Intranets: What You Want, What You Don’t Know You Want, and How to Get Them

Intranets have been positioned as the central hub of an organisation—a place where teams collaborate, share information, and stay connected. But here’s the thing: most intranets fall short of their potential. They’re built with good intentions but often end up underutilised, leaving both employees and management feeling frustrated. So, why is it that the purpose of an intranet is rarely fully met?

One big reason is the reluctance to invest in it. Many organisations see the intranet as a "nice-to-have" instead of something critical to their day-to-day operations. It’s often viewed as a dead cost—a platform that once built, serves a minimal function, and doesn’t bring much value beyond basic document storage. But this perception is flawed. A thoughtfully planned and well-executed intranet can actually deliver a strong return on investment, especially when it’s designed with employee needs in mind. Instead of a static repository, a well-functioning intranet can streamline workflows, reduce administrative burden, and make collaboration seamless.

When businesses look at their intranet as a dynamic tool that evolves over time, they start to see real results. A well-planned intranet reduces friction in the workplace, making it easier for employees to find the information they need, collaborate with colleagues, and complete their tasks without unnecessary roadblocks. The key to this success lies in understanding what your staff truly want—and, just as importantly, what they don’t even realise they need.

If we look at what employees typically get out of the box with a platform like SharePoint, it’s usually the basics: document storage, team sites, and a few communication tools like news feeds or announcements. These are useful, but they’re often not enough to truly engage employees or improve productivity. Staff might find themselves struggling to navigate the platform, unable to quickly locate resources, or simply uninspired by a clunky, outdated design. The basics can serve a purpose, but they don’t excite or empower employees to make the most of the platform.

Now, when we shift to what employees really want from their intranet, the picture becomes clearer. They want something simple, intuitive, and relevant to their work. They want to be able to find what they need quickly, whether it’s a document, a contact, or a tool. They want content that’s personalised to their role, with easy access to the information that’s actually useful to them. Real-time collaboration is another big one—people want to work together seamlessly without jumping through hoops to share files or manage projects. And of course, self-service tools that let employees handle their own HR tasks or IT support requests make everyone’s life easier.

But here’s where it gets interesting. Employees often don’t even know the full extent of what their intranet can offer them. For example, many aren’t aware that advanced search features can drastically cut down the time spent hunting for a document or policy. Or that automated workflows can streamline approvals and reduce time-consuming admin work. Then there are interactive features like real-time polls or social recognition tools that can boost engagement and foster a sense of community within the organisation. Most employees don’t think about these things because they don’t know they’re possible.

This is where Powell Software comes into the picture. Powell helps close the gap between what employees expect and what the intranet can actually deliver. By enhancing SharePoint’s capabilities, Powell allows companies to create an intranet that isn’t just functional but also engaging and easy to use. With Powell, organisations can tailor the intranet to their needs, whether that means improving governance, making content more accessible, or driving employee engagement through personalised experiences. It’s about making the intranet a place people want to visit, not just something they have to use.

So how do you get it right? It starts with understanding what your employees need, both in terms of their day-to-day tasks and how they engage with the organisation as a whole. From there, it’s about implementing the right tools and features that make a real impact—things like advanced search, automated workflows, personalised dashboards, and self-service HR tools. These are the features that will actually improve productivity, reduce frustration, and give employees more time to focus on meaningful work instead of wasting time on workplace admin.

At the end of the day, the intranet doesn’t have to be that forgotten, underutilised tool. With careful planning and the right solutions in place, it can become a powerful asset that improves efficiency, enhances collaboration, and ultimately delivers real value to the business. Investing in an intranet isn’t just about ticking a box—it’s about creating a platform that helps your staff do their jobs better, with less hassle and more engagement. When done right, it’s one of the smartest investments you can make.