A well-designed intranet can significantly increase employee engagement and team productivity. However, most companies struggle with low usage of their systems—employees avoid them due to poor UX, difficult navigation, or outdated content. With a well-thought-out UX strategy, you can transform your company's intranet into a digital communication hub that your team will use every day.
In this article:
- The importance of a good intranet user experience for business
- 1. Conduct an in-depth analysis of user needs
- 2. Design intuitive information architecture and navigation
- 3. Ensure the aesthetics and readability of the interface
- 4. Introduce personalization of employee experiences
- 5. Create a lively content platform that will attract employees
- 6. Provide a responsive and mobile user experience
- 7. Monitor and optimize intranet UX iteratively
- 8. Use proven tools and best design practices
- 9. Plan for the long-term development of your intranet platform
- 10. Choose a system that focuses on a good user experience
The importance of a good intranet user experience for business
An intranet is a strategic tool that can radically impact the functioning of an entire organization. An effectively designed system becomes an essential element of daily work, supporting internal communication and collaboration in a natural and intuitive way.
Direct impact on organizational performance
When employees can quickly find the information, documents, or procedures they need, their productivity and motivation naturally increase. Intuitive navigation and thoughtful information architecture eliminate the frustration of searching for resources, allowing the team to focus on achieving business goals rather than overcoming technological barriers.
The costs of poor UX in everyday work
A poorly designed intranet generates hidden costs that often go unnoticed by managers. Employee frustration with navigation difficulties leads to circumvention of the system, creation of alternative communication channels, and duplication of information. Teams waste valuable time overcoming technological barriers instead of focusing on achieving business goals.
The business value of a well-functioning intranet
An effective intranet becomes the focal point of organizational communication and supports the development of an organizational culture based on transparent information exchange.
A centralized intranet platform reduces the number of errors resulting from the use of outdated information, improves compliance with company procedures, and supports the development of an organizational culture based on transparent internal communication.
1. Conduct an in-depth analysis of user needs
The foundation of a successful intranet is a deep understanding of its users' needs. Unlike public websites, an intranet has a clearly defined target audience—your company's employees. This advantage allows you to create solutions tailored to specific user expectations and organizational processes.
Learn about the diversity of roles in the organization
Each department and position has different priority needs. Marketing may require quick access to branding materials, HR may need access to personnel documents, and field teams may need mobile access to key information. Instead of assuming what employees need, conduct direct interviews or surveys to identify the real challenges in their daily work.
Analyze the context and work preferences
Consider the different work styles within your organization. Some teams prefer visual dashboards with metrics, while others primarily need access to technical documentation. Office workers may expect advanced collaboration features, while mobile teams will focus on simplicity and speed.
Plan for regular review
User needs change as the company grows and processes evolve. Regularly checking whether the intranet still meets real user expectations is the key to the platform's long-term success. Set a schedule for periodic reviews and be ready to make adjustments in response to the organization's changing needs.
2. Design intuitive information architecture and navigation
A well-designed information architecture is the invisible foundation of any effective intranet. Employees should be able to find the information they need without having to think about where to look for it—the best navigation is intuitive from the first contact with the system.
Task-oriented navigation
In intranet UX design, it is crucial to organize content according to users' mental models rather than the company's organizational structure. Instead of creating sections such as "HR Department" or "IT Department," consider the actual needs of employees and group information according to the tasks they perform: "Vacations and absences," "Safety procedures," or "Work tools."
Apply the principle of shallow hierarchy – users should be able to reach the target information in a maximum of three clicks. In intuitive interface design, use familiar conventions and design patterns that do not require additional learning. Menu naming should be clear and universal; avoid internal jargon or abbreviations that are incomprehensible to new employees.
Search engine, filters, and categories
Even the most logical menu structure cannot replace a robust search engine. Make sure that the search functionality works not only on document titles, but also on their content. Implement an autocomplete feature that will suggest popular queries and reduce search time.
Enrich the content with a system of tags and categories that will allow you to filter search results according to various criteria. For example, an employee looking for information on safety procedures should be able to quickly limit the search results to their department or location. Remember about breadcrumbs—navigation that shows the user where they are currently located and how they can return to previous sections.
Effective navigation is one that the user does not notice – it simply works and helps them achieve their goal in the shortest possible time.
3. Ensure the aesthetics and readability of the interface
The foundation of good UX is readability and clarity. Ensure adequate contrast between text and background – the minimum is a ratio of 4.5:1 for standard text. Choose legible fonts and set the appropriate font size (minimum 14px for main content). White space between elements is not a waste of space, but a key element that allows the eye to rest and focus better on the content.
Maintain a consistent visual system – all buttons of the same type should look identical, headings should have a uniform visual hierarchy, and colors should play a consistent role (e.g., red always means warning, green means success). Avoid visual chaos – it is better to use fewer elements, but ones that are well thought out and consistently designed.
Harness the power of data visualization and graphics in internal communication
Replace long text reports with clear dashboards featuring key metrics. Charts and infographics make complex data easier to digest, but remember to use them in moderation—too many graphics can be distracting. Enrich each post with appropriately selected illustrations, but avoid generic photos that are unrelated to the content.
Ensure visual consistency with your company's branding
Use your company's color palette, typography, and graphic elements to visually integrate the intranet with your brand ecosystem. This consistency builds a sense that the intranet software is an integral part of the organization rather than an external tool imposed from above. Consistent branding also strengthens trust and the company's professional image among employees.
4. Introduce personalization of employee experiences
Each employee has different tasks, priorities, and ways of working. A manager needs quick access to team reports and dashboards, while a new employee will be looking for onboarding materials and basic procedures. An IT specialist will prioritize technical documentation, and a salesperson will prioritize current price lists and marketing materials. Personalizing the intranet allows each user to see what is most important to them right on the first screen.
Personalized dashboards tailored to roles in the organization
Design different views of the home page depending on the user's organizational role.
- A manager can see team KPIs, meeting calendars, and the latest reports.
- An HR employee will have quick access to HR systems, a list of vacation requests for approval, and current procedures.
- A salesperson will find their monthly goals, active leads, and the latest product materials on the dashboard.
Give users the ability to customize widgets on the home page—let them choose which information they want to see in the foreground and which can be hidden in subsections. This flexibility allows everyone to create their own optimal digital workspace.
In the Open Intranet system, you can customize the elements displayed on the home page.
Personalized notifications
An intelligent notification system is the basis for effective personalization. Instead of bombarding everyone with the same information, filter messages by department, location, or area of responsibility.
Give users the ability to manage their notification preferences themselves – let them choose what they want to be notified about, how (email, system notification, SMS), and how often. Also, introduce a "smart digest" option – weekly summaries of the most important information tailored to the user's profile.
5. Create a lively content platform that will attract employees
The main role of the intranet software is to provide and collect content, so its effectiveness depends primarily on the quality of the content published. If employees cannot find interesting or useful information on the platform, they will stop using it. Even a technologically perfect and visually attractive intranet without valuable content will eventually become a dead space that employees will avoid.
Regularity is the basis of employee engagement
Building a platform for publishing company content is only the first step. It is crucial to regularly provide fresh intranet content, which will make employees return to the system in search of new information. When articles are published sporadically and irregularly, users stop checking the intranet, and the platform gradually loses its significance.
Set a publication schedule and stick to it consistently. It is better to publish shorter content more often than long articles, once a month. Employees should know that when they log into the intranet platform, they will always find something new and valuable for their work.
Value and diversity of content
An effective content strategy combines usefulness with user engagement. Publish content that actually supports employees in their daily tasks – current procedures, practical guides, information about changes in the company, or team successes. Diversify formats: short messages, detailed instructions, video materials, or interactive guides
6. Provide a responsive and mobile user experience
Each device and situation requires a slightly different approach to presenting content. An employee at their desk may browse detailed documents and reports, while someone checking the intranet on their phone during a break is more likely to be looking for quick information or the latest announcements. A tablet is convenient for viewing presentations or photo galleries from company events.
When designing a mobile version of your existing intranet, consider your priorities. On a smaller screen, the most important information should be visible immediately, without the need to scroll or expand menus. Make sure that key features such as the search engine, latest announcements, and team contacts are easily accessible with a single click.
Menu in the mobile version of the Open Intranet tool.
Technical aspects of responsiveness
Ensure fast loading speeds on mobile devices – users on phones are less patient than those on computers. Optimize images, minimize unnecessary animations, and make sure all interactive elements are large enough to click comfortably with your finger.
Test the interface on different devices and screen sizes. What looks good on the latest iPhone may be unreadable on an older Android phone. Also, remember about landscape orientation – some users prefer this way of viewing content on tablets.
Offline mode and synchronization
Consider offline capabilities for key features. A field worker may need access to important procedures even without an internet connection. Also, plan for smart data synchronization – notifications or messages should be updated on all of the user's devices.
A mobile intranet is not a smaller version of a desktop website, but a well-designed tool tailored to the specifics of working on the go.
7. Monitor and optimize intranet UX iteratively
Monitoring website traffic and observing employee behavior provides key insights into how users actually use the intranet. With analytics tools such as Google Analytics or HotJar, you gain information about searched content, time spent on individual subpages, peak activity hours, and the devices your employees use.
Active analysis of this data allows you to understand user behavior and tailor changes to their actual needs. With this knowledge, you can emphasize the most needed features, but also react when others are not being used—perhaps employees are having trouble accessing certain sections.
Usability testing and feedback collection
Introduce simple mechanisms for collecting employee feedback: short surveys after completing processes, rating buttons next to articles, or the ability to quickly report problems. Regularly test usability with representatives of different employee groups, observing how they perform typical tasks and where they encounter difficulties.
Continuous improvement of the intranet user experience
Make gradual improvements based on the data you collect. It is better to make small, regular changes than radical redesigns that can confuse users. Test new solutions with a small group before rolling them out to the entire organization.
Remember that the needs of the organization evolve – regular monitoring is an investment in the long-term success of the intranet as a tool that supports employee productivity.
8. Use proven tools and best design practices
Take advantage of established standards and tools that have proven themselves in the design of effective corporate intranets.
Design patterns and UX conventions
Use conventions that are familiar to users:
- logo in the upper left corner as a link to the home page,
- hamburger menu on mobile devices,
- breadcrumbs for backward navigation.
These standards work because users are familiar with them and don't have to learn them from scratch. Also implement proven search patterns: autocomplete, result filtering, similar phrase suggestions. Use universal icons (magnifying glass for search, house for home page, bell for notifications) – they are instantly recognizable.
Design systems and component libraries
Create a consistent design system that includes colors, typography, and interface components. All buttons of the same type should look identical, forms should have a uniform structure, and error messages should be presented in the same way. This consistency builds trust and facilitates intranet navigation.
Prototyping and testing tools
Use tools such as Figma or Adobe XD to create interactive prototypes before implementation. This allows you to quickly test ideas with users and make adjustments without costly code rewrites.
Use analytics tools to A/B test different versions of your interface to determine which version better helps users achieve their goals.
Compliance with accessibility standards
Ensure color contrast complies with WCAG standards, descriptive alt-text for images, and a logical heading structure. These practices not only support users with different needs but also improve the overall usability of the system. Also, keep in mind the size of interactive elements—they should be large enough (minimum 44px) to be easily clicked or tapped on touch devices.
Documentation and style guide
Create clear design documentation for the intranet development team that describes design processes, accessibility standards, and methodologies for collecting user feedback.
Develop a detailed style guide that defines all visual elements—from colors and typography to interface components such as buttons, forms, and content cards. The style guide should be a practical guide showing how to specifically apply brand elements in the user interface, with examples of use and rules for combining different elements. This will ensure consistency in future expansions and greatly facilitate employee onboarding.
9. Plan for the long-term development of your intranet platform
An intranet is a living organism that must evolve with the company. A static "build it once and it will work for years" approach is a surefire way to create an outdated tool that will cease to serve its purpose.
Flexible technical architecture
Already at the planning stage, assume the possibility of future expansions. Choose technological solutions, such as Drupal, that will allow you to easily add new features without having to rebuild the entire system. Drupal's modular architecture will allow you to introduce changes gradually without disrupting users' daily work.
Plan integrations with tools that your company may need in the future – HR systems, CRM, project management tools, collaboration tools, or communication platforms. Open APIs and standard communication protocols are an investment in future flexibility.
Adapting the interface to evolving user needs
As your organization grows, so do work patterns and employee expectations for digital tools. Regularly analyze how users navigate the system, which features are most popular, and which have been forgotten. This data will show you the direction in which to develop the interface.
Be prepared for demographic changes in the team – new employees may have different preferences regarding how information is presented or how they interact with the system. Younger generations may expect more interactive, visual solutions, while older employees will prefer simplicity and clarity.
User experience development
Establish a process for regularly redesigning key user paths based on collected data and feedback. What works today may prove ineffective in a year. Plan regular usability tests and user sessions to reveal the need for interface changes.
Follow trends in UX design and gradually introduce proven solutions that can improve the employee experience. New interaction patterns, data presentation methods, and personalization techniques can significantly increase the value of the intranet platform.
Prepare for future work scenarios
Design the interface with different work models in mind—remote, hybrid, or mobile. Future changes in work organization may require different priorities in information presentation or feature availability. A flexible design will allow for quick adaptation to new conditions without the need for a complete system redesign.
10. Choose a system that focuses on a good user experience
Even the best-planned UX strategy will not deliver results if it is implemented on a platform that does not support modern design solutions. Choosing the right intranet system is a fundamental decision that affects all aspects of the user experience.
Open Intranet – UX in the spotlight
Open Intranet is a free intranet system based on the Drupal platform, designed with users and their everyday needs in mind. Unlike complex and overloaded corporate solutions, Open Intranet focuses on simplicity and the intuitiveness of the interface.
The system offers a clear, responsive design that automatically adapts to different devices, from desktops to smartphones. Employees can conveniently use the platform whether they are working at their desk or checking information on their phone during a break.
Flexibility of intranet design
Open Intranet can be customized to an organization's unique needs without losing its simplicity of use. The system allows for gradual expansion of functionality as the company grows while maintaining interface consistency and ease of navigation.
Thanks to Drupal's modular architecture, you can develop the platform in accordance with the principles of good UX – add elements gradually, test their usability, and make adjustments based on user feedback. New functionalities can be implemented without disrupting the habits and working methods already developed by the team. This means that the investment in employee training will not be wasted with subsequent updates or extensions – users can take advantage of new features while retaining their knowledge of the interface elements they have already learned.
Employee directory in Open Intranet.
Proven foundations for development
Open Intranet provides a solid foundation in the form of features such as:
- company news,
- employee directory,
- knowledge base,
- calendar and events,
- forms,
- AI-supported content,
- search engine and navigation,
- statistics and reports,
on which advanced user experiences can be built. Instead of starting from scratch, organizations can focus on adapting an already functioning system to their specific needs. If you are looking for a platform that allows you to do this, we can show you more of Open Intranet's capabilities during a free consultation.
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Updated article dated 07/08/2020
