The intranet: the future of internal communication

The 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 of it done via emails? One-to-all communication? No employee engagement? 

If you can answer yes to just one of them, then it is time to wake up and explore the possibilities for better internal communication. Because it can be done in a different and better way. The intranet is the future of internal communication – even though many would probably say, nah… it belongs in the past with a dusty, old intranet.

And yes, there are incredibly many dusty intranets out there. Intranets that are not internal communication platforms, but more just a dumping ground for HR policies, etc. Intranets that are not used by either management or employees. Intranets that are a relic from days gone by and that are neither intuitive nor meet the digital employee’s needs. Intranets where it is almost impossible to search for anything useful. Intranets that don’t have built-in features as we know them from various social platforms, such as news feed and work groups. 

But it doesn’t have to be that way!

Yes, yes, of course we are biased as an intranet vendor! But our 225,000+ users speak for themselves – and tell us how their Colibo intranet has truly optimised 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, information screens, mobile, team meetings, 1:1 conversations – find the optimal combination for your company.

• Intranet: Use the intranet to share news, policies, guides, documents and other important information. Make sure the intranet is user-friendly and kept up to date with relevant content.

Tip: create groups so that each employee only gets relevant content tailored to their work or area of interest, such as the product group, sales team or running club.

• Information screens: Place information screens in strategic areas to display important news, updates and reminders. Reach employees who otherwise do not have access to internal news via a computer or even a mobile – for example in production units and in the warehouse

Tip: Use visually appealing content and change the content regularly to keep employees interested.

• Mobile: Enable employees to access internal communication via mobile devices. This is especially important if you have front-line employees who do not have access to a computer – for example employees in the social and healthcare 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 end with specific tasks that need to be considered or resolved before the next meeting.

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

3. Keep communication relevant

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

Segment the 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

Ask employees regularly what information they find useful.

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

Be aware of different communication styles and preferences. Tip: Adapt your communication depending on whether you are speaking to a large group or one person.

With Colibo we can build community around different groups. Colibo brings everyone and the right people together, in the right places. You’re not just in a large network, you’re in your own department and the groups relevant to you. It’s about professional community and getting content that is relevant. For example, our board now has their exclusive area for communication and file sharing. They used e-mail and SharePoint before, but it was nowhere near as intuitive or easy to collaborate in as Colibo. Colibo’s platform centralises everything, and that is what we lacked before.

– Lisa Skjold Slothuus, Communications Consultant, Dansk Firmaidræt

4. Be consistent

• Communicate regularly. Employees should be able to rely on getting the information they need when they need it.

  
  

5. Use a user-friendly intranet

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

• Make sure the intranet is easy to navigate and use.

Tip: Use a platform with an intuitive 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 scroll through 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 work groups, chat features and document management tools.

6. Make information easily accessible

Streamline the intranet’s search function. Make sure employees can easily find the information they need. Use relevant search terms, categories and tags. Make it easy to filter search results.

Create an FAQ page with answers to common questions.

Tip: Make sure the FAQ page is up to date and easy to find.

7. Use technology to your advantage

• Technology should make it easier for you to communicate – not more complicated. Therefore replace the large sea of internal e-mails 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 make your day easier. At Colibo we are working hard to implement various AI tools that can make your day easier.

Bonus tip:

• Use humour and creativity in your communication. It can help make it more engaging and memorable.

• Celebrate successes and recognise employees’ efforts. It 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 would like more information, please feel free to contact us.