Less news, more collaboration: the modern role of intranet

“Is intranet dead?”
That’s a question I hear more and more from organizations that seem to have lost faith in the medium. Once the backbone of internal communication, intranet now feels overshadowed by tools like MS Teams, ticketing systems, and mobile news apps.
But the truth is — intranet isn’t dead. It has evolved. From a news hub to a collaboration space. From a static portal to an integral part of the digital workplace. So the real question isn’t whether you still need an intranet, but what role it should play in your internal channel mix.
In this article, I’ll explore how intranet has transformed, what functions still matter, and how to keep it alive, relevant, and useful for your employees.

TL;DR In short
Intranet has changed — and that’s a good thing.
It has evolved from a corporate news portal into a collaboration platform. Many classic intranet functions (like news, teamwork, and service requests) have shifted to tools such as Teams, Viva Engage, and service ticket systems. Successful organizations now define a clear role for intranet within their channel strategy. A modern intranet focuses on top tasks, strong search, engaging content, and seamless integration with other systems.

From News Site to Collaboration Platform

In the 8th edition of my book Internal Communication (2023), I describe four generations of intranets:

• The news site (since 1996)
• The employee portal (since 2000)
• The social intranet (since 2010)
• The collaboration platform (since 2020)

Each generation serves different goals — so not all intranets are created equal. Depending on your organization’s needs, you may be operating at one generation or already blending multiple.
And user behavior tells the same story: employees mostly visit intranet for top tasks — the essential, high-traffic items that make work easier. A major study among nearly 50,000 users revealed what those top tasks often are.

What People Actually Use Intranet For

About Me

Employees want quick access to HR essentials: vacation days, expense claims, or training opportunities. The “portal” function — a fast route to the systems they use every day — remains vital.

Finding and Connecting with Colleagues

The classic “who’s who” directory is still going strong — but now people want to search by expertise, not just name.

Collaboration Tools

Once you’ve found the right colleague, you want to collaborate easily. Linking to shared drives or project spaces (like Teams or SharePoint) is key — especially in hybrid workplaces.

Organization News

Corporate news comes lower on the list than many leaders expect. While executives often hope intranet is their flagship news channel, employees mainly visit it to understand context — strategy, direction, key figures, and performance.

Professional Content

Instructional or thought-leadership content — blogs, vlogs, podcasts — adds value when it connects to people’s daily work. Other frequently visited areas include: phone directories, travel booking, onboarding, and policy discussions.

New Channels, New Dynamics

Many of these traditional intranet functions have shifted to other platforms:

MS Teams

No longer just for online meetings, Teams now supports knowledge sharing and project collaboration — often replacing intranet for day-to-day work.

Public Website

Some organizations now publish key updates directly on their external site — adopting a “inside = outside” approach that saves time and eliminates overlap between internal and external news.

News Apps

Dedicated internal news apps keep colleagues informed in real time, especially field or frontline workers.

Social Platforms Instead of News

Networks like Viva Engage are replacing traditional editorial intranets. Instead of a newsroom, every employee can share updates, tag topics, and reach the audiences that matter. Companies like Heijmans use this approach to great effect.

Ticketing Systems

Departments such as IT, HR, and Facilities increasingly rely on tools like ServiceNow or TOPdesk to manage internal service requests.
And that’s not even counting AI assistants like Copilot, which are beginning to generate content and guide employees to the right answers.

So, Is Intranet Dead? Not Quite — But It’s Changing Fast
Intranet isn’t dead — it’s transforming.
To stay relevant, you must define its role within your organization’s broader communication and collaboration ecosystem. Here are a few key considerations for keeping your intranet alive and thriving:

1. Define a Channel Strategy
If your organization uses multiple systems, be clear about when and why employees should use intranet versus other tools. Develop a communication canvas that includes a shared vision — one that goes beyond just the role of intranet.
2. Choose a “Front Door”
Traditionally, intranet was the main entry point to all digital tools. Now, MS Teams can also play that role. Decide which “door” fits your structure — or whether multiple doors make sense.
3. Build a Shared Newsroom with Local Flavor
A modern content strategy combines consistent core messages with local adaptation. Tools like headless CMS systems (e.g., Contentstack or Sitecore) let you manage content centrally while tailoring it for each channel — intranet, website, or social media.
4. Link from Newsletters
If your organization uses internal newsletters, link back to deeper stories or resources on the intranet to drive traffic and engagement.
5. Involve Leadership
Leaders are key ambassadors. Make sure they understand and model intranet use — and that they’re aligned with your communication principles. Train them to use intranet tools effectively.
6. Understand User Needs
Before redesigning, research what employees really want. Map their workflows, develop personas, and involve them early in the process.
7. Prioritize Functionality
Design matters, but usability matters more. If employees can’t find what they need quickly, they’ll stop using the platform. Keep navigation logical and intuitive.
8. Keep Content Fresh
Regular updates, useful resources, and a lively homepage are essential. Make it the place where people want to come back.
9. Encourage Interaction
If your intranet includes a social layer, stimulate discussion with forums, blogs, and project spaces. Conversation is what keeps an intranet alive.
10. Go Mobile
Your intranet must work seamlessly on smartphones. Flexibility is no longer optional — it’s expected.
11. Keep Improving
An intranet is never “finished.” Measure usage, ask for feedback, and refine continuously.

Reality Check

When head offices dream big, they often talk about “integration,” “knowledge sharing,” and “creating one community.” But most employees just want one thing: to get their work done efficiently. Keep that in mind — simplicity and relevance always win.

Final Thought
The traditional intranet may no longer be the shining center of internal communication it once was, but it’s far from obsolete. It’s evolving into something richer, more interactive, and deeply connected to how we actually work.
So no — intranet isn’t dead. It’s just growing up.

Huib Koeleman