Best practices for creating a user-friendly intranet

In today’s digital workplace, intranets have become the backbone of internal communication and collaboration. These centralized platforms hold the potential to streamline processes, enhance connectivity, and boost employee engagement. However, despite their promise, many intranets often fail to live up to expectations. According to recent statistics, reasons for intranets failing to succeed are not making their purpose clear (25%), poor user experience (22%), and lack of personalization (18%). Additionally, in 15% of the cases, intranets fail because of limitations in the search functionality, while a staggering 72% of employees rate their intranet tools as fair to poor.

The good news is that organizations can transform these statistics by implementing user-friendly intranet platforms that meet the needs and expectations of their workforce. In fact, a survey by Deloitte found that there was a 20% increase in employee satisfaction and a corresponding 87% increase in employee retention in organizations that implemented social intranets.

To help your organization harness the power of a user-friendly intranet, we’ve compiled a list of best practices that can pave the way for success:

1. Define a clear purpose

The first and most critical step in creating a user-friendly intranet is to define clear objectives and purpose. Your employees should know precisely why the intranet exists and how it will benefit them in their daily work. Whether it’s for knowledge management, experience sharing or community collaboration, aligning your intranet’s purpose with your organization’s goals is key.

2. Prioritize user experience (UX)

User experience is a significant driver of intranet success. A well-designed, intuitive interface can significantly impact employee engagement and productivity. Invest in creating a user-friendly layout, easy navigation, and responsive design to ensure that employees can access information and tools effortlessly.

3. Personalize the experience

Personalization can be a game-changer. Employees are more likely to engage with an intranet that tailors content and features based on their roles, preferences, and behavior. Personalized dashboards, content recommendations, and relevant notifications can greatly enhance user satisfaction.

4. Implement a robust search functionality

Inadequate search functionality can lead to frustration and inefficiency. By investing in a robust search feature, you can ensure that employees can quickly find the information they need. Implement filters, keywords, and an intelligent search algorithm to make searching seamless.

5. Promote social collaboration

As shown by Deloitte’s survey, social intranets can lead to higher employee satisfaction and retention rates. Encourage social interaction by providing features like discussion boards, chat, and collaborative tools. Foster a sense of community where employees can exchange ideas and engage in open dialogues.

6. Mobile accessibility

In a world of remote and hybrid work, mobile accessibility is crucial. Ensure your intranet is responsive and accessible on various devices, allowing employees to stay connected and productive on the go.

7. Streamline content management

A cluttered and disorganized intranet can deter users. Implement a robust content management system that allows for easy content creation, editing, archiving, and categorization. Regularly update and curate the content to keep it relevant.

8. Provide training and support

Not all employees will be tech-savvy, so offer training and support to ensure they can make the most of the intranet. Create user guides, tutorials, and offer helpdesk support to address any issues or questions.

A strategic necessity

The key to a successful intranet lies in creating a user-friendly environment where employees can easily access information, collaborate, and engage. By addressing the common pitfalls of unclear objectives, poor user experience, and lack of personalization, organizations can transform their intranets into dynamic hubs of productivity and engagement.

In an age where employee satisfaction and retention are paramount, it’s clear that a user-friendly intranet is not just a luxury but a strategic necessity.