Improving Internal Communication: Harnessing the Power of a Modern Intranet

Below, we’ll explore how organizations can leverage their intranet to improve internal communication practices, from establishing information policies, planning for effective communication, and ensuring user-friendly content consumption, to tracking and refining communication effectiveness.

Before discussing its impact on internal communication, it's crucial to understand modern intranets. Today's workforce seeks more than just news updates or document repositories; they desire a comprehensive platform that integrates various channels such as mobile apps, digital signage, newsletters, and connectivity with platforms like Microsoft Teams, Viva Engage, or Slack.

A user-centric interface offering personalized experiences across devices, acting as a hub for all digital workplace needs, boasting robust networking features, collaborative tools, and seamless integration with third-party apps, are all essential components of a modern intranet. The organization will also expect customizable branding and comprehensive governance and analytics capabilities to help drive a successful intranet initiative.

After establishing an intranet that covers the bullets above, you have an excellent platform for improving communication practices – and driving employee engagement.

However, merely having a modern intranet in place does not guarantee improved internal communication. Success hinges on several factors - as these we will explore below. 

Develop Information Policies

A strong governance plan with policies for handling content types is crucial for intranet success. These guidelines support consistency, user-friendliness, and alignment with organizational goals. From content management and layout templates to metadata and settings, a well-crafted plan lays the foundation for a positive user experience that scales with your intranet over time. Governance also helps ensure security, compliance, accessibility, and alignment with company objectives.

Implement Effective Communication Practices

Setting up a Communications Hub within the intranet allows teams to plan, collaborate, select channels, schedule, and publish content effectively. We recommend developing a robust content strategy to maintain the intranet’s value for employees. An annual communication plan can also provide valuable structure and alignment with business goals.

Provide Communicators with the Right Tools

The modern intranet offers powerful tools for creating, publishing, promoting, and analyzing content. Equipping communicators with flexible branding options helps mirror the organization’s culture and guidelines. Different roles in the communication process—editors, content owners, and designers—each require unique tools. From media management and precise targeting to simple web page updates, an intranet should cater to all roles, supporting sophisticated publishing needs and ease of use. For enhanced reach, look for platforms that promote content across internal social channels like Teams or Viva Engage, as well as email.

Ensure a User Experience That Drives Adoption

Delivering the right message to the right audience on their preferred device is crucial. The modern intranet should offer a visually appealing experience on web browsers and connect seamlessly with Microsoft Teams. Mobile intranet apps, digital signage screens, and weekly newsletters should all be part of the multi-channel strategy to reach everyone. The mantra here: “Publish once, deliver across many channels.” To drive adoption, consider tutorials, video courses, and micro-courses that help employees make the most of the intranet.

Track and Evaluate Results

Metrics and real-time insights are critical to assessing intranet effectiveness and enhancing communication strategies. A modern intranet allows you to monitor usage, reach, user behavior, and interactions, enabling adjustments to keep content relevant and engaging. Monitoring whether messages reach target groups provides valuable data to optimize future communications. For a well-rounded view, use feedback channels like polls and surveys to capture employee input and refine communication approaches.

Learn More About Transforming Internal Communication

A modern intranet is a powerful tool for enhancing internal communication practices. With a solid governance plan, structured guidelines, user-friendly design, and real-time monitoring, your intranet can drive productivity, innovation, and organizational success.

Explore our case study on MAN Energy Solutions to see how effective intranet practices drive real results, or join our 14-minute on-demand webinar on intranet communication practices to learn more. Please also check out this document about Improving Communication Practices with a Modern Intranet.

By implementing best practices and learning from successful case studies, organizations can unlock the full potential of a modern intranet to transform internal communication.