Despite many teams sharing the vision of a fully integrated digital workplace, we often see organisations experiencing misalignment caused by the terminology used to describe it. Different teams speak different languages, and the traditional view of an ‘intranet’ is a million miles from the type of digital experience being sought.
What do you think of when you hear the word ‘intranet’? Chances are it conjures up images of a basic, static website used as a one-way notice board for internal news. And while this description might fit the more ‘traditional’ intranets of days gone by, it couldn’t be further away from the type of platform needed to meet the needs of the modern workforce.
Today’s organisations need dynamic, all-in-one digital workplaces that use intuitive technology to provide a seamless and personalised experience. They need a central platform that integrates communication, collaboration and access to tools and services. A kind of Amazon-like experience, where employees can access everything they need in one hub.
It’s clear that the purpose, scope and functionality of what was once thought of as purely an ‘intranet’ has evolved exponentially in recent years. What was once a static, one-way news platform is now an all-encompassing digital workplace. So, what do organisations actually need in 2025, and what language can we use to avoid confusion and misalignment?
What is An Intranet? The Terminology Gap
We recently spoke with a senior IT leader about the technology they had introduced to their organisation. When we asked about the intranet, they said “Oh no, we didn’t build an intranet!”. They went on to explain that their team had built a dedicated web app for employees to access documents, resources, news and company tools. Which sounds awfully familiar, if you ask us.
What’s commonly known as an ‘intranet’ by internal communication (IC) teams is often referred to as a ‘web app’, ‘portal’, ‘enterprise platform’ or ‘document management system’ by IT teams, or an ‘engagement hub’ or ‘people platform’ by the HR function. So what’s the difference?
Absolutely nothing.
A terminology gap has opened up over the last number of years, and different words are being used to describe the same thing. The word ‘intranet’ might be more favoured by the IC function due to a heavier focus being placed on content, messaging and strategic alignment. Whereas colleagues in IT are naturally more focused on technology and infrastructure, and HR more attuned to the wider engagement strategy and people goals.
The challenge faced by organisations is that a misalignment in terminology often leads to confusion around the purpose of the platform, which can create silos and damage adoption.
Why the Language Matters
The good news is that all different functions are essentially working towards the same thing – a modern, effective digital workplace that elevates the employee experience and enables people to do their best work. 87% of CIOs say they are becoming more and more involved in leading digital transformation initiatives, and 88% say they are more focused on innovation than ever before. Thinking about priorities for 2025 and beyond, internal communicators say they have at least two shared KPIs with the IT function, and five shared KPIs with HR.
But when the language differs, this alignment is not always obvious.
Gallagher’s ‘State of the Sector 2025’ report highlighted that only around half of IC functions have a dedicated communications budget, while the other half need to apply for funding on an ad-hoc basis or work with other teams to secure investment. And with ‘a lack of budget and resources’ appearing year after year as a top barrier to success, IC leaders need to be able to clearly articulate the impact of their function’s work. Unfortunately, it’s not uncommon for intranet budget requests to be rejected by IT or HR decision-makers due to the perception of a ‘traditional intranet’ that we explored earlier. It’s often thought of as a static comms channel, rather than a central piece of workplace tech that addresses the needs of all functions across the business.
Aside from challenges securing budgets and approvals, this kind of misalignment also leads to inefficiencies resulting from duplicated efforts and disconnected systems. Ultimately, when IC, IT and HR speak different languages, alignment is lost and the employee experience is impacted.
Success is dependent upon effective cross-functional collaboration, shared goals and developing an understanding of each team’s priorities.
Moving Beyond a Traditional Intranet
Microsoft SharePoint is widely considered to be the world’s most commonly used intranet platform. But while its seamless integration with other applications is one of the biggest draws, many departments only think of SharePoint as a solution for their own use cases. For example, those in IC often see SharePoint as ‘just an intranet’, whereas those in IT commonly think of it as ‘just a document management platform’, etc. The reality is that SharePoint is, and will always be, all of these things… and more. It’s not ‘one or the other’. And real value comes when we think outside of the box and start to understand the true scope of SharePoint’s functionality.
Static, standalone SharePoint intranets are old news. We’ve moved far beyond the ‘old idea’ of an intranet – a basic internal website for accessing information. These days, the word ‘intranet’ needs to refer to the digital heart of the organisation, which provides a foundation for the myriad of other workplace technologies that create an engaging digital experience.
When we move towards this way of thinking, SharePoint becomes the centrepiece of a cohesive digital workplace powered by M365. Whatever it’s referred to as – the intranet, the web portal, the employee hub – it offers a fully integrated, intelligent digital workplace, powered by a huge range of applications including:
- Viva Connections for a personalised company-wide experience
- Teams as a central hub for communication and collaboration
- Power Platform for automation and business applications
The main aim is to change the perception of an ‘intranet’ from a static comms platform to the centrepoint of a cohesive digital environment. It’s all about focusing on this shared vision rather than fixating on the labels, and finding common terminology that works for all teams involved.
There is no right or wrong way to refer to an intranet…what really matters is unification and alignment between different functions in an organisation. We’ve said it before and we’ll say it again – collaboration is always the key to success. It’s critical that IC, HR, and IT are on the same page with any intranet migration project.
The modern workplace has evolved, and the need for a centralised digital experience is stronger than ever.
By leveraging SharePoint as the foundation, the M365 suite of applications enables you to build a connected, intelligent workplace rather than a static platform that the business sees as ‘just an intranet’.
Explore What's Possible
If you’d like to see how Microsoft 365 can power a truly modern, cohesive digital workplace, schedule a free Art of the Possible session with one of our experts. The personalised session will explore what would work best for your organisation, considering the most important features for you and your employees.
