Intranet Software
Intranet software is a private, internal communication and collaboration tool used by organizations to connect employees, share information, and streamline workflows.
Whether you're in HR, IT, or part of a growing team, company intranet software can centralize updates, improve engagement, and enhance productivity.
This glossary answers key questions to help you understand, evaluate, and implement the best intranet solution for your organization.
What is intranet software?
Intranet software is a digital platform that serves as a centralized internal network for employees within an organization. It provides a secure space where team members can access documents, news, tools, directories, and communication channels.
Unlike public websites, intranet systems are restricted to internal users and are often customized to reflect the company’s structure, branding, and workflow needs.
It is a modern solution to connect dispersed teams, improve collaboration, and simplify internal communication across departments.
Why do companies use intranet software?
Companies use intranet software to create a connected, informed, and productive workplace.
It helps unify teams and reduce operational friction across departments.
- Enhances internal communication with real-time updates and announcements
- Centralizes access to resources like documents, policies, and training material
- Encourages employee engagement with social features and feedback tools
- Reduces email overload and improves task visibility across teams
- Simplifies onboarding with easy access to organizational knowledge
- Ensures compliance through document version control and secure access
Who should use company intranet software?
Company intranet software is beneficial for businesses of all sizes. It’s particularly useful for HR teams, remote employees, department heads, and operations managers.
Employees use it to access daily tools and updates, HR teams use it to manage policies and communications, while leadership can use it to share strategic direction.
Small businesses benefit from the centralized structure it provides without needing a large IT setup.
When is the right time to implement employee intranet software?
The best time to implement employee intranet software is when internal communication becomes fragmented or inefficient. It’s also helpful during times of scaling, remote work expansion, or cultural change.
Adopting it early in your company’s growth can help prevent disorganized document sharing and inconsistent communication practices. When employee numbers grow, or hybrid models increase, an intranet becomes essential.
Where is intranet software hosted?
Modern intranet software can be hosted on-premise or in the cloud. Most companies now opt for cloud-based solutions due to ease of access, security updates, and scalability.
Cloud-based intranets are accessible from anywhere, making them ideal for remote teams. On-premise intranets offer more control but require IT infrastructure and maintenance.
How does HR intranet software help manage people operations?
HR intranet software helps streamline internal HR functions and improves employee experience.
It acts as a central hub for HR policies, forms, and communication.
- Provides easy access to employee handbooks, benefits info, and HR forms
- Offers self-service tools for leave requests, feedback, and performance reviews
- Facilitates internal hiring and employee announcements
- Promotes HR-led engagement programs like surveys and events
- Reduces manual tasks through automation and integrations with HR tools
- Ensures consistent communication around company policies and compliance
Employee pulse surveys:
These are short surveys that can be sent frequently to check what your employees think about an issue quickly. The survey comprises fewer questions (not more than 10) to get the information quickly. These can be administered at regular intervals (monthly/weekly/quarterly).
One-on-one meetings:
Having periodic, hour-long meetings for an informal chat with every team member is an excellent way to get a true sense of what’s happening with them. Since it is a safe and private conversation, it helps you get better details about an issue.
eNPS:
eNPS (employee Net Promoter score) is one of the simplest yet effective ways to assess your employee's opinion of your company. It includes one intriguing question that gauges loyalty. An example of eNPS questions include: How likely are you to recommend our company to others? Employees respond to the eNPS survey on a scale of 1-10, where 10 denotes they are ‘highly likely’ to recommend the company and 1 signifies they are ‘highly unlikely’ to recommend it.
Based on the responses, employees can be placed in three different categories:
- Promoters
Employees who have responded positively or agreed. - Detractors
Employees who have reacted negatively or disagreed. - Passives
Employees who have stayed neutral with their responses.
What are the different types of intranet software?
There are various types of intranet software depending on organizational needs, team sizes, and functionality.
- Communication-focused intranets: Emphasize news feeds, chats, and announcements
- Collaboration intranets: Provide project spaces, task tracking, and document co-editing
- HR intranet software: Designed to manage employee policies, engagement, and support
- Document management intranets: Centralize files with search and version control
- Social intranets: Focus on employee engagement through likes, comments, and gamification
- Custom-built intranets: Tailored solutions developed internally for unique workflows
What is the best intranet software for small businesses?
Small businesses need intranet tools that are simple, affordable, and easy to implement without heavy IT dependencies.
Top options include platforms like Empuls, Bitrix24, Zoho Connect, Happeo, and Simplrr, which offer user-friendly interfaces, mobile access, and essential features like document sharing, task management, and announcements. These tools often come with tiered pricing, making them accessible to growing teams.
Which is the best employee intranet software for engagement and productivity?
The best employee intranet software balances ease of use, collaboration tools, and customization.
Solutions like Microsoft SharePoint, Jostle, Blink, and Workvivo offer features such as personalized feeds, employee recognition, integrations with HR systems, and mobile apps—making them great for driving daily usage and engagement across hybrid teams.
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