11 Common Intranet Problems and How to Fix Each One (2025 Guide)
From poor user adoption to outdated content, learn how to tackle the biggest intranet challenges and transform your platform into a productivity powerhouse
Introduction
Intranets are intended to be the central hub of a company—a space for sharing knowledge, accessing essential information, and connecting with coworkers. Yet, despite their potential, many intranets fail to meet employees' needs. Studies show that up to 40% of intranets fall short of their goals, often becoming cluttered, confusing, and ultimately unused.
Why do so many intranets fail? Often, it’s because they try to do too much, adding complexity where simplicity would serve better. For example, Steegle.One focuses solely on employee engagement and knowledge management, without attempting to replicate video calls, social feeds, or whiteboarding. By offering essential, streamlined functions, Steegle.One provides employees with easy access to the information they need—without the clutter of unnecessary features.
Here, we’ll explore the top 11 reasons intranets fail and provide practical solutions to make yours a powerful, effective tool that employees actually want to use.
Quick Summary Table: 11 Intranet Problems & Solutions
| Problem | Why It Fails | Solution |
|---|---|---|
| 1. Employees Don’t Know It Exists | Not introduced or visible in daily workflows. | Make intranet part of onboarding; add easy access (e.g., Chrome browser home tab). |
| 2. Hard to Navigate | Confusing layout discourages use. | Simplify menus and design; use task-based categories or drop-down side navigation. |
| 3. Lack of Training | Employees are unsure how to use it. | Provide onboarding and regular refreshers. |
| 4. Outdated Content | Employees lose trust in old information. | Schedule content reviews and updates; Steegle News can help by expiring outdated stories. |
| 5. Scattered Information Across Platforms | Hard to find relevant info across systems. | Centralize essential resources within the intranet. |
| 6. Ineffective Search | Poor search makes info hard to find. | Use a robust, optimized search function. |
| 7. Overloaded with Features | Complexity discourages regular use. | Focus on essentials; gradually add new features. |
| 8. No Integration with Other Tools | Lack of integration hinders productivity. | Choose an intranet that works with existing tools (e.g., Google Workspace, Google Drive). |
| 9. Outdated Interface | Unappealing design reduces engagement. | Update to a modern, intuitive, and mobile-friendly layout. |
| 10. Lack of Leadership Engagement | If leaders don’t use it, neither will employees. | Encourage leadership to actively post and share. |
| 11. Trying Too Hard | Duplicates existing tools and adds complexity. | Keep focused on core intranet functions without overlap. |
1. Employees Don’t Know It Exists
Problem: If employees—especially new hires—aren’t aware of the intranet or where to find it, they’re unlikely to use it.
Solution: Make the intranet part of the onboarding process. Set it as the home tab in browsers like Chrome or provide shortcuts on desktops and mobile apps. This ensures employees can easily access it and make it part of their daily workflow.
2. It’s Hard to Navigate
Problem: Confusing layouts and unclear menus lead to frustration, with employees abandoning the platform.
Solution: Use intuitive, task-based navigation, with clear categories and a mega menu or side navigation dropdown if needed. Steegle.One’s customizable navigation options make it easy for employees to find information without needing extensive training.
3. Lack of Training on How to Use It
Problem: Even the best intranet can go unused if employees don’t know how to navigate it effectively.
Solution: Offer onboarding sessions, video tutorials, and regular refreshers to help employees make the most of the platform. Self-help resources like FAQs and quick guides can further improve confidence in using the intranet.
4. Outdated Content
Problem: If the intranet is filled with old, irrelevant information, employees will stop trusting it as a reliable source.
Solution: Implement a content review schedule to ensure updates are made regularly. Steegle’s “Steegle News” feature can assist by automatically expiring stories that are no longer relevant, keeping the platform current and credible.
5. Information is Scattered Across Platforms
Problem: When key information is spread across multiple systems—like Slack, email, and file servers—employees don’t know where to look.
Solution: Use the intranet as the main repository for essential resources, policies, and announcements. Chat platforms can be reserved for real-time conversations, while the intranet houses official documents and knowledge bases.
6. Ineffective Search Function
Problem: Poor search functionality makes it difficult for employees to locate the information they need, wasting time and reducing productivity.
Solution: Invest in a powerful, filterable search function that allows employees to quickly locate documents and resources. Steegle.One offers a robust search feature that is designed to make information easy to find, improving employee productivity and engagement.
7. Overloaded with Features
Problem: Many intranets try to be everything at once, packing in too many tools and overwhelming employees.
Solution: Start with core features like document storage, announcements, and directories. Add additional features only if they’re truly needed, and focus on usability. Steegle.One focuses on essential features without trying to duplicate tools like video calls or social feeds, keeping the platform clean and user-friendly.
8. No Integration with Other Tools
Problem: If the intranet doesn’t integrate with other workplace tools, it feels disconnected and redundant.
Solution: Choose an intranet that integrates with key systems like Google Workspace, Google Drive, and Slack. Steegle.One is built to work seamlessly with Google Workspace, allowing employees to easily access files and resources without switching between disconnected systems.
9. The Interface Feels Outdated
Problem: Employees expect modern, user-friendly apps, and an outdated interface can reduce engagement.
Solution: Invest in a clean, mobile-friendly design that meets modern user experience standards. Steegle.One offers customizable layouts that are visually appealing and easy to navigate on any device, making it more likely that employees will engage with the platform.
10. Lack of Leadership Engagement
Problem: If company leaders aren’t actively using or promoting the intranet, employees won’t see it as essential.
Solution: Encourage leadership to post updates, share announcements, and recognize employee achievements on the intranet. When employees see leadership engaging with the platform, they’re more likely to follow suit and use it themselves.
11. Trying Too Hard: Unnecessary Complexity and Redundant Features
Problem: Many intranets attempt to include every feature under the sun, duplicating existing tools such as video calling, social feeds, and whiteboarding. This adds unnecessary complexity and can lead employees to feel that they’re paying for redundant tools.
Solution: Focus on the core functions that truly benefit employees, like easy knowledge access and streamlined communication. Steegle.One keeps its features focused on essential employee engagement and knowledge management, allowing employees to connect, access information, and stay informed without the burden of redundant tools. This simplicity encourages higher adoption and satisfaction.
Wrapping Up: How to Make Your Intranet a Trusted Resource
A successful intranet should simplify workflows, improve knowledge access, and foster employee engagement. By focusing on streamlined design, relevant content, and core functions, you can avoid the most common pitfalls that cause intranets to fail.
Final Takeaway Checklist:
Visibility: Make the intranet easily accessible on every device and part of the onboarding process.
Usability: Use intuitive navigation and provide training.
Relevance: Regularly update content and focus on essential features.
Integration: Ensure compatibility with popular workplace tools.
Simplicity: Avoid duplicating functions already available in other tools.
With the right approach, your intranet can become a valuable tool that employees rely on daily to stay connected, informed, and engaged, enhancing the overall productivity and culture of your organization.
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