Why It’s Time to Update Your Company Intranet Software - theEMPLOYEEapp

Why It’s Time to Update Your Company Intranet Software

Why It’s Time to Update Your Company Intranet Software

Last updated on August 26, 2023 at 09:59 pm

Your company intranet software can be a vital part of your channel mix. But are you still relying on an outdated intranet? Does that intranet still meet the needs of your diverse and modern workforce? What about your business objectives?

To make sure your intranet is still helping you, it might be time for an upgrade that will let you take advantage of the latest and greatest intranet functionality.

What is Company Intranet Software?

Modern businesses thrive on seamless internal communication, collaboration, and information sharing. At the heart of this interconnectedness is your company intranet software

In simple terms, a company intranet is a private network that acts as a central hub for internal communications, document storage, training, and business updates. Intranets are only accessible to employees and authorized personnel, making it a secure and efficient platform for enhancing workplace productivity.

But not all intranet software is created equal. Some intranets are expensive and hard to update. Many intranets aren’t made to be mobile-accessible. But more modern company intranets are. 

As the digital workplace evolves, having up-to-date and dynamic intranet software becomes essential for organizations aiming to stay competitive and adaptive in today’s ever-changing business landscape.

theEMPLOYEEapp intranet folder structure and explore screen

Company Intranet Software: The Good, The Bad, and The Ugly

Like any technology, each has its own advantages and drawbacks. Let’s delve into the good, the bad, and the ugly of company intranet software.

The Good

Modern intranet tools can revolutionize internal communication. Social intranets and mobile intranets, in particular, have emerged as powerful solutions that address the limitations of traditional intranets. 

  • Social intranets foster a more interactive and engaging environment, where employees can easily engage with content, share their thoughts in comments, and more easily become employee advocates.
  • Mobile intranets offer the flexibility of accessing company information and updates on-the-go. With the increasing prevalence of remote and distributed teams, mobile intranets cater to the modern workforce’s need for instant access to critical information, enabling employees to stay connected, informed, and productive, regardless of their physical location.


The Bad

Old-school intranets, while once cutting-edge, now struggle to keep pace with the rapidly evolving needs of the modern workplace. Often burdened with clunky interfaces and limited functionality, these older intranets fail to capture employees’ attention and engagement. Navigating through complex menus and searching for relevant information can become frustrating and time-consuming, hampering overall productivity. These traditional intranets often lack mobile responsiveness, preventing remote workers or deskles employees from easily accessing them.

The Ugly

In some cases, outdated intranets can become counterproductive, leading to disengagement and employee frustration. A poorly designed or underutilized intranet can accumulate outdated and irrelevant content, cluttering the digital workspace and making it challenging to find essential information. If employees do not see value in using the intranet, they may resort to alternative means of communication (learn more about Shadow IT).

person typing on their laptop keyboard with icons for security, email, intranet, and people overlaid on the image

Signs it’s Time for an Intranet Upgrade

So, how do you know if it’s time for you to upgrade your company intranet software? Luckily, there are a few red flags to watch for:

  • Low engagement. One of the most significant signs of an ineffective intranet is low engagement. If employees are not actively using the platform, it’s a clear sign that it’s not meeting their needs.
  • Extremely high cost. If you have a SharePoint site, you’re probably very familiar with the staggering costs—both for the licenses themselves and the development resources to update the dang thing. This makes it harder for the internal comms team to update the intranet and also takes up too much of your already limited budget. Modern intranets are much more affordable and understand the needs of the internal comms function.
  • Outdated interface. This impacts you and your end users. A clunky, slow, or outdated-looking intranet is a bad experience. If employees find it challenging to navigate through the intranet, locate information, or perform simple tasks, it can hinder their productivity.
  • Limited integration capabilities. An outdated intranet may lack the integration capabilities that you need to support your tech stack and allow you to make your intranet a central resource hub.
  • Security concerns. As cyber threats continue to evolve, data security should be a top concern. If you are at all concerned about your intranet’s security and compliance, it’s time to start shopping.

Shopping for New Company Intranet Software: What to Look For

When you start shopping for new company intranet software, look for partners that check all the right boxes. They need to be user-friendly, mobile accessible, easy to manage, and cost-effective as you continue to grow.

But more importantly, intranets need to support your company’s communication goals. Is the intranet you choose going to allow you to better engage your workforce and give you the tools you need to maintain active usage? Does the intranet integrate with the right technology and fit in with the rest of your internal comms channels?

By carefully evaluating intranet providers, you’ll be surprised how many modern intranet solutions there are and wonder why it took you so long to make the switch.



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