Business leaders always seek new workplace efficiency tools to help their teams be more productive and sharpen their competitive edge. A modern intranet can check many efficiency boxes for organizations like yours in today’s digital workplace. Here’s everything you need to know about optimizing workplace efficiency with the right intranet platform.
Are Traditional Intranets “Dead”?
Traditional intranets were once the backbone of internal communication. However, these old-school platforms now lack the functionality, apps, and user-friendly design of their modern alternatives. Some common shortcomings that you will encounter when dealing with an antiquated intranet solution include the following:
- A rigid structure
- Limited collaboration tools
- A clunky interface
- A lack of integration with modern communication tools
- Costly upkeep
In short, traditional intranets aren’t necessarily “dead” yet, but they are well on their way to extinction. If your business still relies on an outdated intranet for employee communication and document management, it’s time to upgrade.
Traditional vs. Modern Intranets
The shift from traditional to modern intranets represents a fundamental transformation in workplace technology. Here are some key differences:
- User Experience: Traditional intranets often have cumbersome interfaces, whereas modern alternatives prioritize ease of use
- Collaboration: Traditional intranets function primarily as information repositories for static documents; modern options offer real-time information sharing and collaboration
- Accessibility: A modern intranet solution is accessible from anywhere, including mobile devices; traditional intranets often require employees to be on-site
- Infrastructure: Modern intranets and their various features are delivered via the cloud, whereas IT admins manage old-school intranets via on-premises hardware
Today’s modern intranet platforms include dynamic dashboards that can be used to shape company culture and boost productivity. These solutions are nimble, fast, and customizable, able to fully align with your business’s needs.
Key Features of Modern Intranets
Maximizing workplace efficiency requires an intranet that includes the following features:
A Hub for Everything
An excellent intranet platform creates a unified ecosystem for all your core business applications. For example, hubley has hubs for just about everything. Each hub is designed to support your digital transformation and eliminate data silos while making it easy for employees to find the resources they need.
You’ll find hubs for all the following aspects of your business:
- Corporate policies and procedures
- Onboarding frontline workers
- Accessing project management tools
- Knowledge sharing and employee engagement
- Contacting internal support teams (HR or IT)
The hubley platform also offers mobile apps for both iOS and Android smartphones. These apps streamline the employee experience by providing workers with instant access to a central hub of resources. They can access relevant information, receive instant notifications, and enjoy community in hybrid or fully remote work.
Plenty of Integrations
A modern company intranet provides all sorts of built-in digital tools. However, the best solutions will also be integrated with other popular resources that your team uses every day, such as:
- Calendars
- Scheduling software
- Project management software
When looking for a new employee intranet platform, it is best to prioritize solutions that readily integrate with your existing suite of tools. For example, if your team primarily uses Microsoft products, finding a modern intranet solution built on SharePoint will make incorporating your preferred applications and tools easier.
Real-Time Access to Company News
An internal website provides a place for your team to access real-time updates and news. Publishing exciting information about what’s going on within the company creates a more engaged work environment and excites people about the tasks they take on daily. The best platforms also include a user-friendly interface and feed that users can customize to suit their needs.
Knowledge Management
Modern intranet systems include learning and knowledge management systems, which are invaluable for educating team members and building a more skilled workforce. Use them to connect employees with learning resources relevant to their roles and career goals.
Exemplary modern intranet software will also include user-friendly search functionality, which will help team members find the information they need without having to scroll through dozens of different files and tabs.
Mobile Accessibility
Solutions like hubley promote mobile accessibility through its Android and iOS smartphone apps. Your team members can use these apps’ messaging features to access company information, connect with their peers, and more.
Moreover, the apps function similarly to today’s social media platforms, including intuitive interfaces, instant messaging, and everything your team needs to be active in company culture. These features are provided while maintaining the key features of a modern intranet, including document sharing, discussion forums, and news feeds.
Remote and hybrid workers can use a social intranet platform to stay connected to company culture, even working away from the office.
Benefits of Modern Intranets
A new intranet platform will provide your business and its team members with all sorts of great benefits, including the following:
Increased Employee Productivity
Once you upgrade your intranet, you can achieve unprecedented workplace efficiency and productivity while empowering your team. Solutions like hubley offer scalability and personalization capabilities; each team member can configure their dashboard to align with their role and responsibility. That, in turn, will save stakeholders time while also promoting greater collaboration across teams.
Improved Communication and Engagement
Modern intranets like hubley also include user-friendly employee directories. Team members can track down relevant contact information for the department or employee they must engage with within seconds. Such a feature alone can save countless hours every week and encourage more timely interdepartmental communication. Reaching out and speaking with other team members should be easy. And with a modern intranet, it will be.
Seamless Integration With Business Applications
Solutions like hubley integrate with all your favorite Microsoft tools and other business apps like Slack and Google Workspace. No matter which platforms and programs you use to power your workday, hubley can integrate with them and help tear down data silos that impede communication.
How to Find and Implement the Right Intranet for Your Business
If you’re committed to upgrading your outdated intranet, here’s what to do next.:
Make Lists
Start by identifying your organization’s pain points and shortcomings in current communication processes. If you already have a more recent (albeit still dated) intranet solution, list its flaws as well.
Another list to make should consist of your goals and preferred features. Group those features into a selection of must-haves and one of nice-to-haves. The former are non-negotiables, meaning a prospective solution should be removed from contention if it doesn’t check that box.
Choose a Scalable Solution
Now, use your lists of pain points and desired features to identify a few prospective solutions. Prioritize those that offer exceptional scalability and a slew of customization options. Implementing a new intranet is a huge step toward better workplace efficiency, but choosing a platform to give you the best bang for your buck is vital.
Cloud-based platforms like hubley offer optimal long-term value; as your needs change, the platform can scale with you to accommodate new users and features.
Prioritize Your Employees’ Experiences
Get your frontline workers involved in the search for a new intranet. After all, they will be using it daily, so they need to have a hand in choosing the platform.
Make the user experience a top priority during your search for an intranet. Solicit feedback from team members from different departments; each group will be able to provide a unique perspective based on their preferences and roles.
Ensure Integration With Existing Tools
Avoid disrupting workflows by choosing an intranet that seamlessly integrates with your existing business applications, such as email, file storage, and customer management platforms. The more tools you can incorporate into the platform, the better your return on investment.
Additionally, determine whether the provider offers integration support. While your IT team may be able to handle the integration process internally, it’s always nice to have the developer in your corner.
Provide Training and Support
You want your team to be confident using the new system, so invest in comprehensive training and support so that they embrace the technology. If they are comfortable with their ability to use the platform, they will be less resistant to change.
Set the Stage for Optimal Workplace Efficiency With a Modern Intranet
A modern intranet is a strategic asset that can drive workplace efficiency and increase engagement across your organization. By transitioning from traditional platforms and embracing a dynamic, cloud-based solution, your business can empower employees with the necessary resources to succeed.
