Have you ever launched something you were sure would transform your team's workflow - only to watch it flop? I have. A year ago, we rolled out what we thought was the ultimate intranet. It had all the bells and whistles: document sharing, announcements, chat features. We were convinced it would become the backbone of our team’s communication. Instead, it became a graveyard. People stuck to email, random Slack threads, and even Post-it notes. It was frustrating, but it taught us a valuable lesson: building an intranet isn’t enough - getting people to use it is the real challenge.

Here’s what we realized: most intranets fail because they’re designed with the wrong priorities. They focus on features instead of usability, bury important content under clunky menus, and fail to keep up with what employees actually need. Sound familiar? The good news is, it doesn’t have to stay that way.

In this article, I’m breaking down the main reasons intranets fail and, more importantly, how to fix them. Whether you’re trying to revive a neglected platform or starting from scratch, I’ll share practical steps we’ve used at Pebb to turn our intranet into a tool people actually want to use. Let’s dive in.

Reasons Employees Don't Use Your Intranet

Poor Design and Hard-to-Use Interfaces

Let me paint you a picture: you’re in a rush to find an important document, but the intranet feels like a maze with no exit signs. Sound familiar? That’s what happens when an intranet is bogged down by clunky interfaces, chaotic navigation, and a lack of mobile-friendly design. Employees - whether they’re at their desks or working remotely - end up frustrated, wasting time trying to locate what they need.

Here’s the thing: if menus are disorganized or buried under layer after layer, even simple tasks become a headache. Add in low contrast, tiny fonts, and unclear layouts, and you’ve got a recipe for missed updates and irritated users. And don’t even get me started on content that doesn’t align with what employees actually need. If the design doesn’t work for them, they won’t work with it.

Old or Useless Content

Now, let’s talk about content - or rather, the lack of relevant and updated content. Nothing kills trust faster than logging into your intranet and seeing announcements from six months ago or policies that no longer apply. It makes employees wonder, “If this is outdated, can I even rely on this platform?”

But it’s not just about old content. Even if you’ve got fresh updates, they’re worthless if no one can find them. Poor search features, bad tagging, and hidden categories can bury valuable information so deep it might as well not exist. When employees feel disconnected from the content they need, they naturally stop engaging.

To turn things around, you’ve got to tackle both the design and the content head-on. It’s not just about making the intranet look good - it’s about making it a place employees actually trust and want to use.

How to Fix Your Intranet and Get People to Use It

Let me tell you, fixing an intranet isn’t about throwing money at the problem or starting over from scratch. It’s about making smart, focused changes that turn your intranet into a tool people want to use. Think of it as transforming a digital ghost town into a buzzing hub where employees actually enjoy spending their time.

Make It Easy to Use and Mobile-Friendly

Here’s the thing - your employees are already navigating apps like Instagram or DoorDash without a second thought. If your intranet feels clunky or harder to use than those, you’ve already lost their interest.

Start by ensuring your intranet is mobile-friendly. Many of your team members aren’t sitting at desks all day - they’re on shop floors, visiting clients, or out in the field. If they can’t easily access the intranet on their phones, they’re not going to bother. Make sure the design is optimized for touchscreens, with buttons large enough to tap, text that’s easy to read, and pages that load quickly.

Next, invest in a powerful search function. Did you know the average employee spends 1.8 hours a day just searching for information? That’s like losing an entire workday each week! A smart search engine with filters can make finding what they need as easy as a quick Google search.

And don’t underestimate the power of intuitive navigation. Clear labels, logical groupings, and breadcrumbs can make all the difference. If your team struggles to locate something as basic as the company directory, it’s time to rethink your layout. A clean, user-friendly interface paired with streamlined communication tools can save everyone time and frustration.

Combine All Communication Tools in One Place

Let’s talk about tool fatigue - it’s real, and it’s draining your team’s productivity. When employees have to juggle between email, chat apps, and other tools, they often default to email just to keep things simple. That’s why we built Pebb to bring everything together in one place.

Imagine this: work chat, news updates, a people directory, voice and video calls, and group discussions - all in one platform. No more bouncing between apps or losing information in the shuffle. When everything lives in one space, it’s easier for your team to stay organized and engaged.

This kind of consolidation creates a single source of truth, where nothing gets lost in the cracks. And when employees know exactly where to find what they need, they’re far more likely to actually use the intranet.

Keep Content Current and Useful

Here’s a stat that might sting: 57% of employees don’t see the point of their company’s intranet. That’s not because intranets are inherently bad - it’s because the content often doesn’t align with what employees actually need.

To fix this, assign content owners to keep sections updated regularly. A quarterly content audit can help you clean house - remove outdated policies, update contact info, and add fresh, relevant resources. A simple content calendar can also keep things on track, ensuring you’re regularly sharing updates about company news, policy changes, or helpful tools.

But don’t stop there. Invite employees to contribute their own content, like success stories or troubleshooting guides. This not only keeps things fresh but also makes the intranet feel more authentic and relatable.

And don’t forget to use analytics. Track which pages get the most views or what topics people are searching for. These insights can help you continuously refine your intranet to better serve your team.

Add Social Features That Encourage Participation

Think about why social media is so addictive - it’s interactive. Your intranet can tap into that same magic by adding social features. Comments, reactions, and group discussions can turn a static platform into a lively space for collaboration.

Recognition features are another great way to boost engagement. Give employees a way to celebrate each other’s wins, whether it’s a shout-out for closing a deal or solving a tough problem. These little moments of positivity can do wonders for building a stronger workplace culture.

Connect with Your Existing Business Systems

Nobody likes doing the same task twice. If your employees have to update information in multiple systems, it’s only a matter of time before mistakes creep in - or worse, they stop updating altogether. That’s where smart integration comes in.

Link your intranet with HR and payroll systems to eliminate duplicate data entry. And implement single sign-on (SSO) so employees can access everything with one set of credentials. These small changes can significantly reduce friction and make adoption a no-brainer.

At the end of the day, your intranet should feel like a natural extension of the tools your team already uses. When it works seamlessly, employees are more engaged - and engaged employees drive real results. In fact, companies with engaged teams see 89% higher customer satisfaction and a 50% boost in customer loyalty. That’s the kind of impact a well-designed intranet can have.

Proven Ways to Get Employees to Adopt Your Intranet

Let me tell you, building a sleek, feature-packed intranet is just the first step. Getting your team to actually use it? That’s where the real challenge begins. You can have the most advanced platform in the world, but if your employees aren’t on board, it’s like owning a Ferrari and never taking it out of the garage. So, how do you turn your team into enthusiastic intranet users? Here’s what’s worked for us.

Provide Training and Support from Day One

Here’s the thing: assuming everyone will instantly “get” your intranet is a recipe for frustration. What feels second nature to some might feel completely foreign to others, especially if they’re used to more old-school methods.

We’ve found that starting with a thorough onboarding process is key. And no, I’m not talking about a quick “here’s your login” email. Instead, we provide short, on-demand training videos that walk through the platform’s core features. These videos are quick, accessible, and respect everyone’s time while giving them the tools they need to succeed.

Another game-changer? Department champions. These are the go-to people who can offer ongoing support when questions inevitably pop up. We also create simple, easy-to-follow quick-reference guides - something employees can keep on their desks or even save on their phones. With these resources in place, everyone feels more confident diving into the intranet.

But training alone isn’t enough. You need leadership to set the tone.

Get Managers to Use It First

If managers aren’t using the intranet, why would anyone else? That’s why we make it a priority to get leadership on board first. Managers need to actively use the platform for team updates, communication, and even small tasks - this sends a clear message that the intranet is important.

Here’s what we do: train managers first. We walk them through the platform, show them how it can simplify their work, and help them get comfortable with the features. Once they’re using it consistently, employees naturally follow suit. It’s all about leading by example.

When employees see their managers actively engaged on the platform, it creates a ripple effect. It’s no longer just “another tool” - it becomes an integral part of how the team operates.

Use Data to Track and Improve Usage

Data doesn’t lie, and it’s one of the best tools for improving adoption. We track metrics like daily active users, time spent on the platform, and interaction levels. These numbers tell us whether people are just logging in or actually engaging with the content.

For instance, page analytics can reveal a lot. If employees are searching for information that doesn’t exist or spending way too long trying to find something, that’s a red flag. It tells us we need to reorganize content or add missing resources. And when we make those changes, we see a direct impact on user satisfaction.

We also use this data to fine-tune our approach. If remote workers aren’t utilizing mobile-friendly features, we promote those more heavily. If new hires seem to struggle, we revisit the onboarding process. These small adjustments make a big difference.

Share Success Stories

Nothing motivates like real-life success stories. When employees see how their peers are benefiting from the intranet, it suddenly feels more relevant - and achievable.

We make it a point to highlight specific examples. For instance, our sales team recently used group discussions to share strategies that directly boosted their numbers. Meanwhile, our HR department streamlined their workflows, cutting down on tedious admin tasks. These stories show employees how the intranet can make their own work easier and more impactful.

One of my favorite tactics is spotlighting power users. We feature team members who’ve mastered the platform, letting them share their favorite features or tips. Peer testimonials carry so much more weight than a company memo because they’re relatable and authentic.

We also make sharing these stories a regular habit. Whether it’s a monthly newsletter, a dedicated intranet section, or a quick shoutout during team meetings, these success stories keep the momentum going. Over time, they help weave the intranet into the fabric of our workplace culture.

Adopting a new intranet isn’t always easy, but with the right strategies, it’s absolutely doable. From training and leadership buy-in to data-driven tweaks and peer success stories, every step builds toward a platform that your team not only uses - but loves.

Why Pebb Works Better Than Other Solutions

When we set out to create Pebb, we had one clear goal: to solve the headaches so many organizations face with their intranets. We wanted to build something that truly works for modern teams - whether they’re in the office, on the go, or somewhere in between. Let me walk you through why Pebb stands out.

A Complete Solution That’s Free for Most Companies

Here’s a game-changer: Pebb is completely free for organizations with up to 1,000 employees. That’s not a gimmick, a trial version, or a watered-down product. It’s the full package - work chat, news feeds, video calls, and everything else your team needs to stay connected. Compare that to platforms like Slack or Teams, which start charging you from day one, or tools like Staffbase and Workvivo, which tack on per-user fees. With Pebb, you get all the essentials without spending a dime.

For larger companies or those with specific needs (like advanced analytics or enterprise SSO), our premium plan is just $4 per user per month. That’s half the cost of competitors who charge $8–15 per user. Think about it: why pay thousands of dollars every month for multiple tools when Pebb gives you everything in one place? No more bouncing between Slack for chat, another app for video calls, and yet another for company updates. It’s all right here, and for most businesses, it costs absolutely nothing.

Built for Every Employee, Everywhere

Cost isn’t the only reason Pebb makes sense. We designed it to work for everyone - not just office workers. With its mobile-first design, Pebb ensures that whether someone is on a construction site, a retail floor, or working from home, they’ll have the same smooth experience. It’s simple, intuitive, and doesn’t require a manual to figure out.

And here’s the proof: we’ve seen companies achieve adoption rates as high as 95%. Warehouse workers can check updates during their break, and marketing teams can collaborate on campaigns without missing a beat. That kind of accessibility is something platforms like Firstup or Simpplr often struggle to deliver consistently.

Seamless Integration and Actionable Insights

One of the biggest challenges with new tools is getting them to play nicely with the ones you already use. That’s why Pebb integrates easily with systems like Microsoft 365, SharePoint, and other common business tools. No need to start from scratch - Pebb fits right into your existing ecosystem.

But we didn’t stop there. Our built-in analytics dashboards give you real, actionable insights. Want to know how many people are actively using the platform? Or which features are driving the most engagement? Pebb’s analytics make it easy to track these metrics and identify areas where your team might need extra support. It’s not just about numbers; it’s about data you can actually use to make your intranet better.

Let me share a quick example: a Fortune 500 manufacturer used Pebb to centralize their knowledge sharing. The results? They cut project completion times by 40% and saved $2.5 million annually. And they’re not alone - companies using modern, unified platforms like Pebb typically see 25% cost savings in internal communications and faster project turnarounds.

How to Track Success and Keep Improving

Launching your intranet is like planting a seed - it’s just the beginning. The real magic happens when you nurture it, track its growth, and make continuous tweaks to help it thrive. At Pebb, we’ve seen firsthand how organizations that consistently measure and fine-tune their intranet performance end up reaping the biggest rewards. Let me walk you through how we do it.

Keep an Eye on Usage and Engagement

Numbers don’t lie, and tracking the right metrics can give you a clear picture of how your intranet is performing. Start with these:

• Active users: It’s not just about how many people log in - it’s about how often. Are certain teams or departments logging in daily, or are there groups that barely touch it? These patterns can reveal where you might need to step in with extra training or updates.

• Content engagement: Which articles, posts, or resources are employees actually clicking on? If certain content types consistently grab attention, you’ve struck gold - double down on what’s working.

• Feature usage: Whether it’s chat, document sharing, or mobile versus desktop access, knowing which features are popular (and which are ignored) helps you prioritize improvements.

These insights can guide your next steps, ensuring you’re not just throwing darts in the dark but making data-backed decisions.

Let Employees Be Your Compass

Metrics tell you what’s happening, but feedback gives you the why. And trust me, the "why" is where the real insights live. Here’s how we gather it:

• Quarterly surveys: Keep it short - just 5 to 7 questions. Ask things like, “What’s the biggest hurdle to using the intranet daily?” or “Which feature do you wish worked better?” These questions cut straight to the heart of user experience.

• Pulse surveys: A quick, one-question survey like, “Did you find what you were looking for today?” can reveal a lot. Bonus: Add a comment box for those who want to elaborate.

• Focus groups: Sit down (virtually or in person) with different employee groups - frontline workers, office staff, remote teams - and dig into their unique needs. These conversations often uncover pain points that metrics alone can’t.

And here’s a pro tip: build feedback channels directly into the intranet. Whether it’s a “Report an Issue” button or a “Suggest an Improvement” form, making it easy for employees to share their thoughts shows you’re listening - and that goes a long way in building trust and boosting engagement.

Connect the Dots to Business Goals

At the end of the day, your intranet isn’t just about clicks and logins. It’s about how it moves the needle for your business. Here’s what to measure:

• Time savings: Are employees finding what they need faster? Whether it’s HR policies, training materials, or contact info, quicker access equals more productivity.

• Communication effectiveness: Notice any improvements in how quickly employees respond to announcements? Or how many people engage with company updates? That’s a sign your intranet is doing its job.

• Knowledge retention: Are employees revisiting training materials or reference documents? If yes, your intranet is helping them build and retain knowledge.

• Employee satisfaction: Better communication and easier access to resources often lead to happier employees. And happier employees? They stick around longer and perform better.

• Cost savings: If your intranet is replacing multiple tools, cutting down on printed materials, or reducing the need for in-person meetings, you’re saving money - and that’s always a win.

The key here is to set a baseline before you make changes. Then, track your progress over time. Even small improvements add up, and they’ll give you the proof you need to justify future investments in your intranet.

Conclusion: Make Your Intranet a Go-To Resource, Not a Forgotten Tab

Let’s face it - your intranet has the potential to be so much more than a neglected corner of your digital workspace. It can be the heartbeat of your organization’s communication and collaboration. What separates an intranet that thrives from one that fades into obscurity boils down to three key ideas: prioritizing your people, keeping content relevant and up-to-date, and ensuring leadership actively champions its use.

When you center your intranet strategy around these principles, the results speak for themselves. By designing it to align with employees' daily workflows, simplifying access to information, and fostering genuine connections, you create something people want to use. It’s not about pushing another tool onto your team - it’s about offering them something that genuinely improves their workday, treating them with the same care and attention as you would your customers.

Organizations that get this right experience real benefits. Decisions get made faster, teams collaborate more effectively, and employees feel a stronger connection to both the company’s mission and their colleagues. Remote workers feel less isolated, frontline staff stay informed, and managers spend less time hunting for information and more time leading.

At Pebb, we’ve built our platform around one simple belief: communication should be straightforward and affordable. Our tools are designed to deliver powerful results without breaking the bank, making it possible for every organization to access the resources they need to succeed.

Here’s the thing - revamping your intranet doesn’t have to be overwhelming. Start small but smart. Clean up outdated content, make navigation effortless, and encourage managers to set the example by using it daily. From there, keep evolving. Pay attention to what your employees actually need and adapt accordingly. By focusing on these essentials, you’ll turn your intranet into a tool that supports and enhances every aspect of your team’s workday.

When companies get this right, they create something truly meaningful: a digital workspace where employees are excited to connect, collaborate, and contribute. And the best part? It’s not just a win for the business - it’s a win for every person who logs in, whether they’re working from home, on the factory floor, or in the executive suite. That’s the kind of workplace we should all strive to build.

FAQs

How can I keep my intranet engaging and valuable for employees over time?

To keep your intranet buzzing and genuinely useful, it’s important to keep it fresh and relevant. That means updating it regularly with content that speaks to your team’s needs and matches your company’s goals. And let’s not forget the basics - make it personalized and easy to navigate. Think mobile-friendly design, interactive tools, and a layout that feels intuitive.

Here’s where it gets fun: get your employees involved. Ask for feedback, run quick surveys, and even let them pitch in on creating content. Recognizing team wins, sharing updates on company projects, and sparking collaboration with tools like Pebb can transform your intranet into more than just a resource - it becomes a space people actually enjoy using.

With Pebb’s all-in-one communication platform, keeping your intranet vibrant is a breeze. Whether your team’s on the frontlines or in the office, Pebb’s got you covered - and at just $4 per user on the premium plan, it’s a no-brainer.

How can I get managers and leaders to actively use and champion the intranet?

To get managers and leaders on board with your intranet, their involvement needs to be both visible and impactful. Encourage them to share updates, jump into discussions, and celebrate team wins directly on the platform. This kind of active participation sends a strong signal to everyone else about the platform's importance.

Here’s another tip: offer tailored training sessions to help them feel more comfortable and confident using the intranet. When they see how it can genuinely add value to their work, they’re more likely to embrace it. You can also involve them in decisions about features or content. Giving them a say creates a sense of ownership, and when leaders feel invested, their enthusiasm often trickles down to the rest of the team. It’s a simple but effective way to drive adoption across the organization.

How does Pebb make it easier to integrate with our existing business systems?

Pebb takes the hassle out of integrating with your current business systems by making data sharing and real-time communication effortless. That means no more tedious manual data entry, fewer mistakes, and workflows that flow like they’re supposed to - saving you both time and headaches.

What sets Pebb apart? It’s a one-stop shop. Instead of juggling multiple platforms, you get everything you need - work chat, news feeds, groups, video calls - all in one place. This unified setup makes it easy for employees to find the information they need, collaborate seamlessly, and stay connected no matter where they are. The result? Smoother operations, happier teams, and a noticeable boost in productivity.

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