The 5 pillars of a successful intranet and a number of tips that really work

In the world of digital transformation, the focus is too often on tools and too rarely on people. A Forbes Coaches Council article identified as many as 12 reasons why digital transformations fail – most of which relate to the human factor: lack of engagement, clear communication or failure to consider the real needs of end users.

The same goes for intranet implementations. Even the best platform, the most functional and polished, won’t work without a well-thought-out employee engagement strategy. The launch itself is just the beginning. Success is measured by whether people want to use the intranet – and whether they actually see value in it.

Here are the 5 pillars of a successful intranet implementation and a dozen practical tips you can apply right away to move from “tool” to the digital center of corporate life.

Pillar 1: a strong entrance – that is, what happens on launch day

First impressions are made only once – this is not a cliché, but a viable principle for building engagement. If an intranet on launch day is empty, unfriendly or incomprehensible, users simply won’t return to it.

When planning a launch, remember:

• Take care of the user experience on the new system
  Welcome the employee with an onboarding screen, a short welcome video or personalized instructions . Let him feel that the tool was created with him in mind. By doing so, you will significantly increase the chance that the user will stay with it for a long time and want to return to it.
• Don’t let the intranet be empty
  Prepare a set of news, events and announcements to start. The user needs to see right away that something is going on. This way you build the impression that the intranet is “alive” and that it’s worth looking at it regularly, because there will be up-to-date and useful content.
• Ambassadors are a very good first line of support
  Choose a few people from different departments who will become promoters of the intranet and help others find their way in the new space. It’s easier to ask a teammate for help than to write to a “system” administrator. Employees are more likely to use the tool if they know they can count on quick and friendly support.

Remember that work on the “day one” effect is worth planning well in advance. Guides and onboarding materials should be created based on pilot interviews with employees. Launch content should be prepared and published in advance – preferably by pre-trained editors. Ambassadors should also be well aware of their role and what specific tasks they will perform in the implementation process.

Pillar 2: content that makes sense

An intranet must be alive – providing information, engaging and giving users a real reason to return to it regularly. It should respond to the specific needs of the audience, so that not only curiosity, but also use-value encourage use of the tool. If there is a lack of up-to-date and relevant content, it will be difficult to maintain a high level of visits, because even the best-designed environment cannot defend against boredom.

There are several key formats to consider when planning intranet content:

• A virtual bulletin board
  This is the place for HR announcements, operational announcements and daily company life. Employees look there out of habit, just as they used to on the physical whiteboard in the office.
• Internal communities
  Encourage teams and informal groups to create their own spaces around projects, interests or company initiatives. By giving people a voice and a space, you invite them to co-create the digital workplace.
• Spaces for departments
  Each team should have its own section – with materials, calendars and information important to it. This structure eliminates information silos while reinforcing ownership of content.
• Onboarding center
  Provide all necessary materials for new employees in one place, up-to-date, understandable and attractively served. This not only reduces implementation time, but shows the value of the intranet from the first days.

Remember that different employees are looking for different content. For some, company news will be key, for others access to operational materials or knowledge sharing. The broader and more diverse the group you manage to engage, the better results you can expect. When building the information architecture of your intranet, make sure to provide regular feedback to users. This will help you assess how useful the tool is before you make it available to a wide range of employees.

Pillar 3: engaging form = greater engagement

Gamification works because people like to have fun, compete and take on challenges, especially when these mechanisms are not intrusive, but instead fit naturally into the daily use of the tool. Introducing gamification into an intranet engages users emotionally, offering them a sense of progress, reward and satisfaction. It’s a simple way to give employees an extra reason to visit regularly.

Here are proven methods for intranet gamification:

• “Where’s Waldina?”
  A daily game that involves finding a hidden character (“Waldina”) or item on the intranet. Employees are given clues and receive points for solving the puzzle. The winner is the one who collects the most of them. This simple form of play allows users to become more familiar with the structure of the intranet. So it is worth carefully planning the placement of the next puzzles.
• Weekly company quiz
  Several questions about current events in the life of the company, preferably based on content available on the intranet. This is a quick and effective way to engage employees, while consolidating and expanding the coverage of important information from the previous week. It’s not much effort, and it’s a big benefit, including in terms of internal communication.
• Rewards for feedback
  Consider awarding points or prizes for ideas, comments and suggestions submitted. Such a mechanism shows employees that their voice really matters, while motivating them to share their insights. The result? More valuable feedback and higher quality of the intranet itself.

Introducing gamification elements helps build employee recognition within the organization. Running rankings and promoting the winners of individual challenges not only motivates participation, but also builds healthy competition and a sense of appreciation. Moreover, such initiatives positively influence the establishment of new contacts and relationships between users.

Pillar 4: Practical functions that save time

Current information and gamification elements are worth supplementing with functions that realistically support users’ daily work. By shortening the path to the most frequently used resources and activities, another habit will be created that promotes regular perusal of the intranet.

When designing an intranet solution, consider:

• Quick access to the most important tools
  Integrations with systems used on a daily basis (CRM, HR tools, calendar or forms) significantly improve the usability of the intranet. Placing widgets or shortcuts on the home page that notify you of new updates and allow you to quickly switch to these systems saves you time and increases user satisfaction.
• Address book
  An easy-to-use, well-researched database of internal contacts with phone numbers, photos and role information is one of the most used features on an intranet. For many users, it is even the main reason to use it regularly.
• Requests and Applications
  Holidays, postings and requests are just some of the self-service processes that can be accessed in a few clicks, without having to leave the intranet. Such solutions not only simplify day-to-day procedures, but also increase employee engagement, giving them a sense of control and self-reliance in their actions.

There is a lot of talk about saving time and increasing productivity, but these buzzwords only have value if they actually translate into user experience. Therefore, instead of designing features “that we would like them to use,” it is better to focus on those “that the user really wants to use.” Proven self-service scenarios and access to the necessary tools are the way to success.

Pillar 5: Intranet as a space for relationships and knowledge sharing

A good intranet is more than a tool – it is a digital reflection of organizational culture. When properly designed, it strengthens interpersonal relationships, increases transparency of operations and facilitates knowledge sharing within the company. By giving a space where employees can not only find the information they need, but also network and get inspired, you will close the intranet offering to your employees.

Solutions such as:

• AMAs with management
  Periodic “Ask Me Anything” sessions with management or key managers are a great opportunity to open a channel for two-way communication. Employees can ask questions directly to decision-makers – anonymously or by name – and management has the opportunity to address concerns, explain strategies and build trust. It’s a simple but effective way to create greater transparency and a sense of influence, usually unavailable without digital tools.
• Search Engine for Experts
  A well-structured knowledge base of employee competencies allows you to quickly find people who are knowledgeable in a specific topic, such as Power BI, SAP or customer service. With competency profiles and the ability to filter by skills, employees can independently find and connect with the person who will support them in the challenge they face. This is another good reason to use the tool.
• “From the life of the company” – employee storytelling
  Publications created by employees themselves, in which they talk about their projects, challenges and successes, are often much more engaging than official communications. The authenticity of this content makes people more likely to read it and identify with it. Such storytelling strengthens identification with the company, gives a voice to people from different departments and creates a more human image of the organization.

Remember – people want to know what’s going on in the company, but they also want to have an impact, to be noticed and recognized. An intranet that gives them the space to do so becomes a tool not only for communication, but also for culture, gaining prominence in the minds of users.

See how others are doing

A successful intranet doesn’t start with technology. It starts with understanding people. Whether the platform becomes the center of a company’s life depends, among other things, on how well you plan the launch, whether you provide valuable content in an engaging form, whether you provide users with practical features and a space to build relationships and share knowledge. The most important thing is consistency and openness to users’ needs. Only then will the tool really work. Not just as a system, but as a living digital ecosystem supporting communication, culture and daily work.

We have been serving clients for over 18 years, successfully implementing numerous Digital Workplace projects. We use our experience to deliver real and sustainable business value in a timely manner. We inspire innovation and co-create best practices for SharePoint and Microsoft Cloud technologies.

We’ve seen many scenarios. From intranets that shone empty to those that have realistically changed the way a company operates. If you want to learn how others are successfully engaging employees, planning communications and turning technology into value – let’s talk. We’ll be happy to show you what really works and how you can implement it at your place. Get in touch with us!