Do you have a workplace silo problem? 5 ways an intranet can help

A while back I worked for a company that never had meetings.

Sounds amazing, right?

Well, not exactly.

At first glance, a meeting-less organization might sound pretty cool—no lengthy discussions, no dominating speakers, and no hassle of coordinating schedules.

But there are downsides. A lot of them. 

In my specific example, I hadn’t a clue what my colleagues were working on, what other departments did, or what our company vision was.

In other words, we were all working in silos.

We all know that collaboration is essential to innovation. Yet many companies still struggle with the problem of silos. Silos happen when departments or teams work independently from one another, creating walls that block effective communication and limit the flow of important information. These barriers can lead to duplicated efforts, poor decision-making, and a lack of understanding across different parts of the business. And in my case, it also led to a lot of unhappy employees. 

So, how can we address this common issue? Well, in the example above, meetings definitely would have helped, but there is an even more powerful solution: a company intranet.

But before we get into how an intranet can help, let’s first understand what silos are and why they can be problematic.

What is a workplace silo?

A workplace silo is defined as a workplace condition where teams or individuals work independently and apart from one another. 

This leads to fragmented workflows, a lack of shared knowledge, and inefficiencies across the company. Silos can cause teams to duplicate efforts, make decisions without considering the broader organizational context, and hinder overall performance​

Breaking down these silos is critical for improving collaboration, fostering a unified company culture, and enhancing productivity.

Why workplace silos are a problem

Imagine your marketing and sales teams not sharing updates or insights, or your HR department keeping policies that other teams aren’t aware of. These communication gaps can slow down projects, create frustration, and lead to a misaligned company culture.

Silos also prevent employees from seeing the bigger picture. As in my example above, without a clear view of the entire organization, it’s easy for teams to lose sight of how their work impacts others. This can reduce motivation and make people feel disconnected.

It comes from the top

In my scenario—and most silos scenarios—it trickled down from the top. The silos weren’t just in my department; they were in every department. This is because silos are most often the result of a conflicted leadership team.

Are workplace silos always bad? 

Workplace silos aren’t always the enemy, and in some cases can actually be helpful. When teams work in isolation, they can focus more on their specific tasks and develop deep expertise in their area. This helps them be more efficient without the distraction of other departments. 

Silos also make it easier to track who is responsible for what, which can improve accountability. In industries with strict rules or complex work, having separate teams can help protect sensitive information and keep things organized

How do I know I have a silo problem?

Recognizing that your organization has a silo problem is the first step toward addressing it. It can be hard to pinpoint at first, especially if you’ve been working in this way for a while, but there are clear signs that indicate the presence of silos. Here are a few red flags to look out for:

Lack of cross-department communication

If departments rarely interact with each other outside of their immediate team, it’s a major sign of silos. For example, marketing might not be aware of sales’ current strategies, or product development could be working on new features without consulting customer support for feedback. This lack of communication leads to missed opportunities for collaboration.

Duplicated work

When different departments or teams are unknowingly working on the same project or solving the same problems, it’s a clear indicator of siloed work. Duplicated effort wastes resources and causes inefficiencies that can be easily avoided through better communication and information sharing.

Unclear company goals or misaligned objectives

If employees are unsure of the company’s larger goals or how their work contributes to them, it’s a sign that information isn’t flowing freely across the organization. Silos prevent employees from seeing the bigger picture, leading to misalignment between departments and a lack of unified direction.

Slow decision-making and delayed projects

When teams work in isolation, it becomes difficult to make fast, informed decisions. If decisions are often delayed because different departments aren’t sharing necessary information, or if projects regularly get held up waiting for feedback or input from another team, silos are likely the cause.

Frustrated employees

Employees working in silos often feel frustrated, disconnected, or unsupported. When teams aren’t collaborating or sharing information, employees can feel like they are left out of the loop or unable to complete their work efficiently. This frustration can lead to decreased morale and productivity.

Inconsistent customer experience

If your customers are receiving inconsistent service or communication from different teams, it’s a sign that internal silos are affecting the external experience. For instance, customers might get different answers from sales, support, or customer service teams because these departments aren’t sharing critical information.

Difficulty finding information

If employees are struggling to find the information they need—whether it’s project updates, documentation, or answers to questions—it’s a sign that your information is scattered across multiple systems or departments. A well-organized intranet can solve this problem by centralizing key resources in one accessible location.

How an intranet can break down workplace silos

An intranet acts as the “hub” of your company. It’s where information flows freely, connecting employees and resources in one central space.

At ThoughtFarmer, we have always had remote employees, but in 2020, we all went 100% remote. We depended on our intranet to keep us aligned and connected throughout the pandemic and beyond.

Here’s how an intranet helped us break down silos:

1. Centralized information

An intranet stores everything from company news to project documents in one place. Employees can quickly access the information they need, reducing the risk of teams working in isolation or missing out on important updates.

2. Improved collaboration

With features like group discussions, messaging, and project boards, an intranet encourages collaboration across departments. Teams can share progress, ask questions, and connect with others who have the expertise they need, creating a more supportive work environment. Intranets are also excellent for creating communities of practice.

3. Knowledge sharing

An intranet helps preserve knowledge. Employees can post best practices, guides, or insights from their work that other teams can access. This makes it easier for new hires or employees from other departments to get up to speed, reducing the barriers between teams.

4. Cultural alignment

By bringing people together through company-wide announcements, event invitations, and shared goals, an intranet can foster a sense of unity. Employees feel more connected to the company’s mission, which reduces the desire to work in isolation and encourages a team-oriented mindset.

5. Understanding role clarity

Org charts visually represent the hierarchy and interrelationships within a company, making it easier for employees to identify specific expertise or support. Employee profiles, which include detailed information about each person’s skills, responsibilities, and contact information, help team members discover colleagues with relevant knowledge or experience.

Make silos a thing of the past

Silos are like walls that separate different groups in a workplace, making it hard for people to share information and collaborate. This leads to mistakes, wasted time, and missed opportunities for new ideas.

By breaking down silos, an intranet can turn your workplace into a more collaborative, engaged, and productive environment. Don’t let silos hold back your company’s potential. Embrace an intranet solution and watch your teams grow stronger together.