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Introduction to Intranet CMS: 10 Essentials Your Content Management System requires!


Have you ever thought about how a blue-chip company with thousands of employees across the globe would interact from top-to-bottom? A well-known and predictable answer would be via social handles! However, this is not the case in this epoch, wherein an organization is backed by content management systems intranet.

In a straightforward manner, the employee intranet is a system of communication, collaboration, and information management from the corner offices to the cubicles. Due to the snowballing effect of information as an organization expands, a content management system is required that will create and publish content for accessing, updating, and utilizing it.

A quick fix to Intranet CMS:

As organizations across the globe expand and grow, they require advanced technological tools to collaborate and communicate with an employee sitting in another country. Content management systems intranet has become a new byword in the corporate world. In a recent report by Firstup, 57% of HR professionals are under extreme pressure to devise a cohesive approach for engaging employees. Let's learn the essentials of intranet CMS and why it is important.

What is a Content management system intranet?

Intranets are private networks that businesses use to communicate internally with their employees. Businesses have utilized them for this purpose for many years.

Over the years, the intranet has undergone constant innovation and improvement, but its primary purpose has remained the same: knowledge and information sharing. In a digital workplace environment, no software (in-house software) can be siloed and function in isolation.

Employees mostly use intranets for information search, internal communication, and workflow management. A website that is only used by an airline company to provide updates and information to its staff is an example of an intranet.

While intranets originally functioned as independently customizable company websites, they can now be integrated with other technologies like platforms and social media to provide a rich internal communications experience. One well-known intranet from Microsoft Office is SharePoint.

What to consider while choosing an intranet content management system?

The first thing to consider while looking for the best intranet CMS for your company is what you already have available to you. Will the solution you choose, say, synchronize with your current employee directory?

Check that your CMS will let you get data from the directory and automatically sync when changes are made. Active Directory and Azure Active Directory are two of the best business solutions.

The whole of your toolset is then available. The modern intranet should serve as the hub of your digital workplace: the primary location where employees can access everything, they need to execute their jobs.

Integration with already-in-use document management programs like SharePoint, Dropbox, or G Suite is crucial. It's also important to think about existing HR or payroll systems that employees often use.

10 Essentials Your Content Management system needs:

  • Technological integration: The seamless integration with your intranet and the complete range of digital tools your employees utilize on a daily basis is the most important feature of an intranet CMS.

Assure seamless integration of tools like instant messaging, project management, HR systems, and data analytics with the content management system by eliminating the need for onerous intermediary stages.

  • Employee files a reimbursement request, which the manager reviews and approves.
  • CFO evaluates every claim
  • Finance pays the employee back.
  • Finance inputs the information and submits the claim.
  • Engaging User interface: Any widely used tools must be intuitive enough for everyone to use with no training due to the disparate levels of digital dexterity within an organization. A user interface that closely resembles tools and platforms that staff members are already accustomed to using, like social media, promotes adoption and increases productivity.

Even though it may seem insignificant, this has a big impact on the overall digital employee experience, which is linked to increased employee satisfaction and engagement, improved earnings, and even better customer service.

  • Responsive design: Many workers carry out work-related tasks using numerous devices, including smartphones and tablets. Your content management system must be accessible via devices other than computers because this behavior is only anticipated to become more prevalent over time.
  • Supporting different types of content: As part of your internal communications strategy, you undoubtedly transmit a variety of content over your intranet, including text, images, videos, presentations, and more. You should not be able to compromise on multimedia support while looking for a content management system.
  • Easy roll-out: It could take some time to roll up your CMS employee intranet solution. Having said that, the deployment procedure doesn't have to be particularly difficult.

No need to take out a lot of time creating a custom solution as expenses mount because there are so many off-the-shelf options available today that require little configuration.

  • Day-to-day updates: The task isn't finished once your CMS intranet has been launched. Moreover, to stay updated with market trends, emerging technology, and security threats, content management systems require frequent updates.
  • Searchability: If employees can't discover what they need, an intranet CMS is almost useless. Look for a powerful search engine that can filter material using attributes like type and date and supports numerous criteria.
  • Analytics: Your organization's technology should be continuously improved, and your CMS intranet should be no different. Analytics make it simple to observe how staff members interact with content, identify the most successful formats, track how it is accessed and distributed, and more. Integrated analytics are helpful for gathering information from your staff, such as survey replies, without making them go through extra hoops.
  • Managing Governance: Your intranet's governance cannot be replaced by an intranet content management system, but it can undoubtedly be assisted. A competent CMS can identify and highlight duplicate content, identify and update content with the most recent versions, and even automate some tasks like file naming.
  • Customization: The requirements for an intranet vary by firm. The success of your content management system can be made or broken by your ability to control and fine-tune specific features and functionalities, even though you don't have to create it from the ground up.

Make sure you have the flexibility to modify branding, templates, and governance rules as necessary. Your needs should be catered to by your CMS intranet, not the other way around.


Tools for communication must be able to reach every worker as the workforce becomes increasingly dispersed. The majority of intranets take years to update, and employees who don't sit at a desk frequently can't access them. The capacity of employees to carry out their responsibilities is hampered by this inefficiency. Even if an intranet refresh may be on your list of things to accomplish, think about whether an intranet by itself is the best way to meet your communication goals.


What is a content management system intranet?

A CMS intranet is a system of communication, collaboration, and information management from the corner offices to the cubicles.

What is a centralized content management system?

You and your team may save the text and assets that can be utilized and reused across numerous customer-facing channels and platforms by using a centralized content management system.

How do I choose an intranet?

Firstly, check that your CMS will let you get data from the directory and automatically sync when changes are made. Second, the primary location is where employees can access the resources they need to execute their jobs.

Learn More about: Document Management System in SharePoint and Enterprise Workflow Automation

  • Deepali Kamotra
  • October 11, 2022
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