90%
Adoption in first week
+146%
Site visits in first 90 days
The old intranet that the council was using was aging. It was about ten years old and had mainly become a storage space where it could be difficult to find files. It no longer met the needs and uses of users and administrators. So, the council decided to start from scratch to create a more efficient intranet for communicating information and sharing documents.
Challenges
Internally, the council has 650 agents with very different profiles (teachers, ballet dancers, artists, performance technicians, field agents, and administrative agents) spread over some 20 sites in the metropolitan area.
This meant they needed to connect office and field employees within a single platform.
“We wanted to create an intranet to make information accessible to everyone, even ‘offline’ agents.”.
Head of Internal Communication
Objectives
Communicate in a more impactful way
With office and field employees in a single platform
Simplify access to resources
Easily find the councils documents and information
Bring all employees together
Connect all employees and engage them in the council culture
Personalize the experience
To the councils desired branding and experience
The council wanted to create an intranet with different aspects.
First, they wanted to make information accessible to everyone, even to “deskless” agents. Today, their 650 agents can access the intranet by logging in with their e-mail addresses. Mobile agents can access the intranet from their smartphone or tablet.
Secondly, they wanted to have a section dedicated to resources, both documents and work tools.
Thirdly, they wanted to encourage exchange and conversation between agents, on professional and extra-professional subjects. The council continues to support its agents in this aspect in order to make the intranet their main exchange space.
Today, they have also chosen to limit access to the back office to a few departments and divisions.
Communication department: to enrich the part focused on information and news
Human Resources: for HR news, announcement of new arrivals or departures
Archives and documentation department
IT department: for the more technical part
Results & impact
+87% Employees have adopted Powell Intranet for its ease of contribution to collective intelligence
Powell Intranet features that users love:
- Access to targeted information based on role or department
- Integration time for new employees
- Quick access and sharing of information
- Ability to communicate and share information across the organization
Conclusion
This case study illustrates the transformative power of a well-executed intranet project. By addressing the challenges of an outdated system and the diverse needs of its workforce, the council successfully launched a vibrant digital workplace. The impressive results, including high adoption rates and increased site visits, demonstrate the intranet’s effectiveness in enhancing communication, improving access to information, and fostering a stronger sense of community among employees. This initiative not only modernized the council’s operations but also empowered its agents with the tools they need to thrive in their roles.
