In the digital workplace, intranet software is more than just a nice extra. It’s now mission-critical to businesses of all shapes and sizes. It’s where the entire workforce, including remote workers, go to get stuff done in a private, secure network. A company intranet system brings your people together to share information, communicate, and collaborate. Nowadays, most intranet software has an integrated content management system (CMS). This means employees can create, publish, share, and archive digital content.
The best thing about next-generation CMS intranets is that anyone can do it. It’s super-easy to use. You don’t need any coding knowledge or a team of IT consultants. This makes it a less time and resource-intensive process. And it supercharges employee engagement and contributes to a positive company culture.
Today’s post walks you through everything you need to know about an intranet content management system. We’ll discuss the benefits, how to set up a CMS intranet, and the 12 must-have features.
Ready to get started? Let’s explore the benefits an intranet CMS offers your organization.
What Are The Benefits Of A CMS Intranet?
An intranet content management system is the best platform to improve your organization’s information management and internal communications. Here are the headline benefits:
Upgrade Your Internal Communication
According to the Harvard Business Review, only 46 percent of employees say they have the context to do their jobs properly.
An intranet system ensures all your people are in the know. Under one virtual roof are the tools internal communicators need, from instant messaging, team or company news feeds to interactive blogs. Internal communication up, down, and across the organization is streamlined, targeted, and effective.
Foster And Improve Collaboration
Cross-team collaboration is critical to the success of every organization. And a CMS intranet has much to offer. It comes preloaded with essential collaboration tools like employee directories, activity walls, project spaces, shared calendars, and more.
Intranet software also provides a one-stop-shop for employees’ information needs. Company policies, SOPs, and knowledge are held in one central location.
With an intranet CMS, employees can share information quickly and efficiently. Automated workflows streamline approvals and business processes while internal communications are simplified.
Streamline Knowledge Sharing
Knowledge management is straightforward within your CMS intranet. You can use the software to create team or company-wide knowledge management systems. Capture, tag, organize, and share all your internal knowledge within one platform.
Even better, intranet CMS software comes with advanced search so intranet users can easily find what they need at just the right time.
12 Essential Features For The Best CMS Intranet
OK, so now you’re sold on the benefits of a corporate intranet, it’s time to identify the essential features. Here’s our pick of the ten must-haves for modern intranets:
1. Quick And Easy Installation
The number one priority is fast deployment. Nobody wants a CMS intranet that requires an army of IT specialists to get up and running.
MyHub’s company intranets can be set up in five simple steps. The whole process takes just a few hours rather than weeks.
Your solution should be simple to install for the average person. After all, you want to reap the rewards of a CMS intranet as soon as possible.
2. Easy Storage Of Files And Information
Worldwide, 80 percent of employees say they experience information overload. Intranet platforms help you manage digital content and reduce the burden. Files, information, and data are stored and shared from one central location.
Do away with multiple document management solutions for good. Your intranet CMS is the go-to resource for managing all your internal and external resources.
3. Simple Page Management
The best thing about a content management system is that it empowers users to create their own content. No great tech skills are needed with customizable, pre-built intranet templates. Employees create intranet pages using the drag-and-drop function. You can also set user permissions for each intranet page to restrict access to those who need it.
4. Intuitive User Interface
Your intranet site must be easy to use, with a clean, uncluttered user interface. The average employee should be able to navigate the site without extensive training. Make sure the intranet structure is logical. And give it lots of eye-catching visual appeal. Basic functions like search, knowledge management, and communication tools should be readily accessible.
5. Maximum Security
The cost of cybercrime to businesses is set to reach $10.5 trillion by 2025. Intranet security is a top priority. All your sensitive company data must be as safe and secure as possible. The best intranet software comes with all the latest security features like SSL, two-way encryption, and single sign-on.
6. Social Engagement Features
More and more employees are working remotely or in hybrid arrangements. Maintaining strong internal social networks is more important than ever when staff are no longer in the same building.
CMS intranets are about much more than just work. They also double up as employee experience platforms to connect workers regardless of location. Ensure your employee intranet has the social features staff know and love. Chat, shares, likes, emojis, @notifications, #channels, and employee recognition programs build social engagement and team spirit. It will also power up all-around employee engagement.
7. Advanced Search Functions
Advanced search is another CMS intranet must-have. Information should be searchable by tags, authors, dates, or subjects. Quick previews and search filtering options are also helpful.
The goal here is to get the right information to the right person at just the right time. A powerful search ensures your CMS intranet does just that.
8. Integration With Existing Technology
Nowadays, businesses use a ton of enterprise systems. It could be Google Workspace or Microsoft 365, and HR management systems or CRM platforms like Salesforce.
The best intranet CMS software integrates with other popular apps. With just a single sign-on, employees can access everything they need through the company’s intranet.
9. Mobile Access
There are over 310 million smartphone users in the US alone. These days, it’s impossible to imagine life without a mobile. And they’re even more of a lifeline for on-the-go and deskless workers.
Traditional intranets are accessed mainly from desktops or laptops. However, the modern intranet platform comes as a mobile app. However, make sure your CMS intranet has a dedicated app rather than a mobile-friendly version. It means employees can stay connected and productive anytime and anywhere.
10. Intranet Analytics
Your CMS intranet should collect and report on intranet usage. The data will help you finetune the intranet CMS so it continues to deliver what staff want and need.
Intranet reporting is also useful for your internal communications strategy. You can monitor clicks and reads to uncover preferred communication channels.
Furthermore, ensure your intranet CMS has a survey and feedback tool. User surveys are a great way to gather insights and feedback on the intranet’s performance and functionality. And employee surveys and pulse checks give your people an internal voice.
Every business is different, and you want a CMS intranet that you can tailor to your needs. Look for a solution that allows for customization. Ensure you can add your own corporate branding and tweak templates as needed.
12. Regular Updates And Customer Support
Your content management system will need to be regularly updated. New technologies and security threats come onstream all the time. Look for a provider that automatically upgrades the software to reflect the latest CMS intranet best practices.
Similarly, you want a provider that offers top-class help and support. When selecting your CMS intranet, consider the available training, onboarding, and technical advice.
How To Implement A CMS Intranet System?
All that’s left now is for you to go ahead with implementing your CMS intranet solution. And here’s how to do it in five simple steps:
- Needs analysis: Conduct a needs assessment to uncover your organization’s top-priority tools and features. Perhaps task management is a pain point in your company. Or maybe internal communication, collaboration, or project management need addressing. Some companies just want one platform for staff to access internal information. A needs analysis helps you identify the must-have tools for your CMS intranet.
- Intranet strategy: Next, develop a strategy that outlines your objectives, goals, budget, KPIs, and success measures.
- Select your intranet software: Use our list of essential features to help you identify a shortlist of intranet CMS providers. You want to ensure the platform can deliver on your aims and objectives. Remember, take advantage of free demos or trial offers so you get a good feel for the software.
- Setup and launch: Having made your selection, now it’s time to get down to work. Configure and customize the system, upload content, and create user accounts. Train employees on how to use the platform effectively. You’re finally ready to go live.
- Monitor performance: The work doesn’t stop on launch day. Monitor the CMS intranet’s performance against your KPIs and success measures. And remember to check in with users regularly to ensure the software continues to deliver.
Check out our comprehensive post How To Create An Intranet: A Step-By-Step Beginner’s Guide for more tips.
What Is The Best CMS Intranet?
We may be a bit biased, but MyHub’s beautifully designed and cost-effective platform is a strong contender.
Consistently rated highly on independent review sites, our CMS intranet is built by technical experts with the non-expert in mind.
MyHub’s intranet software ticks all the boxes on the list of ten essential features. Even better, our platform is competitively priced, ensuring you deliver on business needs and ROI.
Here are some quick-fire answers to all your frequently asked questions.
What Is An Intranet?
Intranets are like internal websites available only to current employees. Workers access company information, manage workflows, collaborate, and communicate within these secure private networks.
What Is A Content Management System?
A CMS is a software app that allows you to create, manage, and modify online content. You don’t need a college degree in IT. The average user can get to grips with the software without any expert tech know-how.
What Is Intranet Content Management?
An intranet CMS is a private network where employees interact, access resources, share knowledge, and collaborate. And because it’s also a content management system, workers can create, edit, post, and manage digital content without needing coding skills.
What Is The Difference Between The Internet And Intranet?
The Internet, or the World Wide Web, is a public network accessible to any user. By contrast, the intranet is a closed, secure network. Although hosted on a web server, the private intranet is accessible only to employees.