10 Benefits of a Modern Intranet

Learn about the benefits of an intranet and why your organization should invest in one.

June 28, 2023
Press the button to generate random icebreaker questions.
There are 300 more icebreaker questions at the bottom of the article
How would you describe your job to a five year old?
What season would you be?
What is a weird food you have tried? Would you eat it again?
What is your favorite holiday tradition?
Would you go in the mother-ship with aliens if they landed on Earth tomorrow?
What is your favorite season?
Do prefer working from home or the office?
What is your earliest memory of this job?
What is the best thing you have bought so far this year?
What is the earliest book you remember?
If you had to move to another country, which one would you choose?
You are the best criminal mastermind in the world. What crime would you commit if you knew you would get away with it?
What is your favorite movie genre to watch?
What was the last thing you ate?
What person from history would you add to Mount Rushmore?
What is a weird fact you know?
What is your favorite part of working from home?
Were the Spice Girls a good team?
Imagine you can instantly learn any language. Which would you choose?
If you could live in any state, which state would you pick?
Which fictional team is the best team of all time?
What did you want to be when you grew up?
What do you usually eat for a quick lunch?
What simple food will you never eat?
Show us the weirdest thing you have in the room with you right now.
Would you rather stay at a hotel or an AirBNB?
What is your favorite movie genre to watch?
Are you more productive in the morning or at night?
Who is someone in your community that makes a difference?
Who was your most unique pet?
Choose one famous person from history you want on your team during a zombie apocalypse.
What is a good way to give back to the community?
Which song could you listen to over and over again?
Is Hugh Grant funny?
What is your favorite thing to eat for breakfast?
Would you want to have an imaginary friend today? Did you have one as a child?
What actor or actress would you want to play you in the movie about your life?
What is the best super power?
What is your New Years resolution?
You can only eat one food again for the rest of your life. What is it?
What is the best work holiday?
What is the first gift you remember receiving?
Would you rather join Metallica or Backstreet Boys?
What is the best example of a community you have seen?
What is an easy way to do something nice for someone?
Show us your phone background and tell the story behind why you picked this image.
What was your first job?
Pick any band to play at your funeral.
If you could have an unlimited supply of one thing for the rest of your life, what would you pick?
Which superpower would you give to your arch enemy?
What is the most obscure superpower you would want?
What emoji best describes how you are feeling right now?
If you could live in any country, which country would you pick?
Would you rather live in a city or a town?
What is your favorite holiday?
What is something you accomplished as part of a team?
What is your standard office lunch?
What is your most used phone app?
What is your favorite season?
Have you ever won something as a team?
Imagine you are a professional baseball player. What is your introduction song?
Beach holiday or ski trip?
Have you ever been to a funny comedy show?
Would you rather live at the North Pole or the South Pole?
What is your favorite song to sing?
If you could live in any state, which state would you pick?
Imagine you could teleport anywhere. Where would you go right now?
What is the most unusual job you have heard of?
What was the last thing you ate?
You can visit any fictional time or place. Which would you pick?
What do your family and friends think you do all day?
What movie do you wish you could watch again for the first time?
Show us your most-used emoji.
What was the most unique style or fashion trend you ever embraced?
What movie defined your generation?
You are stranded on a remote desert island. Are you alone or with your worst enemy?
What is your favorite knock-knock joke?
Have you ever told someone Santa is not real?
Do you know how to speak more than one language?
On a scale of 1 – 10, how much of a team player are you?
What is your #1 recommendation in this city?
What is your favorite holiday?
What bucket list item do you most want to check off in the next six months?
What is your favorite mythical creature?
What was the first way you made money?
If you could be great at any Olympic sport, which would it be?
Which song could you listen to over and over again?
When did you start liking/hating mushrooms?
Where is your favorite vacation spot?
Do you take your PTO all at one time, or another way?
Which show do you remember most from your childhood?
Which beverage goes best with pizza?
Would you want to have a personal assistant follow you around everywhere and do what you asked of them?
Have you ever met your idol?
What did you want to be when you grew up?
Would you rather live 100 years in the past or 100 years in the future?
What is your hobby?
When you are alone in the car, what volume is the music at?
Imagine you no longer have to work. How would you spend a Tuesday?
What is your favorite type of sandwich?

Can you remember the last time you accessed your company's IT department's intranet and found exactly what you needed without any hassle? Or the last time you genuinely felt connected to your colleagues while using the intranet? If the answer is a hesitant "No" or an "I don’t remember", you're not alone.

For many years, intranets have been viewed as the digital representation of a dusty filing cabinet— a cluttered, confusing, and mostly disregarded corner of the digital workspace. This perception stems from the rigid, top-down, and function-focused intranet systems of the past that often fell short of delivering a rewarding and engaging user experience.

But that is the old era. In the age of digital transformation, intranets have evolved into interactive, intuitive, and highly integral platforms that serve as the digital heartbeat of an organization. Modern intranets are not just repositories of documents and policies; they are digital hubs that foster collaboration, engage employees cultivate culture, and facilitate seamless internal communication throughout. The focus has shifted from mere functionality to user experience, reshaping intranets into an all-in-one employee-centric platform.

Let's explore some of the key benefits of a modern intranet and understand why an employee experience-focused approach is imperative.

More Than Just Document Access

The concept of an intranet, once merely a private, internal network used for a company's basic communication needs, has evolved dramatically. The modern intranet now provides more than just document access and static intranet pages. With the emergence of new technologies and a change in work dynamics, the intranet has become a hub of collaboration, engagement, and knowledge management in the digital workplace. Today through knowledge sharing intranets, employees connect, interact, and even create pages within the system, reflecting their contributions and the company's culture.

One of the defining modern intranet features is the capacity to integrate seamlessly with other tools. Intranet software providers have started recognizing the critical importance of ensuring their systems dovetail effectively with the digital workplace ecosystem. Whether it's integration with Google Workspace, allowing for efficient document management and file sharing, or a custom integration with your preferred task management tools or project management software, the right intranet software can substantially boost productivity. It's about ensuring the different parts of the digital workplace - the task management tools, the project management tools, the productivity tools - all speak the same language, share relevant information, and work towards the same objectives.

The Mobile Experience

Modern intranets now prioritize mobile access, recognizing that more work than ever is being done outside the traditional office environment. For remote and hybrid teams, it is crucial to stay connected, access the resources they need, and stay updated, regardless of their physical location. Intranet software providers, therefore, prioritize creating software that caters to these needs.

The best intranet software providers have gone a step further by offering a branded mobile app. This ensures that employees have easy access to all the information they need, irrespective of their location, thereby keeping the entire workforce – in-office, remote, or hybrid - connected and engaged. A branded mobile employee app can help maintain the company culture, drive engagement, and ensure that everyone is on the same page, regardless of where they are physically located.

Employee Experience at the Core

Employee experience is at the heart of modern intranets. The best intranet software focuses on creating an intuitive user interface that is easy to navigate, provides secure network access, and cultivates a platform where employees feel engaged and valued. By centering on the employee experience, intranets can significantly enhance internal employee communication, boost workplace productivity, employee satisfaction and foster a culture of openness and collaboration.

An engaging intranet platform can help organizations keep their workforce informed, connect teams, and create a sense of community for new employees and old timers alike. It offers a space for employees to share their ideas, collaborate on projects, and contribute to the organization's goals. This engagement not only drives productivity but also fosters a sense of belonging among employees, which is a vital factor in maintaining a happy and efficient workforce.

Uniting Your Digital Workplace

In our digital age, companies use a multitude of tools to manage their operations. Consequently, modern intranets must offer custom integrations that ensure these tools work together effectively. Whether it's a straightforward integration with Google Drive for document access or more advanced custom integrations with other business tools, the best intranet solutions should seamlessly fit into your digital workplace. By fostering a unified digital workplace culture, companies can ensure smooth workflows, eliminate redundancies, and promote efficiency.

Boosted Employee Engagement

One of the primary benefits of a modern intranet system is its potential to boost and increase employee productivity and engagement. The dynamics of today's digital workplace have significantly transformed, with an increased focus on empowering employees and recognizing their contributions. Intranets can provide a structured platform for employees to express their ideas, showcase their talents, and actively participate in projects and discussions.

Modern intranets take it a step further by integrating features reminiscent of social media platforms. These include the ability to like, share, and comment on posts or even create personal profiles. This social intranet aspect not only fosters communication and interaction among employees but also enables them to feel part of a community, thus enhancing employee engagement and their sense of belonging to the organization. It can also contribute to increased job satisfaction, improved retention rates, and overall higher employee morale. All of these elements work hand in hand to create an engaged, productive workforce.

Enhanced Information Sharing and Knowledge Management

Knowledge management and effective information sharing are critical for an organization's success. A modern intranet serves as the heart of knowledge management within an organization, acting as a central repository for all vital company information. With an intranet platform, you can consolidate everything from HR policies and procedure manuals to project updates and team calendars in one place.

The introduction of robust search functionality has significantly improved the information retrieval process. Employees no longer have to sift through a plethora of intranet pages to find a single document. Instead, they can use keywords to quickly locate the information they need. This ease of access to information promotes transparency, reduces confusion, and helps maintain consistency across the organization.

Additionally, these platforms also support collaborative knowledge creation and employee recognition. Features such as discussion forums, Q&A sections, and wiki pages allow employees to share their expertise, ask questions, and learn from each other. This continuous exchange of knowledge fosters an environment of learning and innovation.

Promotion of Company Culture

An intranet can be a powerful tool for promoting and strengthening company culture. It can serve as a digital reflection of a company's ethos, showcasing its values, mission, and vision. Intranets can host a variety of content that supports the company culture, such as articles highlighting the company's community service initiatives, posts celebrating employee achievements, and forums discussing company-wide events.

The social and collaborative features of modern intranets also play a key role in fostering a sense of community and belonging among employees. Through personalized profiles, social feeds, and interactive forums, employees can connect with their colleagues, participate in discussions, and share their experiences. This can help remote workers feel more connected and foster a sense of unity across teams and departments.

Increased Productivity

Increased productivity is a direct outcome of implementing a modern employee intranet and system. Modern intranets act as a unified platform where employees can access a wide range of productivity tools. From project management and task assignment tools to document management and file sharing systems, intranets bring all necessary tools into one centralized hub.

This consolidation of tools helps streamline workflows, as employees no longer need to switch between different platforms to complete their tasks. It also eliminates redundancies and reduces errors, as all information is stored in a single, accessible location. Furthermore, most modern company intranets now can integrate with popular productivity tools like Google Workspace and Microsoft SharePoint, ensuring that employees can continue to use the tools they are familiar with.

In conclusion, the modern intranet is a powerful tool in the digital era. It's more than just a company intranet – it's a sophisticated collaboration platform, connecting remote workers, engaging employees, and enhancing internal communications. It's about creating a vibrant, connected corporate intranet community that supports knowledge sharing, fosters collaboration, and drives productivity. If your organization still operates on an outdated intranet system, it may be time to consider upgrading to a modern intranet social collaboration solution that aligns with your business needs and enhances your employee experience.

Improved Communication Across Teams and Locations

In the era of remote and hybrid workforces, maintaining effective communication across teams and locations is more important than ever. Intranets provide various communication tools to address this need. Whether it's a company-wide announcement, a team-specific update, or a one-on-one chat, intranets offer the right tool for the job.

Intranets can also support synchronous and asynchronous communication, enabling employees to communicate in real time or leave messages for later response. Features such as discussion forums, comment sections, and direct messaging make it easy for employees to communicate and collaborate regardless of their physical location. This not only improves communication but also ensures everyone is on the same page, regardless of their geographical location or time zone.

Greater Flexibility and Scalability

As your business evolves, so do your intranet needs. The right intranet software can easily adapt to changes, offering the flexibility and scalability that modern businesses require. Whether you need to add new users, create new intranet pages, or integrate new tools, a good intranet software can accommodate these changes without disrupting your operations.

Cloud-based intranet solutions offer additional advantages in terms of scalability and flexibility. They allow for seamless upgrades, ensuring your intranet system stays current with the latest features and security updates. They also offer the ability to scale your intranet up or down based on your current needs, ensuring you only pay for what you use. Moreover, they provide access from anywhere and on any device, enabling your employees to stay connected, whether they are in the office or working remotely.

Conclusion

A modern intranet is more than just a network for sharing documents; it's a dynamic, integrated platform that enhances employee engagement, encourages collaboration, and boosts productivity. By implementing a modern intranet solution, businesses can create a vibrant, inclusive, and efficient digital workplace that meets the demands of today's work environment. If your organization is still operating on an outdated intranet system, it may be time to consider an upgrade to reap the numerous benefits of the modern intranet.

Browse our Free Employee Recognition Guide

Get the foundational knowledge on creating an employee recognition program that boosts employee engagement and helps them feel valued.

Explore Guide
Employee recognition guide

Frequently Asked Questions

Is Assembly SOC 2 compliant?

Yes, at Assembly, security is a top priority. Each quarter, we have ongoing security work that is everyone’s responsibility. While we maintain a strong security posture, it was important for us to prove to our customers that we do everything we claim to do. This led us to pursue a SOC 2 Type II report that would provide evidence of our compliance with industry gold-standard security practice.

What's the ROI for employee recognition?

There is study after study showing that employee recognition leads to increased engagement. This in return creates an environment where employees are happier and more motivated which increase productivity and reduces voluntary turnover significantly. In order to filled critical roles, companies tend to spend nearly twice the value of an annual salary. Assembly is an investment in your employees that supports your bottom line.

Does Assembly offer longer-term contracts?

Yes, we will offer contracts for companies with longer-term agreements to help larger customers have more certainty around future costs.

The minimum agreement term is a 12-month subscription.

Does Assembly offer onboarding support?

We do and for FREE! Any new customer needing further support to get started with Assembly to ensure you're set up for success can request custom onboarding support. Improving your employee experience is about much more than just using our amazing software; it’s about transforming your business to create a workplace that people love. That’s much easier to do with the personal support and advice from our passionate people experts.

Is there a free version of Assembly?

Yes. We offer a completely free plan for up to 50 team members. This plan is intended for teams or organizations that are looking to get started with an employee engagement tool. Keep in mind, this plan is limited in features.

All customers can open an Assembly account for free and get started without a credit card. Then you can change plans as necessary.

How much do rewards cost?

At the time of redemption (when your employees exchange their points for a paid reward) you'll pay face value. If a reward is a $10 Amazon gift card, your cost will be $10. All paid rewards are billed for on a monthly basis.

The good news is that you don't have to pay for rewards upfront because we only charge you when points are redeemed, not when they're earned.

Does Assembly offer discounts?

We offer discounts or educational or charitable organizations. In order to secure a discount, you'll first need to book a demo with a customer support specialist.

For all other organizations, we are willing to consider longer-term agreements in exchange for discounts. To set up annual plans or longer, you will need to book a demo with a customer support specialist.

How do I cancel my plan if needed?

If you're on a month to month plan, you can go here and cancel anytime. If you're having concerns or need help setting up your account for success, you can always book a demo with a customer support specialist.

If you're on a longer-term custom plan, you'll need to reach out to your customer support specialist to cancel your account or email us at support@joinassembly.com.

What customizations are available?

Great question! You can customize your core values to match your organization's to boost and track alignment. You can change your currency from the 🏆 emoji (our default) to any emoji of your choice. You can swap our logo for your own. You can also set up company culture rewards such as, "Lunch with the CEO," "Buy a book on us," and so much more!

Who can give or receive recognition?

While we recommend a peer to peer set up where anyone in your organization can give or receive recognition, you can set up Assembly however you want. If you need to limit the people who can give or receive recognition, that's perfectly fine and can be done from your Admin, here.

What integrations are available?

Assembly connects to the tools your employees use every day to offer an easy, seamless experience with minimal change management.  

Assembly has integrations with HCM/HRIS systems like ADP, Google, Office 365, and Slack. We also integrate with communication tools like Slack and Teams so you and your employees can access Assembly wherever they work now.

What's your average adoption rate?

That depends on the company's permissions set up. That said, over 90% of the employees on Assembly's platform are recognized on a monthly basis. That means nearly every employee across all of our customers are receiving regular recognition from their peers, managers, or leadership. We're extremely proud of this.

Must rewards be set up to use Assembly?

They are not required. You can use Assembly without having rewards set up. However, we don't recommend it if you intend to have a high adoption and usage rate. You can always keep the costs down by offering internal culture rewards that are fulfilled by you internally.

Are points required to use Assembly?

No, you can remove allowances from anyone or everyone. It's up to you but we do recommend using points whether they're worth a real dollar value or not. Companies that use points have a much higher engagement rate even if those points don't exchange for real dollars.

Could find the answer you are looking for?

Please schedule time with an expert and we will help you to get all your questions answered