How to Improve Internal Communication with a Modern Intranet

Effective internal communication is the foundation of a connected and engaged workforce. When employees feel informed and aligned with company goals, they collaborate better, make faster decisions, and contribute to a more productive workplace. 

However, many organizations face challenges—scattered information, disengaged employees, and inefficient communication processes. The good news? A modern intranet can change that. 

By structuring internal communication around five key pillars—Governance, Planning, Publishing, User Experience, and Follow-Up—businesses can build a communication strategy that truly works. Learn more about this in the article below, or download the free guide "Enhancing Internal Communication with a Modern Intranet".

A successful intranet does more than just store information. It acts as the central hub for communication, ensuring that the right messages reach the right people at the right time. Here’s how to make it happen:

A structured governance plan ensures communication remains consistent, accessible, and aligned with company policies. Without clear guidelines, content can become outdated, difficult to find, or irrelevant to employees. Key Governance Strategies:

✔ Content Templates & Structure – Standardize page layouts, metadata, and tagging for consistency.

✔ Approval Workflows – Automate content approvals and version control to ensure accuracy.

✔ User Roles & Permissions – Define responsibilities for content creators, editors, and administrators.

✔ Targeted & Personalized Content – Deliver relevant updates based on department, location, or role.

✔ Compliance & Security – Maintain data protection and ensure communication aligns with regulatory standards.

Additional Tip: Build-in multilingual support to provide content in employees’ preferred languages for a more inclusive intranet experience.

A well-structured communication plan ensures that content is timely, relevant, and engaging—without overwhelming employees with too much information at once. Best Practices for Planning:

✔ Editorial Hub – Manage scheduling, approvals, and content planning with a structured calendar.

✔ Campaign Management – Organize internal campaigns across multiple channels for maximum reach.

✔ Audience Segmentation – Deliver targeted messages to specific teams, roles, or locations.

✔ Collaboration Tools – Align messaging across teams and departments.

✔ Crisis Communication Plans – Prepare automated workflows for urgent company-wide updates.

Additional Tip: A content calendar helps ensure a steady flow of updates rather than overwhelming employees with last-minute messages.

Publishing is at the heart of internal communication, but simply pushing out content isn’t enough. Employees need engaging, interactive updates across multiple channels. Essential Intranet Publishing Features:

✔ Multi-Channel Content Distribution – Publish content once and distribute it across the intranet, email, mobile, Microsoft Teams, and digital signage.

✔ AI-Powered Content Creation – Automate text and image generation for efficiency and consistency.

✔ Rich Media Integration – Use videos, infographics, and podcasts to improve engagement.

✔ Personalized Newsfeeds – Tailor content to employees based on their roles, interests, and behavior.

✔ Automated Workflows – Ensure content is reviewed, approved, and updated regularly.

Additional Tip: AI-powered recommendations can help surface relevant news and updates to employees based on their past interactions.

If employees can’t easily find or interact with content, even the best communication strategy will fail. A modern intranet must be intuitive, accessible, and mobile-friendly to keep employees engaged. How to Improve the Intranet Experience:

✔ Responsive, Mobile-First Design – Ensure employees can access content anywhere, anytime.

✔ AI-Powered Search & Navigation – Help employees quickly find what they need.

✔ Interactive Features – Enable likes, comments, and discussions for two-way communication.

✔ Seamless Integrations – Connect with Microsoft 365, Teams, Viva Engage, and other workplace tools.

✔ Smart Notifications – Alert employees about relevant updates without overwhelming them.

Additional Tip: Make content consumption effortless by surfacing news, discussions, and key updates directly in employees' notification feeds.

Are employees engaging with content? Which messages resonate most? Without tracking performance, organizations risk ineffective communication. Key Metrics to Track:

✔ Engagement Analytics – Monitor page views, time spent, and interactions.

✔ Search Behavior Insights – Analyze what employees are searching for and improve discoverability.

✔ Content Performance Reports – Identify which news and articles get the most engagement.

✔ Employee Feedback Loops – Use surveys and polls to refine messaging.

✔ A/B Testing for Optimization – Experiment with different formats and headlines to improve content effectiveness.

Additional Tip: Set measurable goals for communication performance and track progress using an intranet analytics dashboard.

A modern intranet is more than just a content repository—it’s a strategic communication tool that fosters transparency, alignment, and engagement across the organization. By focusing on governance, planning, publishing, user experience, and follow-up, businesses can transform their intranet into the ultimate internal communication platform.

Want to take your internal communication to the next level? Download our free guide: "Enhancing Internal Communication Practices with a Modern Intranet."