Improving Internal Communication: Harnessing the Power of a Modern Intranet

In this article, we’ll explore how organizations can leverage intranet software to improve employee communication—from setting policies and planning content to ensuring accessibility and measuring communication effectiveness.

Welcome to download this document to learn more about how to improve internal communication with a modern intranet. Don't miss the internal communication FAQ at the end of this page - but for now, let's dive in!

Today’s workforce expects more than just a document repository or internal newsfeed. A modern intranet platform should support multiple communication channels—including mobile apps, digital signage, email newsletters, Microsoft Teams, Viva Engage, or Slack—and provide a consistent experience across all devices.

Key expectations include a user-centric interface offering personalized experiences across devices, acting as a hub for all digital workplace needs, boasting robust networking features, collaborative tools, and seamless integration with third-party apps, are all essential components of a modern intranet. The organization will also expect customizable branding and comprehensive governance and analytics capabilities to help drive a successful intranet initiative.

When your intranet software supports these features, you have a solid foundation for improving internal communication—and driving higher employee engagement.

But simply having the right platform isn’t enough. Let’s break down the strategies that actually make it effective.

Successful intranet solutions start with governance. A strong governance model defines how content is created, structured, reviewed, and maintained. It helps ensure communication consistency, accessibility, and alignment with company objectives—especially across large or distributed teams. Well-defined policies around content types, metadata, layout templates, and permissions make your intranet platform easier to scale and manage.

Setting up a Communications Hub within the intranet allows teams to plan, collaborate, select channels, schedule, and publish content effectively. We recommend developing a robust content strategy to maintain the intranet’s value for employees. An annual communication plan can also provide valuable structure and alignment with business goals.

The modern intranet offers powerful tools for creating, publishing, promoting, and analyzing content. Equipping communicators with flexible branding options helps mirror the organization’s culture and guidelines. Different roles in the communication process—editors, content owners, and designers—each require unique tools. From media management and precise targeting to simple web page updates, an intranet should cater to all roles, supporting sophisticated publishing needs and ease of use.

For enhanced reach, look for platforms that promote content across internal social channels like Teams or Viva Engage, as well as email. These capabilities make it easier to improve employee communication while maintaining quality and consistency.

Delivering the right message to the right audience on their preferred device is crucial. The modern intranet should offer a visually appealing experience on web browsers and connect seamlessly with Microsoft Teams. Mobile intranet apps, digital signage screens, and weekly newsletters should all be part of the multi-channel strategy to reach everyone. The mantra here: “Publish once, deliver across many channels.”

To drive adoption, consider tutorials, video courses, and micro-courses that help employees make the most of the intranet.

Metrics and real-time insights are critical to assessing intranet effectiveness and enhancing communication strategies. A modern intranet platform gives you access to real-time analytics that show:

✔ Who’s reading and interacting with what content.

✔ Which channels perform best for what user groups.

✔ Whether key messages reach the intended audience.

✔ When users access the solution and what journeys they take.

Pair that with surveys and polls to capture feedback and refine your internal communication strategy over time. This data-driven approach turns your intranet solution into a dynamic tool for continuous improvement.

A strong governance plan with policies for handling content types is crucial for intranet success. These guidelines support consistency, user-friendliness, and alignment with organizational goals. From content management and layout templates to metadata and settings, a well-crafted plan lays the foundation for a positive user experience that scales with your intranet over time. Governance also helps ensure security, compliance, accessibility, and alignment with company objectives.

Setting up a Communications Hub within the intranet allows teams to plan, collaborate, select channels, schedule, and publish content effectively. We recommend developing a robust content strategy to maintain the intranet’s value for employees. An annual communication plan can also provide valuable structure and alignment with business goals.

The modern intranet offers powerful tools for creating, publishing, promoting, and analyzing content. Equipping communicators with flexible branding options helps mirror the organization’s culture and guidelines. Different roles in the communication process—editors, content owners, and designers—each require unique tools. From media management and precise targeting to simple web page updates, an intranet should cater to all roles, supporting sophisticated publishing needs and ease of use. For enhanced reach, look for platforms that promote content across internal social channels like Teams or Viva Engage, as well as email.

Delivering the right message to the right audience on their preferred device is crucial. The modern intranet should offer a visually appealing experience on web browsers and connect seamlessly with Microsoft Teams. Mobile intranet apps, digital signage screens, and weekly newsletters should all be part of the multi-channel strategy to reach everyone. The mantra here: “Publish once, deliver across many channels.” To drive adoption, consider tutorials, video courses, and micro-courses that help employees make the most of the intranet.

Metrics and real-time insights are critical to assessing intranet effectiveness and enhancing communication strategies. A modern intranet allows you to monitor usage, reach, user behavior, and interactions, enabling adjustments to keep content relevant and engaging. Monitoring whether messages reach target groups provides valuable data to optimize future communications. For a well-rounded view, use feedback channels like polls and surveys to capture employee input and refine communication approaches.

A well-managed intranet is one of the most effective tools for improving internal communication across departments and locations. With the right strategy, tools, and governance in place, your intranet software can support stronger alignment, better decision-making, and a more connected workforce. 

If you want to learn more about how to use your intranet to improve employee communication, we welcome you to download the document Improving Internal Communication with a Modern Intranet.

Your can also explore the case study on MAN Energy Solutions to see how effective intranet practices drive real results.

Watch our 14-minute on-demand webinar on intranet communication practices to learn more.

By implementing best practices and learning from successful case studies, organizations can unlock the full potential of a modern intranet to transform internal communication. 

A modern intranet enhances internal communication by centralizing company news, updates, and resources in one accessible platform. It enables targeted messaging, real-time updates, and consistent information flow across departments, locations, and devices.

The best intranet platforms offer content targeting, personalization, multi-channel publishing (e.g., mobile apps, Microsoft Teams, email), analytics, and built-in feedback tools. These features help teams deliver timely, relevant messages that keep employees informed and engaged.

Tip: Learn more about how to improve employee communication.

Intranet software brings structure and consistency to your communication strategy. Over time, it becomes the trusted go-to source for company updates, helping reduce email overload, streamline workflows, and improve alignment across the organization.

Successful intranet adoption starts with early involvement. Engage employees in design or testing phases, provide onboarding resources and training, and establish ambassador networks. Above all, ensure the intranet supports daily tasks and integrates with tools like Microsoft 365 or mobile apps.

Tip: Learn more about how to drive user adoption of your intranet.

Use intranet analytics to track engagement, page views, reach, and search behavior. Pair these insights with employee surveys and feedback polls to assess message clarity, content relevance, and delivery success. This helps you refine your communication strategy continuously.

Tip: Learn more about using analytics to improve your intranet.

Employees who are well-informed and feel heard are more likely to be engaged. An intranet that shares updates, recognizes achievements, and encourages participation helps build connection, trust, and a sense of belonging.

Tip: Learn more about utilizing your intranet to drive employee engagement.

Make your intranet mobile-friendly and easy to access. Use mobile apps, push notifications, digital signage, and targeted content to reach frontline employees where they are—without relying on desktop access. Prioritize short, clear updates tailored to their roles.

Tip: Learn more about engaging frontline teams with mobile solutions.

AI enhances modern intranets by personalizing content, recommending relevant updates, and streamlining search with intelligent suggestions. It can help communication teams analyze engagement patterns, identify content gaps, and automate tasks like tagging or translations. For users, AI-powered intranets improve content discovery, reduce noise, and surface the information that matters most—creating a more intuitive, efficient communication experience.

Tip: Learn more about improving the user experience with AI.

Improving internal communication leads to measurable returns—such as higher employee engagement, faster decision-making, reduced misunderstandings, and better alignment with business goals. A well-structured intranet helps reduce time spent searching for information, boosts productivity, and supports stronger culture and retention. These gains translate into real business value over time.

Tip: Learn more about using Analytics to Improve Your Intranet.