Creating an intranet employees love and use

Intranets were designed to connect teams and simplify internal communication, yet many organizations struggle to get employees to actually use them. In fact, in a recent ThoughtFarmer survey, over 52% of companies say their biggest intranet challenge is getting staff to visit and contribute regularly.

So how do you turn a static intranet into a space your people genuinely love and keep coming back to?

That’s exactly what MTE Consultants and the Denver Public Library (DPL) achieved.

• MTE Consultants, a Canadian engineering firm with 450+ employees across five Ontario offices, rebuilt their intranet, Bruce, around a people-first philosophy.
  
• Denver Public Library, with 27 branches, two bookmobiles, and over 800 staff, reimagined its platform, DPL Connect, as a colorful, connected, and culture-driven space.
  

Their stories reveal how the most engaging intranets are built on three key essentials: relevant content, habit-forming access, and a culture of celebration.

We hosted a webinar on this topic featuring Laurie Stephens from MTE Consultants and Haile Clifton from Denver Public Library along with Carolien Dekeersmaeker from ThoughtFarmer. You can watch the full video recording here or read the summary below.

The 3 essential practices for building an intranet employees love

According to ThoughtFarmer’s customer insights, long-term intranet adoption doesn’t depend on flashy features, it depends on purpose, accessibility, and community. Here’s how three essential intranet practices help organizations create intranets employees value.

1) Keep your intranet content relevant and up-to-date

The first step to engagement is relevance. An intranet should feel alive, not like an outdated archive. When employees log in, they should see the latest news, project updates, and human stories that matter to their role and location.

Best practices for engaging intranet content

• Regularly refresh homepage news, update policies, and share event recaps.
  
• Mix media formats such as  videos, polls, and photo galleries to keep experiences dynamic.
  
• Spotlight user-generated content such as shoutouts, success stories, or team celebrations.
  
• Ask for employee feedback at least twice a year to ensure content remains useful and authentic.
  

Example: MTE Consultants’ “Bruce”

When MTE launched Bruce, their goal was to make it the starting point for everything employees do. They branded it after their founder, Bruce Scheifley, whose “people-first” values still shape company culture.

For their 40th anniversary, MTE turned the intranet into a months-long celebration — complete with decade-themed pages, surveys, and photo contests. The campaign drew 40% of employees to participate in surveys and 75% to attend the anniversary party, while the themed visuals kept the homepage fresh and fun.

Example: Denver Public Library’s “DPL Connect”

At DPL, outdated design and broken search once made their old intranet, StaffWeb, a source of frustration. The new DPL Connect changed everything: intuitive navigation, modern visuals, and spaces that are always evolving.

Daily-updated sections like the All-Staff News Blog, Classifieds, and Staff Updates keep the site active, while regular surveys ensure that user feedback drives improvements.

2) Build easy, habit-forming access by moving critical business processes to your intranet

Even the most beautiful intranet won’t thrive unless it’s easy and essential to use. A successful intranet simplifies everyday work, serving as the central hub for tools, processes, and communication.

How to create habit-forming intranet experiences

• Move daily tasks (forms, HR requests, and surveys) onto the intranet by using online forms to digitize paper processes.
  
• Integrate with Microsoft 365, Google Drive, or other apps for a seamless experience.
  
• Offer mobile access for frontline and hybrid employees.
  
• Use analytics to understand how people engage and adjust content accordingly.
  

Example: MTE’s “Bruce” makes work easier

MTE made Bruce the default browser homepage, linking to all tools and updates in one place. Employees can submit event RSVPs, view FAQs, and even complete onboarding or purchase requests – all without leaving the platform.

By shifting from email to intranet-first communication, MTE saw a measurable boost in self-service and participation. Their analytics revealed that staff were reading, engaging, and completing actions on Bruce, even without email prompts.

Example: DPL’s “One Book One Denver” hub

The Denver Public Library turned DPL Connect into the digital home for citywide initiatives like One Book One Denver, centralizing event details, community updates, and staff resources.

They also launched the Stories of Impact form,  where employees share inspiring customer interactions  and Engage Here, a forum for service best practices. These spaces encourage daily use and connection across all 28 branches.

3) Create an inviting space for culture, celebration, and recognition

An intranet should do more than store documents. It should bring people together. The best intranets humanize the workplace by celebrating milestones, promoting recognition, and encouraging shared experiences.

Ways to foster culture through your intranet

• Recognize birthdays, work anniversaries, and achievements.
  
• Share event recaps, photos, and team highlights.
  
• Create social spaces for pets, hobbies, and wellness content.
  
• Encourage leadership and peer shoutouts to build a sense of belonging.
  

Example: How “Bruce” builds community at MTE

MTE’s Bruce has become the company’s digital heartbeat. Through MTE Life and MTE Connect, employees share event recaps, celebrate new certifications, post photos from office gatherings and even feature their pets.

As one employee shared, “Bruce isn’t just an intranet; it’s where our culture lives.” 

That emotional connection has translated into stronger cross-office relationships and higher engagement.

Example: “DPL Connect Wrapped”

At the Denver Public Library, culture and creativity go hand-in-hand. Every year, their DPL Connect Wrapped celebrates top posts, staff contributors, and shared moments – inspired by Spotify’s “Wrapped” campaign.

They’ve also gamified engagement through scavenger hunts that boosted content views by 136%, and created profile pages that showcase fun facts, pronouns, and favorite books, helping staff connect on a personal level.

Bonus essential: Leadership buy-in

Any engagement strategy won’t work if you don’t have visible leadership participation. When CEOs and executives post updates, like content, or comment on staff news, it signals that the intranet matters.

Both MTE and DPL encourage leadership involvement, from blogs and news posts to team shoutouts, reinforcing that Bruce and DPL Connect are not just tools but strategic communication platforms.

The measurable impact

Both organizations have achieved some incredible outcomes and results from their new intranets.

MTE Consultants:

• 40% employee participation in engagement campaigns.

• 75% event attendance across five offices.

• Dramatic drop in email dependency.
  

Denver Public Library

• 72% of staff log in weekly; 89% rely on the intranet for news and resources.

• Cross-branch collaboration and visibility have skyrocketed.

Together, they prove that when an intranet is designed with people, not just processes, in mind, it can transform communication and culture across the entire organization.

Conclusion: The roadmap to a loved intranet

Creating an intranet employees love isn’t about adding more widgets, it’s about aligning technology and company strategy with human connection.

When your content is relevant, getting employees to access it is effortless. By making your intranet the central place where your culture is celebrated, engagement becomes second nature.

If you’re ready to transform your intranet into a space your employees can’t wait to visit, book an intro call with our ThoughtFarmer experts.