5 best ways to use an intranet for internal communication

17 / March / 2023

Most businesses and organizations place more emphasis on external communications than on internal communications. The latter, however, needs to be better accounted for, and can prove costly if not paid heed to in the long run. With smooth and efficient internal communications, production processes and quality of work tend to improve, driving higher costs.

That is probably why improving internal communication should be one the top corporate intranet priorities. Initially, intranets were nothing more than message boards with document-sharing capabilities. But modern intranets, especially those built with SharePoint, provide a plethora of internal communication options. These tools and technologies can help businesses make the most of their intranets.

What is an Intranet?

An intranet is a private computer network used within an organization to share information and resources among its employees, departments, and other authorized users. Unlike the internet which is a public network accessible to anyone — an intranet is only accessible within the organization or company that owns it.”

Intranets facilitate communication, collaboration, and information sharing. They typically include tools for email, instant messaging, document sharing, and other types of collaboration software. Intranets can also be used for internal business processes such as HR management, finance, and project management.

Intranets are often secured with firewalls and other security measures to ensure only authorized users can access the network. They are typically hosted on internal servers and can be accessed by employees from their computers or mobile devices within the organization’s network.

Best ways to use an intranet for internal communication

1. Centralized communication hub

An intranet centralized communication hub is a system that enables the efficient and effective exchange of information and communication within an organization via an internal network. This hub is typically hosted on a company’s private network and accessible only to its employees and other authorized personnel.

The hub may include various features such as email, instant messaging, video conferencing, project management tools, and file-sharing capabilities. Organizations can improve collaboration, reduce misunderstandings, and streamline communication processes by centralizing the intranet for internal communication.

2. Collaboration

In today’s workplace, colleagues are rarely in the same room at the same time and are frequently separated by large distances. Teamwork and face-to-face interaction could be complex if there isn’t an intranet with the newest collaboration and communication tools.

Many intranet platforms provide tools for team collaboration, such as project management, shared calendars, and messaging apps. These tools can help teams stay organized and communicate more efficiently.

An intranet for internal communication can also facilitate collaboration among employees, regardless of location. This is particularly important for companies with remote or distributed teams. Collaboration tools like discussion forums, chat, and video conferencing can be integrated into the intranet to enable employees to collaborate on projects, share ideas, and provide feedback seamlessly.

3. Knowledge sharing

Knowledge management has drawn much attention to the value of people and processes. Although it is undeniably true that knowledge management is not a technology issue, efforts must still be made to create an environment that will support knowledge capture and sharing.

An intranet can be used to share knowledge and expertise within the organization. The information can be stored in the form of documents, policies, procedures, and training materials. By making these details easily accessible to employees, an intranet can help improve productivity and ensure everyone has the information they need to do their job effectively.

Organizations can create a centralized knowledge base that contains all the relevant information, documents, and resources related to the organization’s operations, processes, and policies. This can include FAQs, training materials, best practices, and other resources that employees can access easily through the intranet for internal communication.

4. Establish a recognition program

Boosting team morale is another way to put AI and a corporate intranet to work for you. A great way to maintain open lines of communication at all times, it gives employees the option to provide their colleagues with digital ‘props,’ ‘cheers,’ ‘kudos,’ or even virtual rewards.

A recognition program through an intranet can effectively boost employee morale, increase engagement, and promote a positive work culture within an organization.

Putting this kind of a system in place is also a fantastic way to determine what subjects are causing the most buzz within the organization. It also provides a comprehensive plan for rewarding and recognizing your staff members.

However, always remember that the success of any recognition program depends on the consistent and meaningful recognition of employees, as well as the continued support and commitment of senior leaders.

5. Training and development

Training and development through an intranet are becoming increasingly popular as companies look for ways to provide effective and efficient training to their employees. This can include online courses, webinars, and other learning resources that employees can access from anywhere.

Note that delivering training and development through an intranet can be a cost-effective and efficient method to provide employees with learning opportunities. It also allows employees to access training materials at their convenience and learn at their own pace, leading to higher engagement and retention of information.

Benefits of using an intranet for internal communication

Effective internal communications have long boosted productivity, strengthened company culture, and increased employee engagement. Businesses must invest in the right communication tools to reap these benefits in the hybrid workplace.

Here are some of the key benefits of intranet for internal communication.

Improved communication: An intranet provides a platform for employees to communicate with each other, share ideas, and collaborate on projects, which can improve communication and productivity.
Increased productivity: An intranet can help employees save time by providing quick access to the information they need to do their jobs, such as company documents, contact information, and calendars.
Enhanced security: Because intranets are private networks, they offer enhanced security features, such as password protection and encryption, to keep the company information safe.
Better knowledge sharing: Intranet can help improve knowledge sharing within an organization. Employees can share their expertise and experiences with others through articles, blog posts, and discussion forums. This can lead to a more knowledgeable and informed workforce.
Improved employee engagement: The intranet can help improve employee engagement by providing a platform for employees to interact with each other and the organization. This can help foster a sense of community and open and transparent culture within the organization.
Cost-effective: An intranet is a cost-effective way to communicate within an organization. It eliminates the need for more expensive communication tools and can reduce the time and resources spent on face-to-face meetings.

In summary, an intranet can be a powerful tool for improving internal communication within your organization. A centralized communication and collaboration platform can help improve productivity, knowledge sharing, and employee engagement while reducing costs. By centralizing communication, fostering collaboration, and providing easy access to critical information, you can help your employees stay informed, engaged, and connected.

Any corporate leader today must be aware of how corporate intranets function in all spheres of society. By implementing an intranet for internal communication, your business will be able to communicate, conduct business, and generate more effective revenue on a regular basis.