Creating intranets that inspire, engage and empower

A great intranet is much more than a corporate noticeboard, it’s a place to share news, events, connections and culture. A critical space where everyone is on the same page but is likely to be time-poor.

At Proteus one of our strengths is creating effective internal comms that make a positive difference to organisations. We thought we would share a few insights from the many years we’ve spent producing and managing intranets for our clients that could help you improve yours.

1. Understand your audience and their behaviour

Not everyone uses the intranet in the same way. Some log in daily, others only when they need to. Start with a colleague pulse survey, gain insight into how it’s currently being received and used, what colleagues are finding challenging and what else they’d like to take from it. You can also use analytics to understand usage patterns and needs. The more you know, the more targeted, informed and appreciated your content will be.

2. Cut the jargon

Be conversational, this isn’t your company website, it’s where you speak to your internal community. Use the right tone of voice and be consistent with language. Appreciate that colleagues at all levels and experience will be looking here, so make it work for everyone. AI writing assistants like Google Gemini and Grammarly can help refine tone and simplify messaging, turning dry updates into engaging posts without losing meaning.

3. Lead with visuals

Images, short videos and visual signposting all have more impact than text alone. Bring your content to life and connect with your audience using images and other rich media that adds value and is relatable. Visuals can help capture employee attention within the vital first few seconds. Employees are constantly bombarded with information, and you need to quickly convey the value of your intranet content to prevent them from scrolling away.

4. Use first-person voices

Use real-life scenarios or case studies, giving updates from “I” and “we,” not “the department/the business”. Real voices build trust and make content feel more personal and relevant – even if it’s about IT policy.

5. Create repeatable formats

Don’t reinvent the wheel every week. A clear and familiar structure with regular features / campaigns will help colleagues know what to expect and where to look. This will also help make content creation easier.

6. Create a conversation

Invite participation, an intranet shouldn’t be a bulletin board. Add polls, social feeds, ask for comments, run quick quizzes. If people can respond, they’re more likely to engage and feel listened to. Use this vital feedback to inform future posts, creating a content cycle that keeps on giving.

7. Surface stories, not just updates

It’s not just about what’s happening – it’s about why it matters. Share stories of impact, staff spotlights, project journeys. People connect with narrative more than announcements.

8. Keep it bitesize and effortless

Colleagues are both time and attention-poor, so keep it punchy – or if you do have to write more, pull out key points with bold headings, bullet points and summaries. AI summarisation tools are handy for condensing longer pieces into bite-sized reads. Encourage users to delve deeper when they do have time by providing clear signposting and a slick user journey.

9. Celebrate, celebrate, celebrate

Anniversaries, birthdays, milestones, project launches – shine a light on the small wins as well as the big ones. Recognition boosts morale and makes people more likely to check in regularly.

10 Get leadership involved – properly!

Not just top-down “messages from the CEO.” Ask leaders to comment on posts, share weekly reflections, or even reply to a poll. Visibility builds trust. Authenticity builds culture.

The bottom line

Intranet engagement doesn’t come from just pushing content. It comes from connection and creating a space that encourages community. Make your intranet a space that listens, celebrates and evolves – and just watch what happens.