Modern Intranet for a digital workplace: best intranet software for businesses in 2022
With workplaces becoming remote, the use of intranet software is inevitable. Unlike a traditional intranet, modern intranet software is more than a business communication tool. It has the integration of many features and functions. Be it an intranet software for small businesses or big companies, it should fit the needs of the digital workplace. In a nutshell, it must ensure seamless workflow and build meaningful social connections. Modern intranet software acts as a digital workspace. A space where employees can communicate, collaborate and share information within the organization.
What is an Intranet Software: Why it is a necessity in the new world of work?
An intranet is a private network that is accessed only by authorized users, connecting other users within the network or an organization.
Today, using a modern intranet software has many advantages in digital workplaces:
- It ensures real-time virtual team communication and collaboration
- It integrates asynchronous communication like chats and emails
- It acts as an online document and data repository that is accessible from any location
- Modern intranet solutions offer other integrated features to improve the employee experience. For example, peer bios, reward and recognition tools, internal news, and so on
All said, be sure to choose the right intranet software for your organization! Here’s another tip – Replace old intranet systems with updated versions. Using primitive intranet software can cause more harm than good. Many organizations use obsolete intranet software with an outdated UI and UX. This affects productivity and can also lead to employee dissatisfaction at work. Hence, companies must install modern intranet software which is easy to use and serves the purpose of its users.
Our Top Picks: Best intranet software for a digital workplace
Workspaces from Clariti
Information management is a challenge in the digital workplace. Clariti is one of the best intranet software for small businesses and growing teams. Apart from its instant chat, email and audio call features, Clariti recently introduced Workspaces. Clariti’s Workspaces are an easy way for businesses to be more productive. It acts as a hub that integrates all the essential tools to boost team productivity. and increase communication response speed. Workspace brings all communication to one place. Users can create a separate ‘Workspace’ for every relevant topic. All communications and information relevant to the Workspace topic can be kept together. This makes information more findable and prevents frequent switching between email and chat apps.
While Clariti has quicker communication technologies like chat and calls, users can also resort to traditional asynchronous ways like emails to connect with the outside world. Calendar events can also be planned and reminders can be set.
Clariti offers safe storage of work files using its built-in cloud storage and third-party integrations. Based on their job functions and roles, users can assign meaningful names to better organize all their work under the relevant Workspace.
Microsoft SharePoint is a reliable intranet software for small businesses looking for a multi-functional solution. The intranet has a diverse range of features and functions that saves time and boost employee productivity. SharePoint also has unique employee management capabilities. It provides bios about colleagues and their designations in the organization. Employee learning and progress can also be tracked. Use the Employee Self-service feature assist to track leave requests and get your queries answered.
SharePoint also empowers teamwork with its seamless and secure resource-sharing features. Share any form of content files, documents, audio, or videos with any employee within the network. Real-time collaboration and communication tools are also inbuilt for efficient teamwork. SharePoint is flexible and customizable. Its AI-powered features offer personalized, news feeds, suggestions, and interactive gamification elements. These social features drive employee engagement and ensure effortless team collaboration.
Workplace from Meta
The workplace is an enterprise communication and intranet software ideal for modern offices. It helps teams stay connected in a ‘simple and secure way’.
The interface is quite simple and it replicates that of Facebook, except it aims to bring a ‘work community ‘-together. Much like the social media platform, Workplace has similar features like Live Video and Groups.
Employees using Workplace can collaborate from anywhere. The platform also has a range of employee recognition and asynchronous interactive features like polls and emojis that make team communication lively and inclusive.
The Knowledge Library is another key feature of the Workplace. All latest company updates, ideas, and training materials can be published here. To make it more interesting, employees can engage with the posts- like, react or comment on their insights. Workplace also supports third-party integrations for tools that are commonly used to work like Office 365, Google Workspace and ServiceNow, and other essential work tools. And the best part of it all is that it doesn’t take any technical help to get the software to work.
Happeo is another social intranet alternative for users working on Google Workspace and Microsoft 365. It drives employee engagement and promotes team collaboration and social connections at the workplace. Happeo brings the tools, knowledge, and news to one place. It is an ideal solution to build a positive company culture in a digital workplace.
Happeo is easy to implement and is also user-friendly. Another interesting feature of Happeo is the detailed analytics tool. It helps in studying employee communication trends. Managers can analyze employee engagement rates and understand employee search intent through analytics reports.
Looking for the right intranet solution? Keep these things in mind while choosing one!
1. Cyber security
Having a private network to share information does not always mean it is secure. Intranets are also vulnerable to phishing attacks and hacking. Therefore, it is important to keep an eye on cyber threats and educate the workforce about cyber safety. Keep strong network passwords that are alphanumeric and unpredictable. Access control and management is necessary. Make sure that sensitive data is only accessible to the right employees within the organization. For example, a marketing executive need not be given access to company accounts.
Inform and train employees to practice cyber-safe behaviors. Many a time, employees are either unaware of potential cyber threats. Many are even indifferent about their role in data protection. Especially, with remote employees logging in from their homes or coffee shops- the risks of a data breach are high. Inform employees about the risks of sharing confidential data over public networks. Encourage them to be vigilant when working remotely. Set up an Intranet Helpdesk to provide technical support to the user and alert them when a potential threat is found.
2. Invest in user interface (UI) optimization
Does your intranet have a good interface? Are your employees satisfied with the existing UX design? If not, it’s time to optimize your company intranet!
User experience plays a key role in fostering employee engagement. If the interface is cluttered and complex, it can affect employee productivity and workflow. Instead, an intuitive interface can make work easier.
While choosing an intranet solution, make a list of requirements. Depending on the needs of the workforce and the nature of work, choose software that is easy to use and has useful features. The intranet architecture must be easily navigable. Users must be able to work without being overwhelmed and lost.
A well-designed intranet design is a worthy investment. It saves time and cost on employee training, improves employee connections, and enhances the overall quality of teamwork.
3. Integrate social features
Meaningful social connections are quite scarce in today’s location-agnostic workplace scenario. It is important to have a medium where remote employees can connect to their workplace.
Most traditional intranets are obsolete and do not meet the social needs of a distributed workforce. On the contrary, modern Intranet solutions have social features fundamental to enhancing employee communication and productivity. As opposed to the traditional intranet, the modern software must have an array of features like- instant messaging, forums, activity feeds, likes, emojis, and comments. Using a social intranet, companies can also update employees on the internal news and developments. Today, enterprise social intranets go beyond the scope of communication and information exchange. It is more about employee experience.
4. Information management system
Content management is a tremendous hassle in businesses dealing with huge chunks of information daily. Many employees need to constantly switch between multiple apps to find information. Having a well-structured information management strategy is critical in the long run. No doubt, information exchange, and secure storage are vital features in an intranet. But there has to be an organized system in place.
Choose intranet software tools that facilitate organized information management. With intranet tools like Clariti, finding information is quick and easy. The proper segregation of information in Workspaces makes it easy to find files, chats, and emails in no time.
In today’s dynamic work environment, intranet software must be a one-stop solution. It must facilitate functions like employee communication, team collaboration, and information management. It should digitally bind a distributed workforce with a strong sense of social bonding. Organizations must keep their intranet solutions up to date. Seek employee feedback to understand their experience with the software. Whether the intranet software is for small businesses or giant corporations, the main goal is to improve productivity and accelerate business processes.