Intranet: The Future of Internal Communication

Is your company’s internal communication as effective as an elephant in a china shop?

Top-down? One-way? Is much done via emails? One-to-all communication? Without employee engagement? 

If you can nod yes to even one of these, then it’s time to wake up and explore the possibilities for improved internal communication. Because it can be done in a different and better way. The intranet is the future of internal communication – even though many might say that, well… it belongs to the past with a dusty, old intranet.

And yes, there are indeed many dusty intranets out there. Intranets that are not internal communication platforms, but rather just a dumping ground for personnel policies and the like. Intranets that are not used by either management or employees. Intranets that are a relic from the old days and which are neither intuitive nor meet the needs of the digital employee. Intranets where it is nearly impossible to search for anything useful. Intranets that do not have built-in features like we know from various social platforms, such as news feeds and workgroups. 

But it doesn’t have to be that way!

Yes, yes, we are obviously biased as an intranet provider! But, our 225,000+ users speak their own language – and tell us how their Colibo intranet has truly optimized their internal communication and brought their business closer together across borders.  

2. Choose the Right Channels:

• Use a combination of channels to reach all employees.

Intranet, info screens, mobile, team meetings, 1:1 conversations – find the optimal combination for your company.

• Intranet: Use the intranet to share news, policies, guidelines, documents, and other important information. Ensure that the intranet is user-friendly and updated with relevant content.

Tip: Create groups so each employee receives only relevant content tailored to their work or interest area, such as product groups, sales teams, or running clubs.

• Info screens: Place info screens in strategic areas to display important news, updates, and reminders. Reach employees who do not otherwise have access to internal news via a computer or even a mobile device – e.g., in production units and at the warehouse.

Tip: Use visually appealing content and change the content regularly to maintain employee interest.

• Mobile: Allow employees to access internal communication via mobile devices. This is particularly important if you have frontline employees who do not have access to a computer – e.g., employees in the social and health sector or in transport and logistics.

Tip: Use an app or a mobile-friendly version of the intranet.

• Team meetings: Hold regular team meetings to discuss projects, progress, and challenges.

Tip: Make meetings concrete with an agenda and conclude with specific tasks to be addressed or solved before the next meeting.

• 1:1 conversations: Hold regular 1:1 conversations with employees to provide feedback, answer questions, and build relationships. 

3. Keep Communication Relevant

Only share what is relevant to each employee. Avoid unnecessary information overload and one-to-all communication.

Segment information based on employees' roles, departments, and interests.

Tip: With Colibo, you can create groups that ensure the right segmentation of the content you send out.

Regularly ask employees which information they find useful.

Tip: Use surveys, polls, and focus groups to gather feedback.

Be aware of different communication styles and preferences. Tip: Tailor your communication to whether you are addressing a large group or an individual.

With Colibo, we can build community around different groups. Colibo brings everyone and the right people together, in the right places. You are not just in a large network; you are in your own department and the groups that are relevant to you. It’s about professional community and getting the content that matters. For example, our board now has their exclusive area for communication and file sharing. They had to use email and SharePoint before, but it wasn’t nearly as intuitive or easy to collaborate on as Colibo. Colibo’s platform centralizes everything, and that’s what we were missing before.

– Lisa Skjold Slothuus, Communications Consultant, Danish Company Sports

4. Be Consistent

• Communicate regularly. Employees need to be able to trust that they receive the information they need when they need it.

  
  

5. Use a User-Friendly Intranet

• Forget all about the file dumping ground. Think of the intranet as a platform for dialogue, news, and collaboration.

• Ensure that the intranet is easy to navigate and use.

Tip: Use a platform with an intuitive user interface, clear structure, and search functions. With Colibo, you get a news feed that resembles what you know from other social media. This makes it easy for employees to just scroll down over the latest news.

• Update the intranet regularly with fresh content.

Tip: Involve employees in creating content for the intranet.

• Use the intranet's features to promote collaboration.

Tip: Use workgroups, chat functions, and document management tools.

6. Make Information Easily Accessible

Streamline the intranet's search function. Ensure that employees can easily find the information they need. Use relevant keywords, categories, and tags. Make it easy to filter search results.

Create a FAQ page with answers to common questions.

Tip: Ensure that the FAQ page is updated and easy to find.

7. Use Technology to Your Advantage

• Technology should make it easier for you to communicate – not more difficult. Replace the large sea of internal emails with an intranet platform to share news and create a platform for dialogue.

• Use AI to be more efficient – with search functions, chat, and text generation, AI can ease your daily tasks. At Colibo, we are working hard to implement various AI tools that can lighten your workload.

Bonus Tip:

• Use humor and creativity in your communication. This can help make it more engaging and memorable.

• Celebrate successes and acknowledge employees' efforts. This can help strengthen morale and motivation.

• Be a good role model for effective communication. Show employees how to communicate openly, honestly, and respectfully.

By implementing these tips, you can create an internal communication culture that promotes collaboration, innovation, and success.

Remember: Internal communication is an ongoing process. It requires continuous effort and adaptation to ensure that communication is effective and engaging for all employees.

If you have questions or want more information, feel free to contact us.