Intranet Design Examples
Looking for some intranet design inspiration? Check out our example intranet pages below. From homepages through to directories, there are plenty of ideas to get you started.
The design of your intranet could well be the difference between success and failure.
An engaging, user-friendly design will see your employees eagerly logging on and taking full advantage of all the great features. A poor design, however, will leave staff frustrated and switching off. Even worse, it could see employees seeking alternative tech solutions.
So what does a well-designed intranet look like? What lessons can we learn from the most successful intranets?
Here are some best practice intranet examples together with a short commentary highlighting what makes them stand out.
Homepage Example One
This intranet homepage is a fantastic example of how it should be done.
The first thing that hits you is the happy, joyful image. Colorful and bright, the impact is immediate, and it draws you into the site in an engaging way. Rather than stock images, people especially enjoy seeing real people, so this photo ticks all the boxes.
The homepage also has a brief mission statement. It sets out what the site is all about so the user is clear what’s in store.
In this example, navigation links are highly visible, easily accessible, and are kept to a minimum. Only the critical high-level tabs are shown. It’s intuitive and easy to follow. The user instinctively knows they can click on the link for more detailed information.
The homepage sets the tone and expectations for the whole site. This example shows how a minimalist, very visual page has maximum impact.
Homepage Example Two
All the best-of-breed intranets have a simple, minimalist look that is easy on the eye. Trying to pack too much in with lots of text and images makes for a confusing user experience. And it’s harder for employees to work out what’s important and find what they need. For maximum effect, the golden rule is to keep it simple.
Visual appeal is essential. Engaging staff with vibrant images is a great way to entice them to explore the content further. The example below uses a well-chosen, high-res banner image that is a beautiful photo in itself and reflects what the company is all about. Photos work best when they are strongly related to the content they sit beside and, where possible, should show employees doing their work.
In the intranet example below, the organization has given the site a name: “The Hub.” This helps with developing an identity for the intranet and positions what the site is all about.
Clear navigation links drill down into key departments and areas of information, allowing staff to find what they need quickly. In this example, they have the latest company news clearly positioned below the main intranet banner. Other important announcements, links, and information naturally flow on, while the box layout style delineates the key information items.
Intranet Templates Example
Intranet templates make the design process a whole lot easier. If you are short on time or lack confidence in your technical ability, then intranet templates are the perfect solution.
Pre-built by the provider, intranet templates come loaded with coding, functionality, and a basic design. You can pick and choose from a variety of templates as appropriate to your organization’s needs. Highlighted in this example are just a few of the wide range of choices available.
Once you have selected a design template, it’s time to customize. You can use the in-built graphics and layout, or you can play around with the template and create a unique solution. Upload photos or images relevant to your business. And change the colors and font to reflect your corporate style.
Specially designed by experts with the non-expert in mind, intranet templates are easy to use. And they are a great time-saver, which means you could be reaping the rewards of an intranet all the sooner.
A staff directory connects employees right across your organization, including remote or non-desk workers. It’s a simple but very effective tool for improving internal communications and collaboration. And it promotes a friendlier, more people-focused company culture. It’s also a popular tool with recruits, and many companies have made it part of the onboarding process. New team members will be grateful they won’t have to remember every colleague’s name and job title from day one.
Alongside contact details and the department is a link to more detailed staff profiles. Employee profiles differ from company to company but often include areas of expertise and current projects. You can even adapt the template and introduce custom fields as appropriate.
The staff directory allows employees to see who is online. Workers can connect via live chat. Many businesses have found this supports faster decision-making and means staff can get things done more easily.
And it’s a vital lifeline for remote employees. They can connect with their colleagues on a formal, and perhaps more importantly, informal basis. As the trend towards remote working increases, you may find the team chat becomes the new water cooler.
User Profiles Example
User profile pages are an invaluable way of introducing employees to each other. This is good news for new starters, especially. And it’s a great way to match an employee up to a skillset or collaborative project.
Many companies make extensive use of employee profiles as a platform for promoting joint working and inter-team collaboration. Allocating staff to corporate working groups is a whole lot easier with a handy summary of employees’ knowledge and experience.
Managers also have more central oversight of the team’s collective skills with employee profiles. Leaders can identify gaps, plan knowledge sharing, talent scout, and prepare for succession planning.
Some intranet solutions like MyHub’s allow you to create and use custom fields within the profile pages. Employees can self-manage their profiles, updating and refreshing the information as required. Giving control to workers in this way helps boost employee engagement.
With all the great custom options available, implementing an intranet that’s perfect for your needs is guaranteed.
File Sharing Example
Storing files centrally within your intranet can solve several problems. How often have you been asked by a colleague, “Where is the project file for this customer?” For many employees navigating complicated folder structures is a pain. And from an organizational perspective, how much time is wasted searching for files and documents? The answer is probably too much.
Storing all company data and information on your intranet means staff know exactly where to go. There’s no need to search long email trails or jam-packed filing cabinets. And there are no security concerns like there have been with some cloud file-sharing options.
With a familiar file explorer interface, employees can quickly and easily share files and documents both internally and externally. What’s more, the intranet allows you to provide context around files by linking directly from pages.
Quite simply, intranets allow for a more efficient exchange of information and data across the organization.
Accordions / Expanding Text Examples
Using accordions or expanding text modules is a great vehicle for getting lots of information on a single page. Be careful, though. Some solutions load all the content in one go, and this can slow down page load times, frustrating your users.
A great example of how to do it is shown below. There are two columns with different sections for each product area. The information in each expanding text area doesn’t load until the user clicks the chosen product.
Accordions and expanding text are perfect for mobile-responsive intranets. On the smaller screen format, they work much better than mega menus.
The example below shows the home page from example two and how it responds to different device types and orientations. Nowadays, it’s essential to have a mobile-responsive intranet. Employees on the move and remote workers can still benefit from the improved processes and communications that your intranet brings. More and more employees are working flexibly, and a mobile-responsive intranet ensures they remain productive whatever their location.
It’s essential to carefully consider how content will translate to the smaller screens of smartphones and tablets. For example, the intranet’s typeface, font size, and color scheme may come across differently on a mobile device. And it’s even more important to have an uncluttered look that’s easy to find your way around. Employees shouldn’t have to work hard to read the text or locate information, so be careful in the choices you make. It’s always a good idea to pilot your intranet before going live. A practice run means you can check how well the content is working from a mobile perspective.
Forms / Workflow Example
We all know that paper-based or emailed forms can be a bit of a headache. Information can easily get lost, or errors can creep in so that the form ends up going backward and forwards.
This example shows how you can group forms in a single area on your intranet, providing easy online access. The example below is in IT; however, it could be HR forms or approvals – the choice is yours. Many companies have set up an onboarding section to make life easier for new starters. New staff are often required to complete several forms, and a central resource streamlines the onboarding process.
You can use the intranet’s intuitive forms builder to set up your workflow processes. Alternatively, you can use an embedded G Suite or Office 365 app. With simple drag and drop fields, it’s possible to create a fully customizable form and automate business processes. Forms are automatically routed to the relevant department for action. And managers have more oversight of where things are at and any potential bottlenecks.
Furthermore, online forms mean staff have 24/7 access. This is critical for remote workers and non-desk staff. And it’s a big tick for businesses looking to be greener and reduce their paper consumption.
From booking holidays, adding a new supplier on the system to ordering stationery, the intranet is faster and more efficient.
Embedding Google Docs or Microsoft Office 365 cloud files directly in your intranet provides a powerful solution to several business problems. Page permissions mean you can easily restrict access in conjunction with your existing cloud-solution permissions.
The example below shows an embedded Office 365 Excel spreadsheet. Not all of your users require access to edit the spreadsheet data directly. Embedding the spreadsheet within your intranet means the user has a live view of data entered without having to find the file. This also opens up a whole range of options. You can provide explanatory notes or training information on the page as well.
Say your business has a weekly sales spreadsheet. An intranet-embedded Excel or a Google Sheet allows multiple users to access and edit the data at any time simultaneously. Updates are made in real-time with the intranet automatically saving the information. And explanatory notes about how to complete the spreadsheet and why the information is required can be displayed alongside. Management can be confident the intranet has the latest sales data available.
And working on a corporate-wide strategy is a whole lot easier. For example, the annual report usually requires several authors and the input of many departments. An intranet-embedded Google or MS Office 365 doc means you can do away with emailed versions that are hard to track. A live version is readily available to relevant users. It’s a simpler and more effective way of getting things done.
Employee Engagement Form Example
Want to know what employees really think about your company? There’s only one way to find out – ask them.
Employee engagement surveys can help you identify areas of organizational improvement. And the intranet means you don’t have to employ expensive consultants to get started. Use the intranet’s intuitive forms builder to create your own employee engagement surveys.
It could be a snapshot survey to gauge opinion on a particular issue or initiative. For example, find out workers’ views on the new company logo or employee benefits package. Or it could be a detailed employee engagement survey that you carry out regularly.
Either way, there’s a lot at stake. Employee disengagement is a proven major cause of increased rates of absenteeism and low productivity. Intranet-delivered employee engagement surveys are a simple and effective way of reducing costs in this area. And the universal coverage of the intranet means staff are more willing and able to respond to engagement surveys.
Check out the example below for some ideas to get started. More detailed guidance on employee surveys is available on our blog.
Intranet Examples – Forum Example
Two heads are always better than one, and forums are a great place for employees to collaborate. Companies use intranet forums to brainstorm ideas, share insights, and support project work. Conversations are stored within your intranet and can be accessed from anywhere, even remotely, making forums an essential collaboration tool.
Use the intranet’s simple administration tools to restrict forum access to relevant personnel. Set up a system of subscriptions and notifications, so members never miss out on vital updates. Forum members are automatically notified about a new post without the need to directly login to the forum.
The intranet example forum below is particularly useful for companies with geographically spread workforces or large numbers of remote workers. It means staff can communicate and collaborate in real-time even if they are many thousands of miles apart.
In the post-pandemic digital workplace, intranet forums support faster decision-making and increased agility. Super-easy to set up and manage, intranet forums facilitate more effective joint working, especially among distributed teams.
Fast and highly responsive, the best intranets are using instant messaging to enhance internal communications. Many employees find it a more accessible way to reach out and connect with colleagues. And research tells us team chat can boost productivity, enhance customer service, and support easy resolution of queries.
Set up public or private chats on the intranet. Employees can connect with colleagues in a team or project setting as well individually. You can also set up topic-based conversations using # channels. And the @mentions feature ensures team members are notified immediately of any new posts on their favorite channels.
In the example below, you can easily see who is online and available to chat. You can upload documents, images, or videos for instant sharing. Conversations are automatically stored, and a powerful search makes it easy to locate that vital piece of information when you need to.
Fully integrated into your intranet and with seamless access to all features, team chat will add value to your internal communications.
SSO (Single Sign On) Example
The intranet will be the go-to platform for staff. It’s a central hub designed to make it easier for employees to access all they need to get the job done. And to make it even more effective, you can integrate it with other enterprise systems used by your business. SSO provides gateway entry, so employees only need to log on once to access all tools.
In the example below, workers can log in using their Google or Office 365 password. And you can also integrate other commonly used apps such as Salesforce and Dropbox.
Okta SSO simplifies the way users connect. Do away with multiple logins and the need for lots of open screens and apps running simultaneously. SSO is a great time-saver and makes for a smoother, more coherent user experience.
Custom CSS Example
If you want to get really creative with your intranet design, then you will love the custom CSS feature. You can easily change the font, colors, margins or layout of one or all of your pages.
Designed for advanced intranet administrators, the tool is super-easy to use. And it means administrators have complete control over the presentation of intranet content.
When it comes to customization, the sky’s the limit with CSS so let your creativity run wild.
Check out MyHub’s Resource section for more guidance on the custom CSS feature.
The intranet’s notifications tool is a very handy feature.
Staff use it to keep updated on their favorite #channels and tag their colleagues to alert them to important information. You can also check when colleagues have read the notification.
It’s simple and easy to use. And you can easily turn notifications on and off. So, if you need to concentrate on that vital task, you can do so without any distractions. Simply turn it back on when you are ready.
Site Map Example
When it comes to managing your intranet, a simple site map is an essential tool. It provides an overview of the entire site. Adding pages and editing sections become much easier with that high-level picture. You can also quickly identify any duplicate content and rationalize information across the entire site.
Regularly reviewing content to ensure it’s still relevant and up to date is another critical aspect of intranet management. And a site map also simplifies that task.
A common feature in best-of-breed intranets, site maps ensure content is well organized, and the information flows logically.
All the best intranets are not only easy to set up and use; they are also simple to manage. Here is an administration example taken from a MyHub Intranet site.
An easy-to-follow dropdown menu sets out the available tools. Say, for example, you want to change the color scheme in line with your new corporate image. All you need to do is select the appearance tab and click on the color you want from the palette. And it’s the same simple process to change any of the settings on your page.
You can also use the administration tool to add content or edit pages, upload graphics or videos, and add or delete users.
The intuitive software makes ongoing administration a straightforward task. Even non-technical staff will find intranet management easy.
Video is a powerful way to impart information or get corporate messages across. Engaging and low-cost, video is becoming even more important in the context of distributed teams. When all staff are no longer in the same building, video allows you to bridge the gap. Leaders can still be visible and accessible. While knowledge sharing, training, and onboarding can all be enhanced with video. For example, an explainer video outlining safety and health policy is far more engaging than a dull and weighty manual.
Uploading video content is easy with an intranet. Here’s an example of how you could use video in your intranet. From quick tips and how-to tutorials to CEO vlogs, the possibilities are endless. Why not even encourage user or team-generated video content as part of your employee engagement and collaboration strategy.
What’s Included In This Intranet Design Guide
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