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Communication and Collaboration

10 reasons (and solutions!) for poor intranet adoption

Suffering from poor intranet adoption? It's not just about having an intranet, but how you design, promote, and maintain it that makes all the difference.

5 minute read
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There are a lot of intranet vendors that oversell how easy intranet adoption is. 

Not that I blame them, but low intranet adoption isn’t so much the problem, but rather a symptom of something deeper. 

When your employees are not adopting, they are conveying something about the technology. They are trying to tell you that the old way of doing things is still better. So even the shiniest of features isn’t going to suddenly fix the adoption problem on its own. 

Just like no two intranets are alike, no two intranet users are alike. Every intranet user has different needs and skill levels.

In this blog we’ve outlined some of the most common reasons for poor intranet adoption, and how to improve it. Not all of these may apply to you, but they will hopefully consider you to think deeper about the challenge of intranet adoption. 

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Lack of awareness 

Many employees are unaware of the existence or benefits of the intranet. Without proper education and training, employees are unlikely to understand how the intranet can improve their work processes and increase their productivity.

Solution: Promote the intranet to employees by highlighting its benefits and explaining how it can improve their work processes. Provide training and education to employees to help them understand how to use the intranet effectively.

Poor user experience

A poorly designed and difficult to navigate intranet can be frustrating for employees, leading to a lack of motivation to use it. If the intranet is not user-friendly, employees may find it easier to use other tools, such as email or messaging apps.

Solution: Ensure your intranet is easy to navigate and provides a seamless and engaging experience for employees. Conduct user testing and gather feedback to continuously improve your intranet.

Inadequate content 

A lack of relevant and useful content can discourage employees from using the intranet. If the intranet does not provide value to employees, they may view it as a waste of time and resources.

Solution: Provide relevant and valuable content on the intranet that meets the needs of all employees. Encourage employees to contribute their own content and create a culture of knowledge sharing.

Resistance to change

Employees may be resistant to change, especially if they are comfortable with existing tools and processes. If the intranet is viewed as an unnecessary change, employees may be less likely to adopt it.

Solution: Communicate the benefits of the intranet and the reasons for the change to employees. Involve employees in the change process and provide support and resources to help them adjust to the new system.

Outdated information 

If the intranet is not regularly updated with relevant and timely information, employees may lose interest in using it.

Solution: Consider using automation tools to update information automatically, such as pulling data from other systems or triggering updates based on predefined criteria. It’s also worth having  a content management process. This can include assigning responsibility for updating content to specific individuals or teams and establishing review cycles.

Insufficient training 

If employees are not properly trained on how to use the intranet, they may find it confusing and may not know how to take advantage of its features and benefits.

Solution: Develop and provide comprehensive training sessions that cover the features and benefits of the intranet, as well as best practices for using it effectively. Don’t forget to also provide ongoing support and resources, such as user guides, FAQs, and helpdesk services, to address any questions or issues that arise after the initial training.

Lack of personalization

If the intranet does not offer personalized content based on an employee’s role, interests, or preferences, employees may not find it relevant to their needs.

Solution: Tailor content and notifications to individual users based on their job role, location, or other relevant criteria. You should also personalize the intranet’s user interface by allowing users to customize their homepage or dashboard.

Limited access

If the intranet is not accessible outside of the office or is only accessible to certain employees, it may limit its usefulness and adoption.

Solution: Select a platform with a mobile app. A mobile app ensures your frontline, remote, or deskless employees benefit from their intranet exactly as if they were in the workplace. (See how our mobile app helped bus drivers stay informed on workplace happenings!)

Alternative tools

Employees may already have other tools or platforms they prefer to use for communication and collaboration, such as email, chat apps, or social media.

Solution: Identify the needs of your employees and the tasks they perform that require collaboration and communication. Evaluate whether the current intranet meets those needs and identify gaps. Also, consider integrating with other existing tools, such as email or chat platforms, to make it more convenient and seamless for employees to use.

Lack of engagement 

If there is no culture of engagement and collaboration within the organization, employees may not see the value in using the intranet and may not actively seek out information or resources on it.

Solution: Conduct surveys or focus groups to understand what your employees want from the intranet. This will help you tailor the content and features to meet their needs.


Improving intranet adoption in the workplace is critical for businesses to achieve their goals and improve productivity. By creating awareness, improving user experience, providing valuable content, encouraging employee involvement, and communicating change, organizations can improve intranet adoption rates and reap the benefits of a more connected and productive workforce. Remember, it’s not just about having an intranet, but how you design, promote, and maintain it that makes all the difference.