When was the last time you really looked at your employee intranet? Log in and try to complete some simple tasks: find and fill out an HR form, check what’s for lunch today, and read the latest company news.
Were you easily able to find and complete those tasks? Or did you feel like you were sorting through an endless digital filing cabinet that hasn’t been tidied up in years?
An easy-to-use, streamlined intranet is essential for healthcare organizations, where employees might not have more than a minute or two to search for what they need before returning to work. An effective healthcare intranet should be more than just a place to dump your organization’s documents — it needs to be an intuitive, engaging space that employees want to use.
So, what exactly are employees looking for from an intranet? Let’s break down the key features that increase engagement and make your intranet the go-to spot for employee information.
Figuring out what matters
Before we dive in, it’s important to note that every organization — and every employee — is different. What might work for a standalone hospital in Massachusetts won’t cut it for a 50-location health system based in Nebraska.
The best way to tell what features genuinely matter to your teams is by surveying your employees to gauge why they visit the intranet, their complaints about your current site, and what they might like to see from a redesign. You can send this survey via email or create a popup on your current intranet for employees to complete when they log in.
From there, you could go one step further with a smaller group of employees by conducting a card-sorting exercise where they arrange a list of features or content into groups that feel natural for them. For example, an employee might create a group that includes links for their webmail access, timecard, and company updates that they’d like to see under a “Daily Applications” menu when they first log in.
This interactive experience can provide insight into where your content should live within your intranet structure, driven by the people who use the site the most.
With that in mind, we can now jump into the features we recommend as the must-haves for a successful healthcare employee intranet.
1. App-like design and mobile functionality
Employees have come to expect seamless, user-friendly experiences in every digital interaction — just like they get from their favorite apps. This means your intranet should offer intuitive navigation, clean design, and mobile responsiveness.
An app-like design allows employees to find what they need quickly, whether at their desks, on a tablet between patient visits, or on their smartphones during a break. A cluttered or confusing layout will only discourage usage, while a sleek, simple interface makes interacting with the intranet a breeze.
2. Organizational branding
Your intranet should be an extension of your organization’s brand identity and marketing assets. Employees want to feel connected to the organization, and branding your intranet with the organization’s logos, colors, and tone can foster that connection.
A branded intranet reminds employees of your organization’s culture, mission, and values every time they log in. When the look and feel of your intranet match your public-facing website and communications, it creates a sense of cohesion, as well as a sense of pride and belonging among employees.
3. Personalized content
One-size-fits-all doesn’t work for intranets. Employees in different departments, locations, or roles need content that’s relevant to them. Personalized dashboards, targeted news feeds, and job-specific notifications ensure that users see what matters most to their work.
For example, someone in HR might need quick access to benefits updates, while a nurse in a direct care setting may prioritize scheduling or compliance training materials. Tailoring the intranet experience to each user’s needs not only improves satisfaction but also boosts productivity.
4. Custom content types
A modern healthcare intranet must be flexible enough to handle diverse content types. Employees expect more than just policy documents or forms — they want access to a variety of resources like:
- Cafeteria menus
- HR policies and forms
- Instructional content and how-tos
- Company news and announcements
- Facility maps
- Staff directories or org charts
- A calendar with upcoming events
Providing these custom content types in an organized, easy-to-find format ensures that employees can access everything they need in one central location.
5. Powerful search function
There’s nothing more frustrating than needing information but being unable to find it. A robust search function is critical for a successful intranet. Employees should be able to quickly search for files, directories, policies, and company news with ease.
Advanced search features like filters, autocomplete and suggested content make finding the right information fast and efficient. This kind of functionality transforms your intranet from a simple document repository into a true knowledge hub, saving employees time and increasing organizational efficiency.
6. Up-to-date information
Keeping your intranet current is essential. Outdated content can lead to confusion, misinformation, and a lack of trust in the platform. Employees need to know they can rely on the intranet for the most accurate and up-to-date information.
Regular content updates, automated notifications for changes, and content expiration tools can help ensure your intranet remains a trusted resource. Whether it’s policy changes or company-wide announcements, up-to-date information builds confidence in the platform.
7. Robust resources
Employees need access to a wide range of resources to do their jobs effectively. Whether it’s training materials, compliance documents, or how-to guides, your intranet should be a central hub for all of your organization’s necessary resources.
Organizing these materials in an easily accessible way — whether through searchable databases, categorized sections, or resource libraries — makes the intranet an indispensable tool for your employees. A well-stocked intranet can cut down on time wasted searching for information, leading to a more productive workforce.
8. Opportunities for engagement
An intranet shouldn’t be a static tool — it should foster interaction and engagement. Employees want to communicate with their colleagues, share feedback, and participate in company culture. Including features like discussion boards, comment sections, feedback forms, and even social elements like employee recognition or polls can transform your intranet into a collaborative space.
Engagement features encourage employees to not only consume information but also contribute to the ongoing dialogue within the organization. It builds community and encourages open communication across all levels of the company.
Ready for an improved intranet?
A well-designed, feature-rich healthcare intranet is critical for fostering employee engagement, improving productivity, and maintaining efficient internal communications. From app-like design and organizational branding to personalized content and engagement features, each of these elements plays a crucial role in making the intranet a valuable tool for employees.
If you’re ready to level up your intranet to make it a go-to hub for your employees, Geonetric is ready to help.
Check out this case study to learn how we helped Ohio and West Virginia-based Holzer Health System overhaul its intranet and bring in more than 41,200 unique user sessions in the first three months after its launch. Then, if you’re ready to take the first step to an improved intranet, contact our team to schedule an introductory call!