated remote users. Taking much from the social media platforms we all know and love, social features include emojis, profile badges, commenting, @mentions, #channels, and more. Social networking capabilities ensure that intranet users feel part of a bigger picture. And they work wonders for creating a positive company culture and connected and engaged workforce.
Collaboration Tools
We don’t need to tell you that team collaboration in hybrid and remote workplaces can be challenging. However, an enterprise intranet levels the playing field for all employees, regardless of location. Employee profiles make it easy for workers to identify internal knowledge and potential collaborators. Project-based team pages support knowledge sharing, brainstorming, and progress tracking. And alerts or notifications ensure no one misses a crucial update.
Seamless Third-Party Software Integrations
Chances are, your business uses third-party apps. It might be CRM platforms like Salesforce or productivity suites like Google Workspace and Microsoft 365. A modern enterprise intranet solution integrates with third-party apps via single sign-on. No more juggling between multiple platforms. The enterprise intranet brings together all the company resources, information and tools your people need for daily tasks.
Mobile Apps
Mobile accessibility is a must-have in the modern workplace. Remote work is mainstream, so employees must be able to access the same tools as office-based staff. A state-of-the-art enterprise intranet portal also comes in a dedicated mobile platform. That way, your people can access the company’s intranet wherever they are. A mobile intranet platform keeps employees connected to the business and each other.
Real-Time Analytics On Intranet Users
Built-in user analytics help you measure success and ROI. You can determine what content resonates with employees and fine-tune your intranet strategy accordingly. You can also find out the best time to post content and the most popular tools. Without that data, your software could flounder in the doldrums. Analytics ensures that the enterprise intranet always delivers on your business objectives.
Search Capabilities
Of course, advanced search capabilities are a must. Employees should be able to find what they need when they need it. And with search filters and quick previews, workers receive accurate search results every time.
For more advice on optimizing intranet search, check out our blog, Intranet Search Engine: How To Find The Right Information Faster.
Security
Finally, safeguarding confidential company information is up there when it comes to key features. Make sure your sensitive data is kept safe and secure with SSL encryption, access controls, and robust login protocols.
What Should Be In A Company Intranet?
At a basic level, enterprise intranets solve business problems. And while your issues may differ from those of another organization, there’s usually some common ground. Your intranet software is designed to address four broad categories of business problems. Let’s take a closer look.
Internal Communications
Your people need to be able to communicate up, down, and across the organization quickly and efficiently.
If you want to improve internal communication, the following tools are essential:
- Company news feeds
- Instant messaging
- Social features like #channels, @mentions, and activity walls
- Team or company blogs
- Pulse surveys
Information Sharing
Employees need access to the right information at the right time to do their best work. It could be corporate policies, like the employee code of conduct, or procedures related to their role, such as expense reports.
When it comes to effective information sharing, the enterprise intranet has much to offer, including the following:
- User-friendly interface
- Document management system
- Easy document sharing from multiple sources
- People directory
- Enterprise search capabilities
- Single sign-on integration with third-party apps
Collaboration
Enterprise intranet solutions bring employees together wherever they are located. Thanks to intranet software, workers can access all the collaboration tools and key resources needed for effective joint working.
Here are the must-have features if collaboration needs a boost in your organization:
- Private team or project #channels
- Team chat
- Notifications and alerts
- Shared calendars
- Automated project management updates
Business Processes
Getting stuff done efficiently and effectively is a top priority for any business. The best intranet software can help you do just that by streamlining tasks and freeing up employees to get on with doing. Here are the features to help you get there:
- Automated workflows
- Customizable digital forms
- Online approval processes
- Centralized platform with access to all productivity tools
What Is An Example Of An Enterprise Intranet?
So, what does all that mean in practice? Let’s explore some everyday use cases and how organizations deploy an enterprise intranet in the workplace. These examples will provide food for thought on transforming your business.
1. Employee Engagement
Employee engagement is one of those perennial issues for businesses. We all know we should be doing it but don’t always have the know-how to get started.
And when it comes to the drivers of employee engagement, communication tops the list. As we’ve seen, intranet software provides a centralized communication hub. Employees can stay in touch with each other and corporate news, welcome new employees, and keep motivation high.
If you want to prioritize employee engagement, here are other ways the intranet can power up engagement:
Employee Recognition
Recognize employees’ hard work with shout-outs on team chat or employee recognition programs. A thank you from the boss is always appreciated. However, peer recognition is often even more powerful. So, be sure to include ways for employees to call out their coworkers.
Employee Feedback
From annual engagement questionnaires and pulse surveys to two-way communication channels, encourage employees to get involved. Having an internal voice and believing your opinions count are sure-fire ways to drive engagement and enhance the employee experience.
Community Building
Use the intranet to build a robust user-centric culture and sense of community. Social intranet features, webinars, and hybrid team get-togethers break down silos and bring teams together.
2. Onboarding New Employees
Under one virtual roof are all the resources new hires need to get up and running quickly. The employee experience starts the moment the new hire walks through the door. Here’s how some organizations are using the enterprise intranet solution to support onboarding:
Information Hub
Company policies and procedures are located in one central platform. With a self-service approach, new hires can familiarize themselves with everything they need to succeed.
Employee Profiles
New workers can reach out to others in the organization using employee directories and team chat. The days of remembering everyone’s name and face are gone, as the interactive employee directory replaces old-fashioned paper versions.
Onboarding Checklists
There are lots of moving parts to successful onboarding, from training and introductions to form filling and feedback. Automated onboarding checklists ensure nothing gets missed. The recruit knows exactly what to expect. And managers have better oversight of the whole process. The upshot is that the employee gets up to speed faster and more efficiently.
3. Mobile Social Intranet For Remote Work
A mobile enterprise intranet solution is specifically designed for smartphones. It goes above and beyond mobile-friendly versions. Mobile apps ensure remote and deskless workers access all the workplace tools they need.
Key features include the following:
- Easy customization so users can create a personalized experience
- Push notifications for time-critical and urgent updates
- Advanced search, making it easier for employees to find what they need on smaller mobile screens
- Robust security measures to protect your critical company data when using public networks
4. Knowledge Management Platform
Intranet platforms can be central knowledge bases where employees store, share, and access internal knowledge. Even better, all that knowledge is available 24/7 from any location.
Knowledge sharing is critical for businesses of all shapes and sizes. It minimizes redundancy, prevents knowledge silos, and ensures vital information stays within the organization even if employees depart.
Here’s how an intranet can support knowledge management:
Centralized Knowledge Base
Capture internal know-how with customizable online forms. Make that knowledge available to all employees in a searchable knowledge base. Knowledge sharing can take various forms, including FAQs, how-to videos, podcasts, or wikis.
Knowledge Management
Managing knowledge is more straightforward in an online environment. Old policies and outdated guidance are simply deleted and replaced with the new version. The intranet is the single source of truth, and workers can have confidence that they’re accessing the very latest resources.
Communication Tools
Features like instant messaging, employee profiles, notifications, and #channels make sharing know-how between teams easy. Furthermore, your intranet integrates with third-party apps like Microsoft 365, Google Workspace, Salesforce, and Monday.com in a comprehensive knowledge management platform.
5. Employee Experience Platform
Every employer knows the critical importance of the employee experience. It’s instrumental in raising productivity and decreasing employee turnover. Get the employee experience right, and you’ll have a happy, motivated, loyal workforce.
Here are some ideas to get you started on improving the employee experience through the intranet:
Access To Resources And Support
The intranet offers a centralized hub where staff can get stuff done. Everything they need is in one place, which is empowering. It also means workers can resolve issues independently, making them feel more capable.
Promoting Connections
Instant messaging, follows, comments, and news blogs bring people together regardless of location. Workers stay informed, engaged, and connected to information, news, and each other.
Personalization
Every employee wants to feel valued as an individual. And the extensive customization options available in the enterprise intranet mean workers don’t get a one-size-fits-all solution. They can tailor the intranet homepage to reflect their preferences and needs and follow #channels relevant to their role and interests.
Real-World Examples Of Company Intranets
These use cases described above are just some ways an enterprise intranet solution can be deployed in the digital workplace. We round up our comprehensive discussion of use cases for the intranet platform with a selection of real-world examples.
Use these to inspire you and get creative about using the technology in your business.
Idaho Lottery
MyHub customer Idaho Lottery has employees all over the state, and many spend time on the road. The company wanted a secure private network to facilitate internal communication and connect workers. And with so many on-the-go employees, mobile access was also non-negotiable.
The intranet is now the go-to resource for workers, and employee satisfaction has soared. “Our people use the intranet to access all sorts of information, from forms, weekly reports, and change requests to celebrating birthdays and anniversaries,” explains Jennifer Quinno-Miller, Management Assistant/Human Resources.
Best Western Hotels
With 6,000 employees and 150 hotels throughout Sweden, Denmark, and Norway, Best Western Hotels is a big player in the Scandinavian market.
The company came to MyHub when researching an alternative to its existing, clunky, traditional intranet. “We wanted a company intranet that was easy for everybody to use,” declares Tommy Evin, Best Western Scandinavia’s Director of Hotel Development.
He says transferring information and structured data from the old corporate intranet to the new MyHub one was straightforward.
Now, the intranet homepage is the window into the entire site, highlighting the tools and features staff need daily. Employees have centralized, mobile access to document management and project management tools, internal communication, and enterprise search.
Kenect Recruitment
UK-based Kenect Recruitment is a franchise business with 14 regional offices. Recruitment is a fast-moving industry with ever-changing legislative and compliance requirements. The company was already using various systems, including CRM platforms. However, Kenect found that the systems didn’t always integrate seamlessly, affecting the user experience.
The company hasn’t looked back since implementing its MyHub enterprise intranet. “We’re definitely more efficient and effective,” reports Managing Director Jason Whittenham.
He says that employees use the intranet for pretty much everything, including self-service information discovery, file sharing, inter-office collaboration, and knowledge management.
Furthermore, MyHub has over 60 seamless integrations with third-party apps. Kenect’s employees no longer waste time toggling between platforms. Everything they need is under one virtual roof.
How Do I Select Intranet Software?
Now that you know the intranet’s capabilities and must-have features, the next step is selecting a provider. A lot depends on the size of your business, the available budget, and the functions relevant to you.
Here’s a handy summary of the steps involved in selecting intranet software. Check out our How To Select The Best Intranet Supplier post for more detailed guidance.
Define Your Requirements
Leadership buy-in is crucial to a successful intranet launch. Get all stakeholders involved in answering the following questions:
- What does the business want from the intranet? You will only know when you’ve found the right platform if you understand what you want to achieve.
- What are my company’s must-have features? The answer to the above question will help you identify your organization’s non-negotiables.
- What’s the budget? Intranet solutions come at differing price points. Setting a budget helps eliminate platforms that are beyond your means.
- What internal resources are available? Some platforms require more technical knowledge than others. If you don’t have internal IT resources, you can focus your search on intranet solutions that do not require tech know-how.
Research The Market
Now it’s time to do your homework. Thoroughly research any contenders. Look at customer reviews, case studies, and independent websites to evaluate the options and find the best fit for your business.
Compare Your Shortlist
By this stage, you will likely have a shortlist of company intranets. Create a spreadsheet and compare the options based on price, functionality, user interface, and user experience.
Book A Demo Or Free Trial
Most intranet providers offer demos or free trials. Take advantage of these to really get a feel for the enterprise intranet and how it will work in your business. It gives you a clear sense of whether the platform meets your needs, so be sure to get employees involved in the testing.
Evaluate
The final stage is evaluation. User feedback from your pilot group of workers will be critical in the decision-making process. All that’s left is for you to select the company intranet that best ticks all your boxes.
Go Live
Finally, ensure you train employees in the new software, so they know how to use it effectively, then set the intranet launch date and go live.
Work At Speed And Deliver A Great User Experience
Modern enterprise intranet solutions have evolved dramatically from the basic document management platforms of old. Nowadays, they are dynamic hubs for communication, collaboration, and engagement. An enterprise intranet is not a luxury. It’s a necessity for hybrid, digital workplaces.
This guide has explored the essential features needed to address today’s compelling business challenges. We’ve also shared practical examples of how organizations leverage the software to address critical issues, like employee engagement, seamless onboarding, and supporting remote work. We’ve also shared tips on selecting the perfect corporate intranet for your business.
MyHub’s Enterprise Intranet
There’s no better place to start your hunt than my MyHub’s intranet.
We are a popular intranet software provider consistently rated highly on independent review sites.
Our intranet platforms are ideal for global enterprises, small businesses, and everything in between. Designed by experts for everyday users, your employees will love our intuitive software.
Find out more with a free demo or 14-day trial today.
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