A regular hybrid workday consists of workers navigating between dispersed messages, video meetings, and multiple document drives. Alignment is challenging and productivity suffers. The result is a day that is unaligned and unproductive and this indicates disconnection gaps and lack of collaboration. 

Gallup survey data from 2025 shows that nearly 85% of the workforce is disengaged at work. 

Disconnected communication is now one of the largest roadblocks to collaboration and culture, particularly as hybrid and remote working models multiply. 

This is where an intranet solution can save the day. However, merely implementing an Intranet solution won’t make a difference until you follow intranet best practices. Here are the top six!

The Challenges of Disengaged Teams and Remote Workforces

Today’s workforce faces many challenges, including information overload, endless digital fatigue, and blurred work-life boundaries. These difficulties lead to disengagement with the potential for:

• More frequent attrition occurs as employees actively leave their jobs.
• Less or ineffective collaboration among team members.
• Slower innovation and decreased productivity.

What is an Intranet and How Will it Help with Employee Engagement?

An intranet provides organizations with a secure, private network for sharing information and resources “inside” an organization. 

An intranet helps address the challenges associated with disconnected information and workflows and becomes a centralized, digital place for employees to easily access tools, resources, and information about the organization that are secured but available. 

An intranet addresses these challenges by increasing collaboration among workers, improving communication, and creating a sense of belonging with a remote and increasingly distributed workforce. Today, many modern companies are utilizing intranet platforms to help keep remote employees connected and engaged.

Better engagement means employees:

• Collaborate more easily.
• Drive positive innovation ideas.
• Stay longer with the company.

Best Practices for Modern Intranet

In the past couple of years, we have seen intranets evolve from a digital bulletin board to a collaborative platform where employees connect to their information and processes. Below are a few examples of how to utilize an intranet in an effective way:

Enabling connected communication

Rather than responding to multiple emails or apps, the intranet can be your single source of truth. HR communications, company news, and leadership messages all exist in the dashboard – no one will complete each update. Employees log into one source for everything, making it more efficient to find information and greatly reducing miscommunication and wasted time.

Facilitating collaborative interactive feeds

Gone are the days of one-way, top-down messaging. Interactive activity feeds give employees a way to comment, share ideas, and ask questions in real time. Teams can share team wins, provide peer feedback, and brainstorm in community spaces. Two-way conversations build inclusion and create acknowledgment and transparency.

Streamlining workflows with integrated tools

When all chat, video conferencing, storage, and calendar tools are all in one intranet, employees will spend much less time switching to different tools and searching for documents. For example, project teams could start a video call from the intranet, share project documents saved in the cloud back and forth during the call, and then text chat messages back and forth in a central chat conversation about the project, while also managing the organization and timelines on the project management tools.

Assigning a dedicated space for teams/projects

 Each team or project has its own part of the intranet, which includes shared to-do lists, common calendars, and library access. Each team or project has their own space, it will reduce information congestion on the intranet and keep similar information and teams focused on their respective projects on one page. Teams and projects will know exactly where to go for their team updates and team resources, with preventing going through numerous emails and or chat streams.

Getting easy access to people through directories

 A searchable directory simply makes it easy to identify the right person fast. Need a subject matter expert? Simply search the directory by skills, projects, and or even roles, and you will quickly find contact information to reach them. This creates a collaborative shared experience across departments and offices—easily connecting remote teams.

How Infince Intranet Fosters a Connected and Engaged Workplace

In the modern workplace, we all seek connection, clarity, and convenience; Infince Intranet delivers all three.

• Infince is a unified employee communication tool that connects data, team members, and workplace tools into a single space, keeping it secure while enabling the easiest collaboration possible with colleagues in real-time, from anywhere.
• With company-wide communication boards and team dashboards, you can help inform, communicate, and relate to everyone across your organization to keep the messages from your senior leaders, events, company announcements, and policies consistent, instead of having pockets of communication on the different communication tools of your organization. 
• Workplace feeds and team spaces create opportunities to engage since your employees will be able to share updates related to colleagues, quickly react, and collaborate on projects—right there from their personal dashboard. This also provides an avenue for teams that are in a distributed workforce situation or a hybrid situation to leverage a collaborative experience. It keeps employee engagement levels high with workplace comms versus switching pages to page in a multi-app environment. 

Frequently Asked Questions About the Infince Intranet Solution

Can employees use Infince on the go?

Yes, the Infince Mobile App allows employees full access to communication boards, team spaces, documents, and dashboards from anywhere. Even field staff and those who work remotely can now collaborate and message coworkers, and manage their updates in real-time with their cell phones.

How secure is the Infince intranet?

Infince operates from a dedicated private cloud, while using encryption, role-based permissions and controlled sharing of information within Infince to protect the company’s data. Therefore, the risk of internal leaking or third-party breaches is eliminated.

How does Infince benefit remote or hybrid teams?

Remote teams can access company resources, announcements, and collaboration tools anywhere and anytime. Interactive feeds and communication boards keep remote employees engaged with company culture. Direct chats, meetings, and shared drives allow teams to stay on track and keep work flowing without delays, should remote work be done.

Does Infince make it easier to onboard employees and collaborate across teams?

Sure does! New employees will have access to the company policies, directory, and communication threads beginning the first day on the job; therefore, the top reason for not onboarding employees is eliminated. Each team has its own team spaces to collaborate within their departments without crossing over projects to manage. This leaves projects organized and transparent.

Can external stakeholders or clients securely use the intranet?

Yes, Infince enables controlled guest access for partners or contractors, allowing them to view and collaborate on designated materials without exposing internal data.

Conclusion

Adhering to these intranet best practices is essential for creating a connected, engaged, and productive workplace in today’s hybrid work environment. By streamlining communication, fostering collaboration, and providing easy access to resources, an effective intranet bridges the gaps caused by remote work.

When implemented well, an intranet improves employee experience and drives organizational wins. To get a sense of how Infince’s unified intranet platform can transform your workplace, request a demo today. Take the first step towards building a more engaged workforce. Request a free demo with Infince today!

Lately, businesses have been rapidly adopting cloud productivity apps as the pandemic and other digital transformation efforts have fostered their progression. While this is certainly a positive trend, it also represents a universal business challenge of managing costs while increasing productivity. 

Many organizations have, in fact, been impacted by increased cloud costs–even if collaboration improves and speed of execution increases–with estimates showing that companies spend $3.86 on average for every $1 spent on cloud infrastructure, but 62% without adequate cost controls go over budget. 

Flexibility, scalability, and cost efficiency define modern business success today. Cloud based productivity apps sit at the center of this massive shift. They supply a workplace for communication, collaboration, and data in a single, secure, accessible hub. 

What Cloud Productivity Apps Actually Solve

Cloud productivity apps consolidate all your work tools into one integrated ecosystem hosted securely in a professional data center. Instead of being disjointed services across your work life, your email and documents and calendar and meetings, and file storage all work fluidly as part of a single platform.

Benefits of Cloud Beyond Convenience

The benefits of cloud productivity platforms go well beyond convenience. They address the core pain points that slow down enterprises and decrease employee productivity. The critical difference between a collection of cloud apps and an actual productivity platform is integration.

While a generic cloud storage lets you access files, cloud productivity platforms connect your files with your communications, your tasks with your calendars, your documents with your approval workflows. Which means, everything functions as one coherent system.

Four Ways Cloud Productivity Apps Transform Workflows

1. Centralization that drives collaboration

With centralized access, employees can log in once and locate documents, applications, and collaboration tools rather than searching through a number of different systems. For example, finance can access relevant spreadsheets, marketing can access messaging and campaign materials, and operations can access procedures. What’s more, all without asking IT for permission or waiting for access to be provisioned across multiple platforms.

By centralizing everything, you have eliminated the version control nightmare! 

When everyone is contributing from the same document repository, there is only one “final version,” rather than somewhere between one and ten “drafts” on your local drive and in email! The versioning system maintains version control by clearly tracking who made which updates and, more importantly, when and why!

• Your legal team can now stop emailing contract versions back and forth. 
• Your finance team maintains one approved budget spreadsheet instead of 12 different interpretations. 
• Your marketing team launches campaigns with current copy, not outdated content from an email attachment.

2. Enhanced communication and collaboration across teams and locations

The purpose of integrated cloud productivity tools is to support the communication and collaboration model of distributed work. Your team in the Singapore office can seamlessly work with anyone from your office in New York in real-time. The platform integrates video calling, instant messaging, and document co-editing rather than requiring a whole toolbox of independent tools for those tasks.

• Scheduling is automatic instead of several days of back-and-forth emails.
• The calendar system knows everyone’s availability and automatically manages invitations. Meeting minutes, action items, follow-up documents, etc., are what lives in the meeting content, ensuring no details get lost.
• Even decisions that occur in the meetings do not require separate documentation in another system because everything is connected.
• Instead of devoting half of a workday to 15 scheduling emails, your exact same project now takes an additional 2 minutes to schedule. You project commences on day 1, instead of day 5.
• Follow-ups happen automatically instead of being lost in someone’s inbox.

3. Safety of stored data and intelligent access control

Security improves automatically when you bring together multiple platforms. Business-class cloud platforms invest in encryption, compliance, and security infrastructure that most organizations cannot provide. The security of your data is extended when it is stored, and during the transmission of data across networks. As a result:

• Access control becomes very easy.
• You define the roles once, and apply them universally. If a person changes a role, or leaves the business, you simply update access in one place as opposed to searching admin panels.
• The system guarantees no one retains access that they should not have, eliminating the blind spots to security that will occur from a fragmented environment.
• Compliance audits become much simpler as you can track a single source of truth for permissions.

4. Flexibility to scale with business growth

Your infrastructure adapts to your actual needs instead of forcing you to forecast the future. Adding 100 new employees won’t really trigger hardware purchases or complex provisioning nightmares. You add users to the platform, and they’re immediately productive.

• Storage scales automatically. 
• Seasonal projects that generate terabytes of data expand capacity temporarily and contract when the project ends.
• You pay for what you actually use rather than provisioning for peak scenarios that occur infrequently.
• You hire fast without IT becoming a bottleneck. You open new offices without building infrastructure in each location. You launch ambitious initiatives without capacity planning creating delays.

The Bigger Takeaway: How Cloud Productivity Apps Boost ROI 

The return on cloud productivity apps comes from multiple sources that compound over time. 

• Cost reduction appears immediately. Moving from 200+ separate vendors to a consolidated platform dramatically cuts software licensing expenses. 
• You eliminate duplicate tools, reduce vendor management overhead, and gain transparency into actual usage. Leveraging technologies for workflow optimization and enterprise efficiency solutions is also a key goal, though not necessarily one desired to consider within a cost structure. Cloud based productivity apps provide a cost-effective method for that simplification.
• Productivity increases come in an incremental manner across your available resources. Employees will be able to save time on information locating, access requests, and tool integration support. 
• Employee retention improves. When tools work smoothly, employees enjoy their work more. They don’t waste hours toggling between incompatible systems or searching for lost documents. Better tools signal that your organization invests in making their work life better. 

How Infince’s Cloud Productivity Apps Can Make a Difference for Your Business?

• Infince Intranet transforms how your organization communicates internally. Rather than having important information broken down across email, shared drives, and other platforms, your company information exists in one hub that is searchable by the employee. This allows employees to find what they need in seconds instead of emailing someone to ask them what drives it on. Net net – new employees get up to speed faster. Knowledge doesn’t lose its value or get lost when people leave.

• Infince Drive provides secure file storage with automatic access control based on your organizational structure. Your files are always protected, and permissions sync with team assignments. No more manual access provisioning or security vulnerabilities from overly permissive sharing settings. File lifecycle management happens automatically.

• Infince Calendar and Meeting make scheduling effortless and remove the chaos from meeting management. Create video meetings straight from your calendar and avoid calendar conflicts. Get a quick glimpse of the availability of your meeting attendees and reserved meeting rooms. Enable hassle-free meeting management without separate booking systems. Also, attach document links to meeting schedules, so that attendees arrive at meetings with context instead of scrambling to understand what’s happening.

• Infince Task connects work assignments with deadlines, dependencies, and team capacity. Your team always knows what needs doing, who’s responsible, and what blockers exist. Progress visibility prevents the communication breakdowns that cause missed deadlines. Managers see where projects are lagging before they become emergencies.

How to Get Started With Infince

Fragmentation isn’t just a technology problem anymore—it’s a strategic disadvantage. Your team can’t move as fast as more streamlined organizations. Your IT team spends resources on maintenance instead of innovation. Your employees work with systems designed to operate separately rather than together.

The Infince Workplace Bundle makes this integration practical and delivers results you can measure from day one. Start with a single team, see the difference, and expand as the benefits become clear. Your organization deserves tools that work together as well as your people do.

Start your 14-day free trial and discover what’s possible when cloud based productivity apps actually work as one system.