Why This Google Sites Intranet Failed — and How You Can Avoid the Same Mistakes
From Static Site to Vibrant Hub: 8 Strategies to Drive Employee Adoption and Business Value in Google Workspace
Introduction
A trusted Google Workspace partner in Canada recently approached me for advice. He was supporting a client whose new intranet, built on Google Sites, was suffering from extremely low employee engagement. His question was simple: “Why isn’t the intranet working, and how can we fix it?”
After reviewing the site, I found that while it was visually clean, it lacked the fundamental elements required to maintain interest, drive adoption, and deliver real business value. The issues I identified are common pitfalls, but they are also avoidable. Below is a breakdown of the key problems and my recommendations for building a sustainable, engaging intranet with Google Sites and Google Workspace.
1 . The Homepage Lacked a Dynamic, Laser-Focused Purpose
The homepage is the most valuable real estate on any intranet. It must do more than just look good; it needs to pull people in daily. The client's homepage featured a basic header and an embedded Google Calendar, but it was missing the dynamic content that makes an intranet a living workspace.
What was missing:
•Quick-Access Tools: Links to essential resources like HR forms, holiday requests, and pay slips.
•Personalised Content: Team-specific updates, birthdays, or work anniversaries.
•Fresh Updates: A constant stream of announcements, events, and spotlight articles.
A static homepage leads to a stale intranet. It needs to feel like a vibrant hub, not a digital noticeboard.
2. There Was No Central News Section
Many organisations share internal messages on platforms like Slack, WhatsApp, or Google Chat. While excellent for real-time discussions, important information is easily missed or forgotten. An intranet should serve as the central, authoritative source of truth.
With a tool like Steegle News, this is solved by providing:
•Persistent, searchable news articles.
•Commenting and emoji reactions to drive interaction.
•A clear corporate voice that is visible to everyone.
Without a dedicated news section, there is no central narrative. With one, you build trust and engagement.
3. The People Directory Was Manual and Prone to Decay
The site featured headshots and team pages, but they were static. In any organisation with employee turnover, these pages quickly become outdated, which undermines trust in the intranet as a reliable source of information.
Instead, a live integration with Google Workspace is essential. A tool like Steegle People offers:
•Real-time synchronisation with your Google Directory.
•Always-up-to-date organisational charts.
•Click-to-contact information embedded directly.
This approach means less administrative work, fewer errors, and better connectivity across the business.
4. Files Were Linked or Embedded Without Context
Google Drive files were embedded throughout the site, but it wasn’t clear why they were there or how they should be used. This forced users to click away and search on their own, creating a disjointed experience.
A better solution is to use a tool like Steegle Share to:
•Embed a searchable, permission-aware view of Google Drive.
•Keep documents grouped by context (e.g., HR, Policies, Operations).
•Avoid confusing Drive links or off-site redirects.
Files should support the narrative of the intranet, not interrupt it.
5. Navigation Was Overloaded and Hard to Use
Another significant issue was the top navigation bar, which was cluttered with too many items. On smaller screens or mobile devices, it was simply unusable.
Best practices for intranet navigation include:
•Using a side navigation menu for deeper content.
•Limiting top-level navigation to 5–7 key sections.
•Grouping related pages using collapsible sidebars.
The goal is to make exploration easy and intuitive, not overwhelming.
6. There Were No Employee Engagement or Recognition Features
The intranet lacked any features that spoke to the social and personal side of the workplace. There was no recognition, no community, and no fun.
One of the most effective ways to build culture is through peer-to-peer recognition. A tool like Steegle Heroes allows colleagues to:
•Publicly thank and recognise team members.
•Celebrate wins and milestones.
•Build internal culture and motivation.
Without features like this, an intranet becomes purely functional and, ultimately, forgettable.
7. The 'About Us' Page Was Not Fit for an Intranet
The 'About Us' page was a direct copy of the content from the public-facing website. This is a missed opportunity. An intranet's 'About Us' section should provide the inside track, reinforcing company values, culture, and mission in a way that resonates with employees, not customers. It should tell the story of the company from the inside out.
8. Access Was Not Made Easy for Staff
A final complaint was that staff couldn't easily get to the intranet. If an intranet is not easily accessible, it will not be used. It is crucial to make access seamless through managed bookmarks in Chrome or by setting the intranet as the homepage for all users. The easier it is to get to, the more likely it is to become an integral part of the workday.
Final Thought: A Successful Intranet Is More Than Just a Pretty Design
The site I reviewed wasn’t broken—it was incomplete. It lacked dynamic content, an authoritative news source, automation, and engagement features. This is what inevitably leads to low usage and decay.
A modern Google Sites intranet needs to be:
•🔗 Integrated: Natively connected with Google Workspace.
•🔍 Searchable: Rich with content that is easy to find.
•💡 Automated: Updated automatically with minimal effort.
•👥 Human-Centred: Focused on people, not just business processes.
If you are building or rebuilding your intranet, use this checklist as a foundation. And if you are looking for the tools to bring it to life, we are here to help.
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