Intranet : 30 Essential Features you should have in your intranet

Your company intranet is the most trusted source of information for your employees. It’s the foundation for strong team connections and collaborations. If you are looking for ways to improve employee communication you need to carefully choose the structure and features of your company’s intranet.

So what should your intranet include? Even if you gather a team of the biggest intranet experts, you should always think first about your employees’ needs and the essence of your business. If your intranet is built for white collar professionals you may want to offer your employees easy access to shared documents, team workspaces, corporate news streams, etc. On the other hand, if your employees are more mobile (frontline workers, retail associates, sales representatives, etc), they will need a different intranet experience, including features such as profiled news, employee directories, support communities, etc.

So do you want to build an intranet that actually helps your employees improve communication and collaboration?

Discover the list of 30 essential intranet features that will drive intranet adoption and motivate employees to use your company intranet on a daily basis!

 

The Intranet Should be:

1. All-in-one intranet platform

An intranet platform provides a single source of truth where employees can find all the necessary information for their day-to-day business activity. A great intranet allows people to get things done efficiently.

The core functions of an intranet:

• Communication – allowing employees to connect and exchange easily.
• Collaboration – sharing skills and knowledge to reach common goals.
• Engagement – encouraging employees to get involved in company activities.
• Productivity – facilitating and optimizing work processes for better results.

 

2. Cloud-based

Modern intranets are solutions oriented for mobility in the workplace. These days many employees need flexibility in their work, and most of them need a safe and secure connection wherever they are. A cloud-based intranet allows staff to work from any location and gives access to all the tools and widgets they need, whether they are in the office or on-the-go.

A cloud-based intranet usually has a higher adoption rate and is able to scale quickly compared to locally hosted corporate intranets. It also allows people to connect and browse the intranet whenever they have a free moment, just like they do with social media for example.

IT Leader's Checklist: 9 Steps to Build an Employee Experience Tech Stack

Follow this 9-step process created to evaluate your tech stack and thoughtfully present an organized plan to your team. 

3. Integrated with popular collaboration suites

An intranet doesn´t have to stand alone and should integrate with your existing collaborative suite like Google Workspace (Gmail, Google Calendar Google Meet…) or Microsoft 365 (Outlook, OneDrive, Google Drive, Sharepoint…).

Being fully integrated with your business suites makes access easier and creates a united work environment. You should also be looking for third-party integrations like HR planning, messaging, survey tools … whatever complements your business.

Another great intranet feature is its capability to integrate RSS news feeds to keep everyone up-to-date with the latest industry or world news.

 

4. Knowledge sharing platform

Smart businesses realize the power of the intranet to turn into a knowledge sharing platform through its continuous and perpetual flow of information. Knowledge sharing is a powerful way to drive employees’ motivation and performance.

All kinds of knowledge support can be stored on an intranet, from sales figures to research studies or the company’s history. Every employee is an expert in their own sphere, and sharing their experience not only projects confidence, but it helps other current and future employees benefit from this knowledge, whether or not they have a direct relationship.

 

“The social intranet is more than just an equivalent of social media channels for the company. It’s a way to build strong company culture.”

 

5. Social

An intranet is not only a business communication tool, but it’s also a great tool to build social connections in the workplace. Most modern intranets contain a range of social features. They allow users to interact with both the content they read and the people behind it. The social intranet is more than just an equivalent of social media channels for the company. It’s a way to build strong company culture. This social feature invites employees to interact, chat in real-time, video message and get to know each other through various social communities of interest.

 

6. Mobile

Another key feature of the cloud intranet is its ability to enable a mobile workplace with a dedicated intranet mobile application. This allows all employees to connect from their mobile device, no matter their location. It allows access to information immediately, therefore saving time delays when people are working remotely or in different time zones. Mobile intranet features can be designed to suit your company, for example, to broadcast news or live events, open support channels, etc.

7. Secure

A data breach can be a deal breaker for any Intranet. That is why, another highly valued criteria is the security and protection level an intranet software can provide. Companies hold a lot of sensitive and confidential information on their internal communication platforms that needs to be protected from hacking, viruses, security breaches and malicious attacks. Organizations looking for a safer internal network should also consider shifting from locally sourced platforms to cloud-based ones, which is proven to be a wiser investment for businesses.

 

8. Multilingual platform

International organizations need solutions that can serve them across multiple locations. A multilingual intranet ensures that all employees have access to the same information and tools no matter their native language. You can choose to use built-in translation software and have content localized or use human translators for more accurate translations.

 

9. Content Management System (CMS)

A content management system provides a structure and brings everything together into a unified and framed system. It should allow users to find and access information and documentation, easily and quickly.

The CMS is more than a source of information, it’s also a key creation tool for the intranet. It allows users to create, modify and customize digital content. Employees can easily publish professional-looking documents and embed images, graphs, color and videos. Keeping content up-to-date will facilitate the intranet user experience, and at the same time increase the chances of fast intranet adoption.

 

Discover LumApps intranet:

The Intranet Should:

10. Improve Corporate culture

The intranet is the perfect tool to build a strong corporate culture by projecting a sense of fellowship. This is essential for successful company culture as employees need to feel like they belong and are valuable. Encouraging people to share and connect on an efficient intranet platform promotes collaboration and teamwork that drives strong results.

 

11. Use Profiled information

Nowadays personalization is key, even in the workplace. Targeted or profiled information means supplying only relevant content to individuals. Foremost, staff should have access to the important work information that helps them improve their everyday performance. Don't overwhelm people with content they don't need, such as administrative operations in a subsidiary firm or office renovation in another region. The intranet should provide tailored content according to the position, team, location, etc. of an employee.

Build a news feed that is personalized to each employee and corresponds to their needs and interests.

 

12. Promote Employee Social Advocacy

When employees support and believe in the company values, they can turn into powerful brand advocates. Employee advocacy is a marketing strategy that can be much more powerful than paid advertising. An innovative intranet platform should provide an employee advocacy tool that helps business to:

• Build brand image and reputation
• Attract and retain top talents
• Increase social awareness and reach
• Improve employee engagement
• And much more…

The Intranet Should Have:

13. Communities

Beyond the qualities of a communication platform, the intranet can be a social and collaborative digital workplace. Create a strong employee network by providing communities and groups they need and want. Professional communities can be formed around different localization, teams, expertise, etc. In addition you can create social communities built around common interests. For example, an employee could set up a book appreciation group, a salsa dancing group, a dog walking group… The possibilities are endless and they all drive positive team relations.

 

14. Employee recognition center

An intranet is an ideal place to acknowledge employees’ work and efforts. Showing appreciation to your employees by congratulating them can do wonders in terms of employee motivation, loyalty, retention, turnover, the list goes on and on. Use your intranet platform and dedicate a space for sharing employee success stories, outstanding achievements, new qualifications, or just saying “Thank you for a job well done.” Whether someone has achieved the most sales or organized the office “cake day,” recognition goes a long way to boost morale.

15. Employee Directory

An employee directory holds extensive information on staff contact details. From their team and skills, to their activity and experience, you can find all necessary information in a single place. Allow employees complete additional profile information they are comfortable giving such as background, interest, hobbies, etc.
This intranet feature prompts communication and collaboration by connecting people according to their expertise. If you need someone to proofread a document, show you how to use Track Changes or design a cover page, just search the employee directory.

 

16. Job Board

A common company intranet features is the internal job board. This gives employees a chance to discover open jobs positions ahead of the public, to support internal career development. It also promotes employee advocacy and referral programs, which is an excellent source to attract top talent at much lower costs for the organization.

 

17. Leadership corner

The intranet can be both a horizontal and top-down communication tool. Leaders and management should be active users who engage on the platform and set examples. A leadership corner is a great space for leaders to exercise transparent communication and share their values, goals and plans for the organization. Open a direct channel and allow for two-way communication between employees and leaders. What you include is up to you, an expert rubric or a quick one-liner, but the most important is that these efforts will definitely boost your employees’ motivation and loyalty.

IT Leader's Checklist: 9 Steps to Build an Employee Experience Tech Stack

Follow this 9-step process created to evaluate your tech stack and thoughtfully present an organized plan to your team. 

18. Business apps catalog

When you do an enterprise search you often don’t have time to read everything. This useful feature allows you to save business apps and pages to use in the future. Users can create their own personal set of resources and categorize them, making things easy to find in the future. Intranet admins as well as users can add bookmarks to a central application library, when they find something that may benefit their team.

 

19. Smart Notifications

This feature is ideal to keep employees informed and always up to date. It can be used for quick reminders (next Friday is “bring your pet to work day”), or corporate announcements (company sales up 23% year-on-year). Intranet notifications are a way to attract employees’ attention to what’s important. Use a pop-up notification or homepage banners and your message will likely gain more interaction than just another email that clogs up the inbox.

20. Smart internal search

Powerful search capabilities are the foundation for a high-performing intranet platform. You need to look for a global internal search, which can surface information from both the intranet database but also third-party tools like your collaboration suite. Intranet search plays a big role in the user experience, as nowadays people are used to typing a keyword and finding information quickly, so you want them to have a similar experience within the digital workplace. In order to provide a powerful search that can surface pertinent information, you need to take a step back and think about your metadata. Providing relevant categories and tags that will allow creators to sort and class content from the very beginning, will make search results more relevant.

 

21. Analytics

Measure the success of your intranet with analytics. This part of the internet software is an invaluable data collection tool to analyse a series of indicators:

• Who is using and contributing to the intranet?
• When are they using it?
• Rate of adoption and engagement
• What content is being viewed and used?
• What do users like or dislike ?
• What are employees searching for?

 

22. Efficient and customizable user interface

The intranet should deliver an effortless user experience. Screens should flow seamlessly between each other, menus and links have to be relevant, and provide easy overall navigation of the platform. Employees don’t want to spend hours learning how to use new systems, as the intranet is probably not the only digital tool they use on a daily basis. Your intranet should be simple to operate and intuitive. A best practice is to conduct an initial user test and then an onboarding training for all intranet users. See the article about the 15 intranet best practices for more information.

One size does not fit all. When you develop your company intranet it’s important to select the apps and tools that your employees need and will use. A personalized intranet platform represents the individuality of the company. It should evolve and adapt to the organization, just like a valuable member of the team.

23. Beautiful design

A good intranet has a sleek design that represents the company’s brand and values. It’s also attractive to deliver a better experience when browsing. Clever design is all about simplicity. High-quality images, color and clear fonts speak to the reader and draw them in. A well-designed intranet is a reflection of your brand identity. It can look as professional as the company website, but don’t forget that the users are your employees, so provide a personal touch that shows your company culture.

24. Forms and Templates

Intranet platforms should allow you to create a library of templates that employees can use when creating content, like news announcements, blog posts, knowledge base articles, etc. Give your employees the tools to make sharing information easy. You can also provide corporate forms and templates: sales reports, contracts, appraisal forms, email invitations, etc. Storing all those useful forms in a dedicated place on your platform will save search time and will improve operations across the organization.

 

25. Intranet Newsletter

A newsletter conveys key information and gives employees a retrospective view of achieved goals. It can cover anything from company performance to employee promotions or the annual company picnic. An intranet newsletter is short and contains relevant news and stories that are quick and easy to digest. Build newsletter templates that contain consistent sections, multimedia, interactive buttons, etc. to retain readers’ attention and ensure better click-through rate.

 

26. Employee Surveys

Need to know what your employees want to do for the Christmas party? Or maybe you want to conduct something more complex, like an employee satisfaction questionnaire? Leverage your intranet to send out surveys and increase participation by sending reminders. And of course the intranet is a great place to share your survey results and the future action plan.

27. Multimedia

Bring your intranet to life with a range of multimedia tools. Intranet multimedia can include videos, podcasts, images, live blogs and webinars. There’s no limit to the multimedia that can be used to engage employees. A good integration with platforms like YouTube can make your intranet more attractive for users, as a short 30-second video is more appealing to users than a block of boring text in an email.

28. Team Calendars

Visibility is crucial for good team work. Integrating a smart calendar can help employees track each other's activity and availability. The intranet calendar can be used to book appointments and meetings, show important dates, log vacations, feature upcoming events, etc. It allows teams to work together to maximize their time.

In addition to everyday task management, teams can use the calendar to share their roadmap with the rest of the company and indicate important dates, thus promoting transparency in the organization.

 

29. Task Management

The electronic version of your ‘to do’ list. Shared work environments allow teams to create, view and participate in projects. Having direct access to these project action plans from your intranet portal can definitely facilitate the flow of information and allow you to easily track deadlines and progress. You will be able to directly contact the task manager or find the support documents you need to execute your tasks. Your intranet platform can either provide a task management system or ensure a seamless integration with a trusted application.

 

30. Event Management

The intranet is more than an information board. It can be a tool to plan and hold conferences, corporate meetings, webinars, and online learning. For international enterprises, internal live streaming has many benefits. Speakers can interact simultaneously with attendees from various departments and locations, without having to travel or repeat the same session several times. And for good old-fashioned external events, the intranet can house all the planning tools and information needed to make an event run like clockwork.

 

The Case For LumApps

LumApps is revolutionizing the digital workplace via our employee intranet platform, enhancing the manner in which companies engage, communicate, interact, and collaborate across their workforce.

Our user-friendly platform offers a full solution that meets the needs of enterprise businesses and their employees. This overview discusses how LumApps competes in the employee intranet market, discussing the key characteristics and market differentiators, in addition to the platform’s integrations and its impact on corporate culture and employee engagement.

What is an Employee Intranet?

Simply put, an employee intranet is a private, secure network acting as a digital hub. Here, employees can access important information, communicate, as well as cooperate regardless of their physical location. Available 24/7, it integrates all communication processes, internal resources, and business apps, presenting a single, easily accessible platform. LumApps is the best in this aspect, namely offering a smart, modern digital headquarters, where every employee can “build the perfect work experience”.

Discover more about employee intranets

Why Does Gartner Rank LumApps Among the Best Employee Intranets on the Market?

LumApps has been recognized by Gartner for its innovative concept of a digital workplace, in-depth integration with the most popular productivity suites, and the ability to enhance employee engagement and facilitate internal communication. LumApps’ mission to provide a safe, simple access to the corporate assets, which is shared among the employees wherever they are and whatever device they use, as well as excelling in the autonomy of managers and authors’ abilities to create content, makes it superior as an intranet. Finally, advanced AI features delivered by LumApps improve the overall employee experience by providing personalized content, making it simpler to find the necessary information and automating boring tasks.
See what Gartner has to say.

What Does a Good Employee Intranet Look Like?

There are some key attributes that define good employee intranet, such as LumApps:

• Integration with Google Workspace and Microsoft 365 (productivity suites): LumApps can be easily linked to Google Workspace and Microsoft 365, integrating the workplace with some tools and applications that the employees use.
• Employee Directory and Profiles: Being a place where easily any user can find extensive information and profiles of his or her co-workers is a big advantage as it promotes a sense of access and even belonging.
• Customizable and User-Friendly Interface: An intranet that can be taylor-made to fit any company’s branding and a friendly interface accessible to users at all levels, be they frontline or management.
• Mobile Accessibility: In today’s world being able to check one’s work even while away from the workplace and using a mobile device is a big plus as well.
• Advanced Security Measures: Being a workplace of a company and in order to keep company’s and employees’ data secure, an intranet must have advanced security.
• Empowerment through Information and Tools: Providing users with valuable information and tools to help them do their best at their job is another good attribute.
• Cultivation of Company Culture: A place where company news, stories and values can be shared to create a unified company culture.

LumApps meets all these attributes and even exceeds the minimum recommendations as it is a comprehensive digital workplace easily customizable to any company’s needs.

The benefits of having LumApps in use are many and, in my opinion, go well beyond mere communication. Giving the potential and current employees a helpful and reliable digital workplace from onboarding through the whole working experience is crucial.

It enhances their employee experience, which is important in itself, but also aids in talent retention and empowers the business to meet its strategic objectives by leveraging a workplace that is flexible, mobile, easily navigated and content-rich. In the times when the nature of workplace is changing and broadening, such an intranet as LumApps can play a huge role in keeping employees, teams and businesses engaged, connected and satisfied.

Learn more about elevating your digital workplace with LumApps.

What is an intranet?

An intranet is a private network utilized within an organization to share information securely, facilitate communication among team members, and support collaboration on various projects. It often includes resources like internal websites, discussion forums, and tools that allow employees to access important documents, share updates, and engage in discussions.
By streamlining these processes, an internal network enhances productivity and fosters a strong sense of community within the organization, making it easier for teams to work together effectively and stay aligned with company goals.

What is an intranet platform?

An intranet platform is a comprehensive software solution that provides the necessary tools and features to create, manage, and maintain an organization's internal network. This platform serves as a centralized hub for information, fostering collaboration and improving overall organizational efficiency. Intranets can also be declined in mobile apps, for better collaboration and adaptability.

Can intranets work without internet?

Yes, private networks can function independently of the internet. They are specifically designed as private networks intended for internal use within an organization. While they operate on a local network, many internal networks can also be configured for remote access via the internet, allowing employees to connect securely from outside the organization's physical premises when necessary.

Aren't intranets too old and rigid?

While it's true that traditional internal networks were often viewed as outdated and inflexible, modern intranets have undergone significant transformation.
Modern internal networks provide customizable options that can adapt to the changing needs of today's workforce. This helps organizations create a more collaborative and engaging work environment.

What is the significance behind the word “intranet” ?

The term "intranet" is derived from the combination of "intra," meaning within, and "net," which is short for network. This terminology highlights that an internal network is a network specifically utilized within an organization, distinguishing it from the broader internet that connects users globally.

How can an intranet improve internal communication within a company?

An intranet effectively centralizes communication channels, simplifying the process for employees to access vital information, share updates, and collaborate efficiently. By providing a unified platform for announcements, discussions, and document sharing, internal networks enhance overall communication flow and reduce information silos within the organization.

How can they be used to streamline HR processes?

Internal networks can significantly streamline various HR processes by automating tasks such as onboarding, leave requests, and performance reviews. By reducing administrative burdens and providing employees with easy access to HR documentation and forms, intranets improve efficiency and allow HR teams to focus on more strategic initiatives.

How do they support remote work and distributed teams?

A cloud-based internal network is particularly advantageous for remote and distributed teams, as it enables team members to access essential information, collaborate on projects, and communicate seamlessly, regardless of their physical location. This support fosters a cohesive work environment, even when employees are spread across different geographical locations.

How can an intranet be customized to fit specific business needs?

Intranets offer a range of customizable features and integrations that allow organizations to tailor the platform to their unique requirements and workflows. This adaptability ensures that the internal network can evolve alongside the business, incorporating new tools and functionalities as needed to support changing objectives.

How can an intranet enhance employee collaboration and productivity?

Internal networks provide various tools for project management, communication, collaboration and information sharing which enable employees to collaborate more effectively on tasks and projects. By streamlining these processes, intranets help teams work more efficiently, leading to improved productivity and successful project outcomes.

How can such a solution facilitate knowledge sharing within an organization?

Intranets are equipped with features like wikis, forums, and document repositories that make it easy for employees to access and share valuable information. This knowledge-sharing capability fosters a sense of community, a culture of collaboration and continuous learning, empowering employees to contribute to the organization’s collective knowledge base.

What are the common challenges in intranet adoption and how to overcome them?

Common challenges in intranet adoption may include user resistance, lack of engagement, and technical issues. To overcome these challenges, organizations should focus on clear communication about the benefits of the intranet, provide ongoing support and training for users, and ensure that the platform is user-friendly and intuitive to navigate.

How can an intranet improve employee engagement and morale?

Internal networks play a vital role in promoting transparency, recognition, and effective communication within an organization. By fostering a positive work environment where employees feel informed and valued, intranets can enhance employee engagement and morale, leading to increased productivity, job satisfaction and retention rates.

How can an intranet support project management and task tracking?

Intranets offer a range of project management and collaboration tools, including detailed task lists, comprehensive timelines, and collaborative workspaces, all designed to help teams stay organized and on track. These tools enable members to assign tasks, set deadlines, and monitor progress in real time, fostering accountability and ensuring that everyone is aligned with project goals. By centralizing project information, internal networks minimize miscommunication and enhance team efficiency.

What role does an intranet play in corporate culture and values?

Internal networks play a crucial role in reinforcing corporate culture and values by promoting open communication among employees at all levels. They create platforms for sharing success stories and recognizing individual and team achievements, which can boost morale and foster a sense of belonging. Additionally, by regularly updating employees with company news and changes, intranets help to keep everyone informed and engaged, ultimately strengthening the overall corporate culture.

How can an intranet help in managing corporate documents and files?

Internal networks provide a secure, centralized storage solution for managing corporate documents and files, ensuring that vital information is readily accessible to employees. This centralized system not only streamlines document retrieval but also simplifies version control, helping teams collaborate effectively on projects without the confusion of outdated files. Moreover, with robust search functionalities, employees can quickly locate the information they need, enhancing productivity and efficiency.

What are the latest trends in intranet technology?

The latest trends in intranet technology focus on enhancing user experience and functionality. Innovations such as AI integration are being used to automate routine tasks and personalize content delivery based on user preferences. Mobile optimization ensures that employees can access the internal network from various devices, making it convenient for remote and on-the-go workers. Additionally, personalization features allow users to tailor their intranet experience, while enhanced security measures protect sensitive information, addressing growing concerns around data privacy.

How can they support compliance and regulatory requirements?

Internal networks are invaluable for managing compliance and regulatory requirements by providing employees with easy access to essential policies, training materials, and audit trails. This centralization ensures that all staff members are aware of the regulations that affect their roles and can find the necessary resources to remain compliant. Furthermore, internal networks can facilitate tracking of compliance training and certifications, helping organizations demonstrate adherence to regulations during audits.

What metrics should be used to measure the effectiveness of an intranet?

To assess the effectiveness of an intranet, organizations should focus on key metrics such as user engagement levels, content usage statistics, task completion rates, and employee feedback. By analyzing these metrics, businesses can gain valuable insights into how the intranet impacts productivity, collaboration, and overall employee satisfaction. Additionally, tracking these metrics over time allows organizations to identify areas for improvement and adjust their internal network strategies accordingly.

By integrating these features and addressing the common questions and challenges associated with intranets, you can create a robust, user-friendly platform that enhances communication, collaboration, and productivity within your organization.

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IT Leader's Checklist: 9 Steps to Build an Employee Experience Tech Stack

Follow this 9-step process created to evaluate your tech stack and thoughtfully present an organized plan to your team.