Future-proofing the digital workplace
In many public organisations, intranet systems have not kept pace with the demands of a modern work environment. Outdated solutions often hinder collaboration and result in inefficient workflows. A modern digital workplace must bring communication, collaboration, and knowledge sharing together in one place – across roles, departments, and locations.
Here are some of the typical challenges:
Complex user interfaces
Older intranet systems often have cluttered and confusing navigation, making it hard for users – especially new ones – to find the information they need.Lack of flexibility
When systems can’t be adapted to an organisation’s needs, employees are forced to adjust to the system – not the other way around.Limited integrations
Older systems don’t integrate well with other digital tools, leading to data silos and unnecessary manual work.Unstructured knowledge sharing
Without a good structure, information is hard to find and even harder to share – often getting lost in the noise.Security risks
Many legacy systems lack the necessary safeguards for today’s cybersecurity standards, increasing the risk of data leaks.No mobile access
Today’s work requires access to information anytime, anywhere – something older systems typically can’t deliver.
Many municipalities and regions try to solve these issues in isolation, without learning from one another. That’s why Colibo launched the Netzwerk Digitale Verwaltung – a network designed to encourage knowledge sharing and collaboration between public organisations.
Through close collaboration with municipal stakeholders, Colibo has developed its solution based on four essential principles for a modern digital workplace:
For everyone, everywhere: Easy to use and accessible – even for non-desk and non-tech users.
Hybrid accessibility: A seamless blend of intranet, mobile access, and info screens.
User-focused design: Intuitive and engaging, so people actually use it.
Security first: With ISO certification, GDPR compliance, and secure data processing as standard.
Hochsauerlandkreis leads the way: Digital transformation with Colibo
About Hochsauerlandkreis
With around 260,000 citizens and 1,500 employees, Hochsauerlandkreis (HSK) is one of the largest regional authorities in North Rhine-Westphalia. Like many others, the district faced a clear need to modernise its internal systems and workflows.
Challenges and goals
Before choosing Colibo, HSK faced three key challenges:
Outdated communication systems slowing down collaboration and information flow.
An urgent need to upgrade its digital infrastructure.
No central platform for efficient knowledge sharing and communication.
The goal was clear: to establish a secure, user-friendly, and future-ready platform for internal communication and collaboration.
Why HSK chose Colibo
Following a thorough tender process, HSK selected Colibo – a Danish intranet platform with a proven track record in both the public and private sector. Colibo’s experience with complex organisations and its ability to deliver a ready-made yet flexible solution were major factors in the decision.
Implementation in just three months
Working closely with the Colibo team, the intranet was tailored to meet HSK’s specific needs. The implementation was completed in just three months – the result of a smooth project process and strong collaboration. This close working relationship was key to delivering the solution quickly and effectively.
Results and benefits
1. Faster, more transparent communication
Colibo made it easy to share important updates across the organisation – ensuring that the right people always receive the right information.
2. Improved knowledge management
With a centralised platform for documents, updates, and collaboration, it’s now much easier to find and share knowledge – saving time and supporting smarter decision-making.
3. A technological leap – and a role model for others
HSK is now one of Germany’s leading public-sector digital pioneers. Their success sends a strong message to other districts and municipalities: it’s not only possible to modernise – it pays off.
Conclusion
With Colibo, Hochsauerlandkreis has taken a bold step towards a more modern, efficient, and connected public administration. This case shows that when technology and usability go hand in hand, ambitious goals can be achieved quickly – with solutions that employees actually enjoy using.
Colibo is not just a technical tool – it’s the foundation for a new way of working together. HSK is showing the way forward, and hopefully their journey inspires other public organisations to take similar steps and build a truly future-proof digital workplace.
