Put the intranet in Teams and reach out to employees

An intranet used in the right way adds value to your organization. If your intranet is difficult to access and requires a separate login, the risk is that it is not used to the extent intended. Many people spend a large part of their working day in Microsoft Teams. So why not integrate and move your intranet into Teams with Viva Connections?

A well-structured and active intranet is an excellent channel for internal company communication. It allows employees to easily report absences, apply for holidays or update themselves on company policies. Unfortunately, we often see intranets fall into oblivion and are simply not used. Information finds other avenues and there are fewer updates - which in turn leads to even fewer visits.

If employees do not come to the intranet

If the employees do not come to the intranet, the intranet must come to the employees. In many companies, the obvious place to work daily is in Microsoft Teams. This is where many spend a large part of their working day. And this is where they expect to be able to keep up to date with what is happening in the company.

A simple and modern way to reach out to users is to put your intranet as an app in Teams, integrating it into Microsoft's collaboration platform. You still build an intranet in SharePoint, but by making it available in Teams, you open up new possibilities for interaction. However, instead of having a separate system with its own login, the intranet is constantly present as an icon in Teams. Everything is integrated into the common communication areas and available on both mobile and desktop.

The right information for the right user

Another major benefit of integrating the intranet into Teams is that as an administrator, you can use the platform to drive the information you want employees to access. It is crucial to highlight important information that affects all employees so that it does not go unnoticed. Alternatively, you can automatically publish information to selected channels to reach the right audience.

By making the intranet part of the flow, it becomes more alive, with a greater focus on participation and interaction. Even if you still use a traditional intranet, it's important to emphasize that they are not two separate systems where you work with them separately: everything you do in the Teams app affects the intranet and vice versa.

Building an intranet in Teams has never been easier!

So, how do you go about it practically? If you already have an intranet built in SharePoint, you will be pleased to know that it is very easy to integrate it into Teams. You simply make your SharePoint intranet available in Teams as an app. On this page, Microsoft has complete instructions to guide you through the process. If you don't currently have an intranet or are thinking of building a new one, Microsoft offers a wide range of ready-made SharePoint templates that you can use right away. The templates are completely free for all Microsoft 365 users and are available in the SharePoint Look Book. Once you choose a template, it's easy to set it up and customize it to your organization's needs and preferences.

Content is still important

The technical part is actually the easy part. What was previously required to build the intranet, such as external consultants, separate platforms and skilled developers, has now been simplified and built in a smarter way. This means that virtually anyone can build the intranet from a technical point of view. In turn, it is important to spend time creating structure, planning content and deciding what you want to get out of the intranet. In order to achieve use of the intranet, it is important that the organization has an owner and that you continuously add meaningful content.

A useful tip is to look at Microsoft's SharePoint templates for inspiration and ideas on how to structure the intranet and what kind of content to include. The obvious is to post the employee handbook, company IT policy, company-specific templates and anything else related to the user's employment. There should also be room for reactive content - that is, personal information relevant to the user. Examples of reactive content include a personalized news feed, a list of recently used documents or a summary of the day's tasks.

With the intranet available in Teams, you have the chance to reach out and create a living intranet that is actually used. Take the chance - and make sure you fill it with great content!

Summary

  • Making the intranet available in Teams is an easy way to reach out to employees and invite two-way communication.
  • You can create the Teams app for your intranet yourself with step-by-step instructions from Microsoft.
  • You build your intranet as usual in Sharepoint, and using Microsoft's templates makes it easier than ever. The templates are free for all Microsoft 365 users and can be found here.
  • The difficult part is often deciding what the intranet should contain and making sure it is filled with meaningful content. Microsoft's intranet templates are a good source of inspiration.

As a Microsoft 365 customer, you get ready-made templates to build a beautiful and vibrant intranet. If you need help or inspiration, we at WeSafe can help you build your intranet based on your needs and wishes. Contact us and we'll tell you more, or read more here!

 

Robert Veberg
Robert Veberg

Technical Lead - Microsoft Modern Workplace

040-626 75 81robertveberg@wesafe.se

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