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Intranet Software

Intranet software is an internal corporate portal where employees can access important information for their role, as well as to connect with colleagues. Intranet platforms are used to boost employee productivity and engagement at work. With Intranet software solutions, businesses can build corporate intranets and customize them to suit type and size of the organization. Browse all available Intranet software to find the best tool for your organization in Canada.

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Trusted by 1000+ leading organizations, Simpplr is the leading modern intranet software for enterprise grade internal communications. Learn more about Simpplr
Simpplr is the leading modern intranet software. The #1 platform for enterprise globally. Trusted by more than 1000+ leading brands, including Penske, Snowflake, Moderna, Eurostar, and AAA, our customers are streamlining internal communications and improving employee engagement. Simpplr is the only platform that unifies employee engagement, enablement, and services, leveraging state-of-the-art AI models to deliver a seamless, cohesive, and personalized employee experience. Learn more about Simpplr

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More than ever, we need a place to bring everyone together and help each person succeed. That’s Jostle. Learn more about Jostle
Intranets were great 20 years ago, but 90% fail today. Jostle's employee success platform is purpose-designed to help people connect, communicate, and celebrate together. With your whole organization in a single place, everyone can quickly find what they need, clarify what matters, and celebrate success. The result? Happier employees, lower turnover, and higher productivity. Join the 1000+ companies we've helped enjoy success, like ASOS, the University of Illinois, and Citizens Bank. Learn more about Jostle

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ThoughtFarmer modern intranet software is designed to centralize knowledge, streamline communications, and enhance employee engagement Learn more about ThoughtFarmer
ThoughtFarmer’s intranet software helps teams manage knowledge, streamline communications, and improve employee engagement. We provide robust and flexible intranet solutions that can be customized and adapted to our customers’ unique needs. ThoughtFarmer powers intranets for leading companies around the world, across industries including financial services, legal, engineering, government, and healthcare. ThoughtFarmer caters to the evolving needs of modern digital workplaces and can easily scale as your organization grows. Companies such as BOK Financial, STO Building Group, Stikeman Elliott, RICK Engineering, Empath Health, First Bank, and Vancouver International Airport rely on ThoughtFarmer to keep their teams informed, aligned, and productive. With over 15 years of intranet experience, ThoughtFarmer is a trusted partner dedicated to helping organizations achieve their internal communication and employee engagement goals. Learn more about ThoughtFarmer

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Book a demo of the leading employee communications platform. Haiilo helps you reach, engage and activate your employees with ease. Learn more about Haiilo
Haiilo has been offering award winning employee intranet, communications & advocacy solutions since 2010. Across the world, more than 3 million employees connect with their peers through Haiilo daily (including Amazon, Google, Deutsche Telekom, Ritter Sport, and Deutsche Bahn) so why not schedule a 30 minute demo so you can see how Haiilo can help connect your entire workforce quickly & seamlessly in days not months. Learn more about Haiilo

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Quickly create a beautiful intranet that will transform the way employees connect to information, processes, and each other. Learn more about MyHub
Quickly create a beautiful intranet that will transform the way employees connect to information, processes, and each other. With MyHub, benefit from modern intranet features such as pre-built templates, chat, newsfeeds, forums, blogs, calendars, document storage, automated forms, social network, staff directories, alerts and notifications. Learn more about MyHub

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AI-powered enterprise search, intranet, and wiki. Find info anywhere without leaving the apps you're already working in. Learn more about Guru
Enterprise AI Search, Intranet, and Wiki in one platform. Guru lives in tools you already use, so no need to context switch. Find info across any app, have an expert help if you can't find it, and let Guru proactively identify knowledge gaps, duplicate knowledge, and translate it to 100 languages..kind of like a smart friend for you and the rest of your company. Learn more about Guru

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Give staff a workplace to call home. Access every app, share information, and collaborate in one central intranet. Learn more about Claromentis
Claromentis is an integrated digital workplace solution. For 25 years, we have helped businesses reinvent themselves through technology. This is why hundreds of companies worldwide trust us to increase collaboration, productivity and growth. We empower your teams with four integrated platforms to help you engage with and develop your workforce: intranet software, business process automation, LMS & e-learning, and project management. Customers get full access to all of these platforms at no extra cost. Enabling your teams to do their best work anytime, anywhere and on any device. All features, platforms and applications are available to all users. We don’t hide any functionality behind a paywall. Also, our custom development team can build any further functionality you need. Learn more about Claromentis

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Staffbase is the first intranet solution for everyone. Set a new standard for ease of use and accessibility in enterprise comms. Learn more about Staffbase
Staffbase is the leading mobile-first employee communication and front door intranet for enterprise organizations. No matter where your people work, from the front line, to the warehouse, to the corner desk, give them a hub for employee communication, key resources and services. Our intranet features ready-to-go integrations for SharePoint and Microsoft 365, setting a new standard for ease of use and accessibility for teams 500 to 500,000 strong. Learn more about Staffbase

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Modern Intranet solution that empowers all your employees - desk & frontline workers to communicate, collaborate and connect better. Learn more about PeopleOne
PeopleOne is a Modern Intranet solution that enable organizations to bring their workplace culture to life. A feature-rich solution built on Microsoft SharePoint, PeopleOne, acts as the unified communication and engagement platform for organizations looking to build a high-performance culture. With its iOS & Android app, teams are empowered to better communicate, collaborate and engage seamlessly anywhere and anytime. Learn more about PeopleOne

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We bring Recognition and Internal Communication into one space for your employees to connect, engage, and love where they work! Learn more about Motivosity
We bring recognition and Internal Communication into one space. In a workforce of disconnected employees, Motivosity does more than just comms and docs. It’s designed to build camaraderie, bolster engagement, and strengthen your culture. From creating connections with a public social feed, company announcements and events, employee programs, and more, run all your programs in one place. Never has it been easier to make sure every employee has access to the information they need, builds community amongst coworkers, and feels like they are part of the company. Everything you need for your employee programs and more! Learn more about Motivosity

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Your Intranet Search is Over. Noodle provides a wide array of functionality available in both cloud and on-premise deployments. Learn more about Noodle
Your Intranet Search is Over. Noodle provides a wide array of functionality available in both cloud and on-premise deployments. File Sharing, Wiki Pages & Portals, Manage People & Groups, Create Forms & Databases, Start an enterprise social network, Use Instant Messaging within the enterprise. Noodle is an enterprise application. Visit website for a FREE 30 DAY Demo Learn more about Noodle

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Haystack makes it easy to connect everyone in your organization with the people, resources, and knowledge they need to thrive. Learn more about Haystack
Haystack is a modern digital HQ that empowers employees with access to the people, resources, and knowledge they need to do the best work of their career. Unlike traditional intranets, Haystack is fast, intuitive, and engaging to use. With dozens of integrations, no-code customization, smart search, and beautiful custom-branded mobile apps, Haystack keeps employees connected to your organization, no matter where their work takes them. Learn more about Haystack

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MangoApps is a modern intranet platform that helps you create a unified employee experience and keep everyone on the same page. Learn more about MangoApps
MangoApps is an intranet platform that gives you all the tools you need to create a unified employee experience and keep all your people on the same page, from wherever they are. Our modern, user-friendly intranet serves as a centralized hub where your employees can find all of their tools and updates in a single, customized dashboard. This approach promotes alignment, efficiency, and community, and enables everyone to find the files, colleagues, and information they need without any roadblocks. Learn more about MangoApps

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Happeo is the trusted solution to information chaos, helping companies to move fast while staying in control. Learn more about Happeo
Happeo is a Google-based intranet that helps teams manage knowledge and internal communications in one unified place. Offering a template-based page builder, as well as integrations and universal search across all company tools, Happeo is easy to use and scale for companies of any size. That's why market leaders like Decathlon, GANT, and Pinterest rely on Happeo to keep their teams informed, aligned, and productive. Learn more about Happeo

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Access, organize, and share information effortlessly with Assembly - The ultimate solution for managing knowledge across teams & depts. Learn more about Assembly
Your One-Stop Knowledge Hub & Modern Intranet! Access, organize, & share information effortlessly with Assembly - The ultimate solution for managing knowledge across teams and departments. Empower your team to make informed decisions with ease. It's FREE to try! Easily integrates with Slack and Teams & 100+ workflow automations. Try today! Learn more about Assembly

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Content management solution that helps businesses with desktop sharing and viewing, text annotations, instant messaging, and whiteboard
Content management solution that helps businesses with desktop sharing and viewing, text annotations, instant messaging, and whiteboard editing. Learn more about Microsoft SharePoint

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High-end solution designed for sales, collaboration, communication, social networking, and workflow management.
Bitrix24 is an online workspace for small, medium, and large businesses. It features 35+ cross-integrated tools, including CRM, tasks, Kanban board, Gantt chart, messenger, video calls, file storage, workflow automation, and more! Switching to Bitrix24 eliminates the need to be subscribed to a bunch of different SaaS solutions. You get all you need in a single package — all at a flat rate. With over 12 million users, Bitrix24 is one of the most popular business software solutions in the world. Learn more about Bitrix24

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Revolutionize internal communications by bringing together all employees inside a private and secure enterprise social network.
Revolutionize internal communications by bringing together all employees inside a private and secure enterprise social network. Connect with people across your organization to make better decisions, faster. Allows all employees to know whats happening day to day as well as build on the work of others. Employees will be able to create groups relevant to work and other interests, along with keeping documents or photos in context while still discussing things online. Learn more about Microsoft Viva Engage

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Glasscubes is online intranet software that’s inexpensive, quick to implement, and actually encourages social interaction.
Glasscubes is online intranet software that’s inexpensive, quick to implement, and actually encourages social interaction in the workplace—whether teammates are in the next cubicle or across the globe. Teams can share knowledge, access files, assign tasks, and discuss all their work activities in one place. Trusted by UK government and high-performing businesses - big and small. Learn more about Glasscubes

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Take your internal communication to the next level with live-chatting, feedback surveys, and company-wide announcement updates.
Super-charge your internal communication with Connecteam’s all-in-one management platform. The intuitive communication hub comes with a full employee directory, creating an instant connection between all employees. Exchange information on the go knowing it will always be secure and kept in the knowledge center for future reference. Quickly share information with the entire company on the news feed for sudden announcements. Sit back and watch how one notification updates every employee. Learn more about Connecteam

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Bloomfire Knowledge Management Software enhances intranet functionality with AI tools, improving communication and resource sharing.
Bloomfire revolutionizes Intranet solutions by integrating advanced AI tools, enhancing internal communication and resource sharing within organizations. This platform perfectly fits companies seeking to foster a connected and informed workforce. With Bloomfire, employees can easily access company news, updates, policies, and other essential resources. Its AI-powered search and collaboration features ensure that information is available and easily discoverable and usable. This leads to better decision-making and a more engaged workforce. Bloomfire supports various content types, from documents to videos, making it a versatile tool for internal communications. Security is a top priority, with SOC2 Type II compliance and AES-256 encryption ensuring that internal communications remain confidential and secure. Whether for small businesses or large enterprises, Bloomfire’s Intranet solution stands out for its ability to streamline information flow and enhance employee engagement. Learn more about Bloomfire

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Secure web-based content management solution that allows your team to share content and create efficiencies across your organization.
Ntranet allows you to improve and maintain employee engagement, manage training, policies and procedures, and streamline internal processes while giving all employees secure access to relevant information. Ntranet provides the tools you need for a knowledge ecosystem that actively engages your entire organization. Learn more about Ncontracts

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Talkspirit is the all-in-one team communication & collaboration software. Available in 8 languages. On any device.
Talkspirit is the #1 software for collaboration and team communication. It brings your employees together in a secure online workspace, wherever they are. By centralizing discussions, documents, events and collaborative features in one place, it makes your teams more productive. Available in 8 languages. On any device (PC, mobile, tablet). Easy to use. Free trial. Free plan. Paid plans from 4 / month per user. Designated leading software for remote-work and team communication by GetApp. Learn more about Talkspirit

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Workvivo is an employee experience platform (EXP) that simplifies internal communication and drives engagement.
Workvivo is an employee experience platform (EXP) that simplifies internal communication and drives engagement. Built for the digital-first workplace, our purpose is to engage and emotionally connect people by giving everyone a voice. Our EXP brings company culture to life digitally, helping everyone feel included, appreciated and engaged no matter where they work. Learn more about Workvivo

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An open source Intranet Software that allows you to streamline communication and collaboration across the organization.
eXo Platform is designed to allow information to be quickly disseminated to employees, to make common internal business processes more efficient and to provide a sense of community within an organization. eXo Platform is designed to create your successful intranet that engages and connects every employee, supports their daily activities, reflects the company ethos and helps users get work done. Learn more about eXo Platform

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Intranet Software Buyers Guide

Intranet software is an enterprise solution designed to facilitate private communication, collaboration, and data sharing between employees. It serves as a portal that grants exclusive access to internal information and external resources, built within a private and secure network. Its aim is to improve employee engagement through accessible online workspaces, addressing collaboration challenges in a corporate environment.

Primarily used by employees to manage workflows, search for up-to-date information, and communicate with staff across the organization, intranet systems find application across a range of industries. A wide range of UK businesses rely on intranet solutions for their private communications, including airline companies, supermarkets, universities, micro-entities, libraries, and NGOs.

Employee intranet systems can also promote and simplify the activities of distributed teams in the same way that digital workplace and remote work software solutions can.

As they function as a 'single source of truth' (SSOT), with real-time data instantly available to all authorized stakeholders, companies can also liken them to knowledge management software. In environments with an emphasis on team motivation and social recognition, these tools can complement or even replace some of the processes carried out by employee engagement solutions and team communication software.

Often integrating with various other third-party tools, intranet applications provide easy access to the company's software suite, much like portal software. However, some intranet providers can anticipate an organization's needs and build these tools as native features, which can be used as stand-alone instruments from the start, and gradually be developed into bespoke solutions.

There are no limits to the complexity and versatility of intranet solutions. But there are a few basic requirements for a platform that markets itself as intranet software. Any such tool should enable businesses to:

  • Offer pre-defined access to employees via a secure online portal.
  • Provide news feeds, activity updates, alerts, and notifications to relevant employees.
  • Build discussion boards, in-house forums, and blogs.
  • Manage documents, policies, and other content in a central database, securely and in line with regulations.
  • Provide essential information through an accessible knowledge base.
  • Synchronize calendars and provide transparent scheduling options.
  • Facilitate file sharing and collaboration within predetermined groups.

What is intranet software?

Intranet software tools are digital solutions designed to help organizations build and maintain their intranet, which is an online private communications network with restricted access. These tools are meant to serve as information gateways, providing access to the company's knowledge base, collaboration tools, and other resources to specific groups of people within the organization. This enables employees to work together virtually in a central location, share documents and media, communicate safely, train one another, carry out self-training exercises, provide feedback, and collaborate on projects securely.

Used by private-sector businesses, NGOs, universities, and government agencies, intranet solutions help organizations build a full-featured digital workspace that can break down communication barriers, foster innovation, boost efficiency, and reduce friction with intelligent workflows. Their mainstay is the ability to deliver the right information to the right worker at the right time. In doing so, they replace conventional top-down messaging with a more inclusive, transparent, and efficient information flow, replacing two-way conversations with multidirectional dialogue and participation.

Intranet solutions tend to be managed by in-house intranet administrators and digital workplace teams with a background in IT, technology, content management, and user experience design. This enables intranet builders to enrich their software with features useful to their organization. This may include discussion forums, blogs, FAQ sections, newsfeeds, how-to tutorials, videos, infographics, schedules, notice boards, CEO messaging panels, and social recognition areas. But at the very least, the intranet software must enable staff to access the employee database, the company's knowledge base, and any proprietary or external tools needed for collaboration and communication.

The prime purpose of intranet systems is to eliminate reliance on public email service and collaboration tool providers, replacing their services with more secure, private, and effective alternatives. This includes in-house solutions and integrations with corporate communication and collaboration tools, bundled together into a customized central hub. In effect, the intranet platform becomes a one-stop-shop for employees, where they can connect, share, and learn. With this 'go-to' solution designed by the intranet provider, they can build their social networks, use instant messaging, create and access wiki pages, share files, draft forms, and contribute to their company's database.

Depending on the intranet provider, organizations have several deployment options. One option is on-premise deployment. It gives companies complete control over their data but involves considerable investment in IT infrastructure, implementation, and hardware maintenance. A much more convenient option is the cloud-based version of intranet software, which involves handing over these costly processes securely to the SaaS provider in exchange for a subscription fee. Thirdly, organizations may be able to secure a hybrid intranet solution. With this model, only certain parts of the operation are managed by the cloud service provider that hosts the organization's applications.

What are the benefits of intranet software?

The benefits of intranet software tools for Canadian businesses continue to be felt even as new technologies emerge in the field of communications every day. Here are a few strategic benefits of using intranet solutions:

  • Easy data storage: organizations have countless circulating documents on any given day, often shared via email or stored on company computers in a variety of formats. An intranet solution can make storing and accessing these files much easier, given that it can manage a central database and control document versioning and sharing. The central database can also be primed for access through customized search functions, autofill, and input autocomplete functions. Making files more visible and easy to access can have a positive impact on work efficiency and help maximize ROI.
  • Seamless communication between employees: without an employee directory, finding the right person to share information within a large organization can be challenging. Intranet software addresses this problem by enabling users to create their own profiles, with essential contact information, job description, and photos attached. Discovering colleagues quickly, messaging them directly through the intranet, and creating instant connections help strengthen the workforce network and boost productivity. Having access to colleagues via the staff directory also motivates employees to communicate more, stay engaged, and celebrate their achievements together. Likewise, keeping abreast of workforce changes via news feeds and notice boards enables employees to take part in familiar social experiences where work achievements are celebrated on a wider level.
  • Advanced content management systems: intranets have evolved greatly since the 1990s, when they consisted mostly of single welcome pages. Nowadays, they include blogs, forums, chats, newsfeeds, calendars, automated forms, alerts, and various social features that make sharing key messages and organizational updates quick and easy. With built-in content management systems (CMS), intranet software empowers communicators to create and share their content across the organization.
  • Company-wide data sharing: sharing knowledge and ideas fosters innovation, which is a catalyst to business growth. As it gives all employees equal access to the centralized platform and those who use it, an intranet can work as a mouthpiece for management to communicate with their entire organization. Also, being able to share insights and updates in real time, seek ideas for new projects, and receive candid feedback makes all users more attuned to the inner workings of the business, more aware of the drivers of change, and better prepared for new growth opportunities.
  • Borderless collaboration: working across time zones and world regions is a challenge many companies face. With a centralized communication platform, all employees have access to the same information, wherever they may be across the globe. As everyone is on the same page and aware of colleagues' schedules, they can collaborate in tandem or in sequence more effectively. Intranet software can also give employees the tools to take charge of situations when urgent action is needed, even when they are not physically in the office.
  • Corporate goal promotion: customized intranet systems can be seen as an investment in corporate identity. This type of software can be used to promote corporate culture, vision, ethics, and goals. As leaders post their plans for the future and communicate their strategies transparently on notice boards, forums, and blogs, they do more than clarify what directives employees should follow and how they can work to align themselves with the business. They help build a sense of purpose and foster a sense of community, leading them into a shared future with goals that they can all strive towards.

What are the features of intranet software?

The features of intranet software are changing and increasing as developers work to make their tools stand out. But creating a next-level intranet platform starts with only a few simple and indispensable features. Organizations should look out for these 6 fundamental features of intranet software:

  • Knowledge base management: store information in a central knowledge base and provide on-demand access to it. Starting with company policy documents, all the way through to 'how-to' videos, intranet software helps store, organize, and share valuable information securely from a searchable and easily accessible database. Employees can then draw on this information in the onboarding phase, during regular staff training campaigns, when they're seeking advancement, or whenever they need a refresher.
  • Content management: bring together text, audio, and video content in a centralized database for easy access. Whether it's meeting minutes, invoices, project workflows, or sales reports, intranet platforms can collate this content, convert it into a more digestible format if necessary, make it available to relevant stakeholders, and allow updates in real time.
  • Employee repository: create employee profiles and grant access to this information to authorized individuals. Intranet tools can store contact details, job roles, and imagery pertaining to every employee and compile this information in a unified database. This enables co-workers to look them up on the employee repository and identify them as the 'go-to' person for their queries. Rather than ask around or send emails hoping for the best, workers can reach these contacts directly, with complete certainty that their query will be seen by the right person every time.
  • Policy management: draft guidelines, policies, and procedures for different scenarios in line with regulations. Featuring forms, templates, and DIY drafting tools, intranet solutions can help speed up the time-consuming processes of creating, comparing, validating, sharing, and enforcing policy changes.
  • Calendar management: synchronize, share, and manage multiple staff calendars. Intranet systems usually come with calendaring tools to make worker availability transparent and work commitments easily visible. This enables employees to keep up with meetings and events, RSVP to invites, synchronize with colleagues they collaborate with, and edit their own schedules in real time.
  • Private network: protect company data from leaks, theft, and accidental tampering. Aware of the constant threat of malicious attacks, intranet providers give their clients a range of security solutions. Whether users opt for wide area networks (WANs) or local area networks (LANs), they should be safe in the knowledge that their networks are private and exclusively accessible to authorized personnel.

What should be considered when purchasing intranet software?

When purchasing intranet software, users must take note of rapid advances in technology and how these may impact user expectations, especially as the UK workforce is becoming more digitally savvy. Here are some of the most basic and sensible questions companies should ask about an intranet platform before committing to a deal:

  • Does it have all the integrations needed? For it to be a good fit for many businesses, an intranet solution may need to integrate successfully with existing and prospective business applications. This may include HR systems, document processors, contact management apps, and scheduling software. Native integrations or an API will facilitate seamless communication across software packages without the need to download and refresh databases or transfer information from one application to the next. With real-time updates across these platforms, there's no risk of data loss, time lags, or discrepancies.
  • Is the intranet software’s interface intuitive? The user experience should be at the forefront of the organization's attention. A need for extensive training or time-consuming adjustments translates into a lost opportunity. Ideally, the intranet solution should be customisable but also come with essential capabilities 'out of the box' so that even trainees and inexperienced staff find it easy to navigate.
  • Does it offer mobile access? An intranet platform without mobile access is only usable at the desk. This defeats the purpose of having secure, streamlined communication and collaboration tools with worldwide coverage around the clock. Whether employees work remotely, flexibly, in the field, hoteling, hot-desking, or from their designated office, they may still need to network and collaborate with colleagues from across the globe on a range of devices.
  • Is the search functionality up to par? Outdated search functions are a common grievance for intranet users. A good intranet tool should be able to anticipate queries, auto-fill entries, make keyword suggestions, and return results fast, particularly if it claims to be user-friendly.
  • Can this intranet tool empower employees? Employees should be made to feel that their contribution is needed and appreciated. To help make that happen, an intranet platform must be able to create vibrant dialogue. This involves encouraging workers to share their views, sharing performance objectives for every team member, making the onboarding process run smoothly, and facilitating social recognition for workers who go above and beyond.

The most relevant intranet platform trends follow logically from wider technological trends. In his post titled Do Intranets Have a Future, SaaS business growth expert and Intranet specialist JP Wirta refers to intranet as "the jelly" that fills in all those gaps left by other business solutions. As those gaps keep growing, intranet software has every opportunity to transform the way businesses are run. Here are some of the emerging trends in intranet that organizations should keep up with:

  • AI for intranets: AI technology is a long way from reaching its full potential in the realm of intranets. But AI chatbots, voice assistants, and other innovations may soon replace standard text queries on the intranet. With the capacity for pattern recognition, voice analysis, and machine learning, AI could even become the gold standard for intranet systems, helping with search recommendations, article generation, video editing, security alerts, and other important operations.
  • Intranet-specific analytics: Analytics can help gauge the engagement, adoption, and performance of intranet software. These insights can help organizations to adjust the content and user interface to specific situations, skills, or employee needs. While few intranet solutions come with metrics specific to the workforce or the industry, there are obvious benefits to holding that kind of information and using it as a benchmark for intranet success.
  • Hub sites can be beneficial: Hub sites bring together countless websites and link them for optimum navigation. It serves as the 'go-to' for relevant information since it links together disparate websites and helps users navigate a topic all the way down to its origin and across to its alternatives.
  • Social tools speak volumes: Turning to social media tools can only enhance user experience. Intranet providers who anticipated the growth of social engagement have already incorporated blogs, feeds, tags, groups, and forums into their software solutions. Those who don't adapt and enrich their software with social tools may come to find that user engagement will eventually dwindle as users develop a taste for these features outside of work.

Sources:

The features highlighted were identified based on their relevance and the percentage of products in Capterra's directory that offer them. The following sources were used for this document:

  1. Do Intranets Have a Future- JP Wirta, LinkedIn (Date accessed: Tue, July 5, 2022)