How to Implement a Successful Social Intranet: Best Practices for HR and IT

In the current fast-paced workplace where remote work and hybrid workplaces are taking effect, the social intranet discourse is very crucial to the operations of a company. A social intranet is more than just a communication tool; it enhances internal communication and interaction within an organization by providing a single-access tool that links all the people in that organization regardless of geographical limitations.

When creating a social intranet, it is equally important to understand the industry statistics and trends. For example, in a survey conducted by Omnia, it was found that 85% of the organizations were gearing towards improving the mobile capabilities of their intranets by 2024. This is in response to the increasing demand for onsite and mobile access of the remotely working employees. In addition, another survey by Simpplr indicates that 60% of organizations are prioritizing  AI-driven search functionalities to improve the user experience.

Creating a social network in a company is not easy and requires a lot of consideration and planning, especially from HR and IT departments. For human resources teams, a social intranet will effectively make the recruitment process easier, help introduce policies of the company, and help develop a learning culture within the organization. For the IT department, it is an opportunity to provide a secure, flexible, and easy-to-use application in the workplace that fits the various needs of the modern worker.

In this blog, we will help you with the best practices for creating and implementing a successful social intranet, with insights from surveys and industry trends. Stay with us to know more!!

What is a Social Intranet?

A social intranet is much more than an internal website through which employees can access the news and developments of a given organization. It is a sophisticated platform that incorporates social networking functions similar to popular social media sites. These functions stimulate interaction, enhance teamwork, and create a social atmosphere among the staff members. The function of the intranet has changed from being an information storage facility to being a major factor in the levels of engagement and productivity of the staff members.

If you want to know more about social intranet, I would recommend reading “How a social intranet can revolutionize internal communication”.

How the Intranet Evolved to Become an Essential Tool

The very first intranets were used to share documents with members of an organization. By the year 1996 however, the technology had led to the introduction of intranet solutions for employees’ communication and collaboration.

The next logical move in the development of the internet followed that from the desktop browser to the internet versions. From that point onwards, it became quite a lot easier to set up and administer an intranet. A company only required internet connectivity to set up an intranet. Before, one would have to first install the programs on every client’s workstation as well as maintain their databases on their servers.

By the beginning of the 21st century, it was possible to use Web 2.0 and social media sites when navigating intranets. The following features were made available:

• Activity feeds
• Blogs
• Interactive content
• User profiles
• Videos

In creating intranet 2.0, developers had to combine a cloud-based service with the social aspects of intranets. In more recent contexts, a more comprehensive approach is taken towards intranets.

SasS (Software as a Service) is incorporated into the intranet system. And from here, the digital workspace that today’s employees are used to, come into being.

Best Practices for Implementing a Social Intranet

By employing intranet best practices, employees can locate and use resources effectively, increasing the overall productivity of the virtual workplace. Adopting these standards can enhance the way information is shared, how teams coordinate their efforts, and how satisfied employees are.

The following best practice intranet examples illustrate the impact of an intranet both on people and on the organization itself. Stay with us to learn more:

Assemble a Cross-Functional Team

For your social intranet to be successful, the very first thing that you need to do is to get the right team together. This team should include the important people of HR, IT, internal communications, and key departmental stakeholders. Cross-functional team means every aspect of the organization has been taken care of by the intranet. Such cooperation between the departments is necessary for the development of a platform that is cost-effective, technically good as well as user-friendly.

Set Clear Objectives and Align with Business Goals

Before we get started with the technical setups, it is important to set the goals of your social intranet. What is the target? Is it that you would like to improve internal communication in your organization, improve employee engagement, or improve workflows within the organization? Such objectives must also tie into the organization’s core business objectives. When objectives are clear, it makes the design and implementation of the intranet easier and helps keep the intranet on point and useful.

For example, Auzmor’s platform integrates with multiple tools, making workflow management easier and increasing productivity. Therefore, by setting the objectives of your intranet in consideration of what Auzmor has to offer, you build up a holistic approach towards employee engagement and development.

The intranet Should Be the Preferred Communication Method.

The intranet should be an avenue for both the company’s formal internal communications and informal social ones. You should advocate for the use of some of its functions more widely, for example, group chats for posing questions and raising issues. Convene meetings with team members through instant messaging or video conferencing on the intranet itself.

Make Employees a Part of the Process

Consulting users is one of the best practices of intranet design. Why so? Because they will be the target audience once the platform is in operation. Designing an intranet must come with insight into the employees’ job operations, what their information requirements are, and what application they use the most and least.

Each organization is unique, so each intranet does not have to be identical as well. Just like in the best practice intranet format, there is still a need to figure out the best combination of software that will suit the company and its employees. Therefore, there is always an option of launching more recent software into the intranet as the employees feel the requirement to use such software or when they deem it necessary. The company intranet is never envisaged to be a static one but rather a dynamic one as the needs of the employees change.

Prioritize User Experience (UX)

However, at the basic level, user experience should be taken into consideration for an efficient social intranet. The platform has to be simple, navigable, and intuitive for the employees. If targeted users are not happy with the UI designed for their operations, the intranet will not achieve the effectiveness it was intended for as the adoption rates will be low. For improvement of UX, it may be important to carry out user testing during the designing stage of UX and include employees’ feedback to implement necessary changes.

Auzmor has appropriate solutions that are easy to use and can be adapted to the use of any social intranet by the company. It provides a one-stop shop where all major information and tools needed by the employees are accessed, making it a breeze to achieve high engagement and productivity rates.

Incorporate Social Features to Drive Engagement

Social intranets, as a rule, come with some social network-type features. They include activity feeds and comment areas, as well as the ability to create content that is quite similar to social media. These make the intranet more fascinating to look at and get users to interact with it regularly. To reinforce this, the Social intranet must serve the same purpose dependent on networking frameworks to promote more involvement and cooperation among the company’s employees.

Take the Auzmor Office for instance; it is made to enhance interactivity and cooperation. You can make your platform that employees will want to use daily by adding almost the same social features on your intranet.

Ensure Mobile Accessibility

With remote working tendencies and flexibility becoming a necessity, mobile access to intranet resources has to be put into context. An intranet that is optimized for mobile usage enables employee accessibility and interaction in matters that are crucial at any point and time. This is essential for the mobile workforce and individuals who do not use a computer on a day-to-day basis, especially front-line employees. 

Integrate with Existing Tools and Systems 

Seamless user collaboration on the use of the social intranet is possible through integration with other existing tools and systems. Your social intranet should work with collaboration software and other applications that your employees already integrate into their daily lives such as Microsoft Teams and Slack. This goes a long way in eliminating the switching of platforms and at the same time, guaranteeing the intranet as the nerve center for all internal activities and communication. 

At Auzmor Office, everyone can have a single place with all the tools they need to get work done. Therefore, effective collaboration and work resource accessibility for the employees are easy and as a result, productivity is improved.

Use AI’s Potential for Personalization and Improved Search

Artificial intelligence (AI) is one technology that can add great value to your social intranet by enhancing performance such as content recommendations and search capabilities. Employees can benefit from improved AI-powered search capabilities that process natural language queries and enhance finding what each is looking for. At the same time, some of the personalization functions work to improve the relevance of the intranet, making it more appealing to the user.

Encourage Learning and Development

Your social intranet should also contribute to constant training and learning. You can augment the learning of employees by making training materials, webinars, and even online courses available. The purpose of the intranet comes out more strongly by providing such programs and knowledge-sharing activities.

Auzmor Learn is a superb case of how to encourage ongoing learning among administrators through an intranet. Auzmor Learn comes with many learning solutions for workers, enabling them to learn more and stay active.

Regularly Update and Govern Content

Content management is an important factor in the success of a social intranet. Static or irrelevant content leads to a lack of connection and irritation in workers. Content governance with regular audits and revisions guarantees that the relevance and significance of information are continually in check. Content management systems with features such as AI-based auto-governance help in controlling content by auto-flagging or archiving obsolete content.

You can have your say on Auzmor’s powerful content management features that keep your intranet updated such that there is no information deficit for employees. You can also keep the intranet updated with fresh content and relevant materials through content revisions and this will ensure continued use of the intranet.

Gather Feedback and Iterate Continuously

Last but not least, there’s a need to seek information on how users would wish enhancements to be made. Employee surveys and analytics on the intranet indicate the ineffectiveness of certain areas and employees’ attitudes towards the intranet. Also, collect this data to make changes to the presentation and presentation of the elements on the site, which would become more relevant for the business.

Conclusion

Social intranet implementation should be treated as a process whereby both the technical aspect and the human aspect of your organization are taken into consideration. By opting for these best HR and IT practices, you will establish a platform that ensures that all operations run smoothly as well as enhance a closely-knit workforce. As the dynamics of the workplace continue to change, a social intranet remains a requisite component of the digital workplace and so should the strategies we deploy to provide connectivity or collaboration.

If you would like to actively participate in improving your company’s internal communication and the engagement of its employees, Auzmor provides you with services that allow the establishment of a social intranet of your choice. From Auzmor Learn which aims at enhancing employee learning, to Auzmor Office which enhances teamwork and enhances internal communications and team collaboration – we will assist you throughout the intranet development process.

Change begins with you. and, to connect, interact and collaborate with you, reach us today. Let Auzmor be your partner in building the future of work.

FAQs

Q: What is a social intranet and what differentiates it from the traditional intranet?

A: Social intranet is a contemporary and dynamic type of intranet that aims for cooperation, interaction, and active participation in an organization which is a far cry from the traditional and outdated intranet which is more of a static information depot.

Q: How can a social intranet improve employee engagement and communication?

A: The social intranet has facilities such as forums, chat, and activity streams which facilitate a two-way communication of ideas, queries, and information around the organization, promoting internal communications and engagement.

Q: What are the must-have features of a social intranet?

A: Must-have features are an upfront and easy-to-navigate user interface, mobile support, means of collaboration (for example sharing documents and managing projects), connectivity to other systems, and adequate security measures.

Q: How should HR departments utilize a social intranet?

A: HR can leverage the social intranet to bring all the onboarding materials to one place, keep track of the employee files, organize various training and development activities, and reach out to the employees directly.

Q: What role does IT play in the implementation of a social intranet?

A:  IT is tasked with the job of choosing a proper platform, making it possible for the new platform to be fused with the existing frameworks, ensuring the upkeep of security standards and regulatory requirements, and offering technical assistance whenever required.

Q: What is the contribution of a social intranet in supporting remote and hybrid work systems?

A: A social intranet supports remote and hybrid -work systems by ensuring social co-presence, and real-time communication among colleagues, giving easy access to company resources, and enabling virtual teamwork that eliminates geographic barriers to employees and normalizes remote and hybrid work.

Q: In what ways does an organization know that its social intranet is working?

A: Some of the metrics that can be used to measure success include how spread out the users have adopted the social intranet, the levels of online participation in the system, the volume of input from the users, and the evaluation by the users in the surveys done after using the system.

Q: What are the recommended methods to ensure data security within a social intranet?

A: Recommended methods include restricting access through firewalls, adopting different encryption algorithms, carrying out scheduled reviews and scans for potential faults, and following the law.

Q: How can a social intranet be customized to meet the specific needs of an organization?

A: User customization can include tailoring UI, adding/removing functions, connecting to other applications, or making the platform fit with the company’s brand value.