How to Use an Intranet for Internal Communications: Advantages, Features, and Best Practices

How to Use an Intranet for Internal Communications: Advantages, Features, and Best Practices

Mar 21, 2023
by jessicadunbar

In today's fast-paced business world, internal communication is critical for the success of any organization. Effective communication among employees is vital to keep them informed, engaged, and productive. One of the most powerful tools for internal communication is an intranet. In this blog post, we'll explore the advantages, features, and best practices for using an intranet for internal communications.

What is an Intranet?

An intranet is a private network accessible only to authorized personnel within an organization. It is a valuable tool for communicating and sharing information, as well as for collaborating and working together on projects. An intranet can be used for various purposes, including employee training, internal announcements, policy and procedure updates, and more. You can see live examples of intranets in this blog post. 

Advantages of Intranet for Internal Communications

There are many advantages to using an intranet for internal communications. One of the biggest advantages is the ability to centralize information and resources in a single location. This makes it easier for employees to find what they need quickly and efficiently. An intranet can also improve communication and collaboration between departments and teams, leading to increased productivity and efficiency.

Features of an Intranet for Internal Communications

Intranets can have various features depending on the organization's needs. Some of the most common features include:

  1. News and Announcements: An intranet can be used to share news and announcements with employees, such as new hires, company events, and policy changes.
  2. Document Management: Intranets can be used to manage and share documents and other resources, making it easy for employees to access the information they need.
  3. Discussion Forums: An intranet can include discussion forums where employees can communicate and collaborate with each other on projects and tasks.
  4. Employee Directory: An intranet can include an employee directory, making it easy for employees to find and connect with each other.
  5. Training and Development: Intranets can be used to provide training and development resources to employees, such as e-learning courses and training videos.

Intranet Best Practices

When it comes to using an intranet for internal communications, there are some best practices to keep in mind:

  1. Keep it simple: An intranet should be easy to navigate and use, with a clear structure and organization.
  2. Use plain language: Avoid using technical jargon or complex language that employees may not understand.
  3. Update regularly: An intranet should be updated regularly with new content, news, and resources.
  4. Encourage collaboration: An intranet should encourage collaboration between employees, with features such as discussion forums and document sharing.
  5. Use analytics: Use analytics to track the usage and effectiveness of the intranet, and make changes as needed.

Intranet Platforms

There are many intranet platforms available, including open source intranet platforms and custom intranet CMS. Some popular intranet platforms include:

Concrete CMS is a popular open-source content management system that can be used as an intranet platform. It offers a range of features and benefits for internal communications, including:

  1. Customizable design: Concrete CMS provides a wide range of templates and themes that can be customized to fit the needs of your organization. This allows you to create a unique intranet that reflects your brand and culture.
  2. Document management: Concrete CMS offers robust document management capabilities, allowing you to easily create, store, and share files with employees. You can create access controls to ensure that only authorized personnel can view and edit specific files.
  3. Collaboration tools: Concrete CMS provides a range of collaboration tools, including discussions, wikis, and blogs. These tools can be used to facilitate communication and collaboration between employees, improving productivity and engagement.
  4. Mobile-friendly: Concrete CMS is mobile-friendly, ensuring that employees can access the intranet from any device.
  5. Security: Concrete CMS offers robust security features, including regular security updates, strong encryption, and user authentication. This ensures that sensitive company information remains secure and protected.

Google Workspace: Google Workspace includes tools such as Google Drive, Google Docs, and Google Hangouts that can be used for intranet communication and collaboration.

Ungoti: Ungoti is an open source intranet platform that includes features such as news and announcements, employee directories, and document management.

In conclusion, an intranet is a powerful tool for internal communications, with many advantages and features that can help improve communication and collaboration within an organization. By following best practices and using the right platform, an intranet can be an effective tool for keeping employees informed, engaged, and productive. So, if you haven't already, consider implementing an intranet for your organization’s communications.