Intranets serve as the main hub for communication and teamwork in the digital workplace. However, even a good intranet can become outdated over time. If your company launched its intranet years ago and hasn’t updated it to meet modern needs, you likely face daily frustrations.
Studies show nearly 60% of organizations are dissatisfied with their current intranet. Also, almost half of employees find their intranet difficult to use. These pain points don’t just annoy users, they also hinder productivity and morale.
So, how do you know when your existing intranet is past its prime and it’s time to consider an intranet migration to a modern platform?
A telltale sign of an aging employee intranet is poor user experience. Common issues include slow page loading, broken links, and an old interface.
If it takes too long to find information or the design looks outdated, frustrated users find workarounds outside the system. A modern intranet should be intuitive and fast; without that usability, employees simply won’t use it.
Over years of use, intranets often become dumping grounds for documents, leading to clutter and content sprawl. When search results are irrelevant or nothing can be found, employees waste time.
An effective intranet needs a robust search engine and a clear navigation structure — areas where many older platforms struggle.
Today’s workforce expects to access company information on the go. If your intranet isn’t mobile-friendly or requires a VPN for remote access, it’s outdated.
Legacy intranets that only work on certain browsers or inside the office network create friction. A modern solution offers responsive design and cloud accessibility so everyone can stay connected from anywhere.
Older intranets often operate in a silo, not integrating with the newer tools your team relies on. This forces employees to switch between platforms and duplicate work.
An intranet needs to work well with other systems to be a true central hub for your digital workplace. If it doesn't, it won't function effectively. Additionally, many outdated intranets lack social features that drive engagement in modern platforms.
How can you tell if these pain points are serious enough to warrant an intranet migration? If the intranet no longer supports your business’s current needs or strategy, it’s time to re-evaluate.
Perhaps your company has evolved — more employees, new digital tools, different workflows — but the intranet stayed the same. If new hires find the intranet confusing and teams prefer other tools to share information, that’s a red flag.
Listen to employee feedback. Frequent complaints about slowness, search failures, or outdated content indicate a serious problem. You also need to consider the intranet lifespan.
If your intranet software is no longer supported by the vendor or poses security risks, you should plan an upgrade before a major failure occurs.
Another clear sign is when departments start circumventing the intranet. If teams create their own file-sharing sites or group chats because the official intranet isn’t useful, the current system is no longer effective.
Once you acknowledge your intranet is no longer fit for the business, it’s time to plan a solution. A temporary redesign might buy time, but often migrating to a modern platform is the best long-term fix. Moving to a new system can feel daunting, but with proper planning it will deliver significant benefits.
Start by building a solid business case. Document the pain points and risks of the current system. Then, explain how a modern intranet can improve access to information, communication, and employee engagement. This helps secure buy-in from leadership.
Next, conduct a comprehensive assessment of your intranet content. Determine what to move, archive or refresh. Starting your new intranet with clean, relevant content makes it far more effective from day one.
The good news is you don’t have to do it alone.
We’ve put together a comprehensive Intranet Migration Guide that walks you through planning a successful migration step by step, highlighting common pitfalls to avoid. Don’t let an outdated intranet hold you back! You can revitalize your digital workplace with a modern intranet by recognizing the signs and taking action.
Ready to turn frustration into a fresh start? Download our free Intranet Migration Guide eBook for practical planning advice. If you’re looking for expert support tailored to your situation, contact our team for a consultation. We can help you jumpstart your intranet transformation today!
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