Modernizing Intranets: Improving User Experience with AI

Looking ahead, it's clear that artificial intelligence (AI) is going to play a big role in transforming intranets. While AI is already helping with the creation and quality assurance of content, we expect the next big step to be improving the user experience.

Traditional intranets often suffer from information overload, outdated content, and poor user engagement. In this blog post, we'll explore how AI can enhance the user experience by providing personalized content recommendations, improving search functionality, enhancing user interactions, and more. Let’s delve in!

Personalizing the User Experience with AI

User experience (UX) on intranets includes how employees perceive and engage with the solution, such as ease of use, efficiency, satisfaction, and overall value. A great intranet UX ensures that employees can easily learn and use the solution, find the information they need, and perform tasks efficiently.

One of the most exciting ways AI can improve intranets is through personalization. By analyzing user behavior, preferences, and interaction patterns, AI can recommend content that an end-user might find interesting or useful. This could include trending topics, news feeds, communities, posts from different departments, updated documents, and other relevant information.

Currently, we see AI being used to suggest articles to read, communities to join, and people to connect with. In the future, we expect more exciting solutions. For instance, personalized learning paths could include recommended courses, micro-courses, video courses, and training materials. Personalized dashboards could use AI to surface the most relevant tools, apps, indicators, teamwork updates, and information.

AI can also make notifications smarter. These alerts are essential for personal productivity but can overwhelm users if not managed properly. AI can tailor notifications to individual preferences and work patterns, reducing stress. Instead of bombarding users with updates, AI can prioritize and personalize notifications so that employees get the most relevant information at the right time.

Real-time translation is another area where AI can improve the user experience, fostering better collaboration across language barriers. AI can provide instant translation of documents, messages, and other content, helping to bridge communication gaps between employees in different regions.

Additionally, AI can help manage work-life balance by analysing usage patterns and suggesting optimal times for breaks, meetings, and focused work periods. This supports employee well-being and productivity.

Improving the Search Experience

Another really exciting development that we see emerge in intranets is conversational search. This innovation has the potential to revolutionize how employees interact with their intranet. While traditional chatbots can be helpful, they often fall short in providing the depth and precision of information that users need. An AI-powered search engine can deliver more accurate and intuitive results by understanding the context of user queries.

Unlike traditional keyword-based searches, conversational search allows users to interact with the search engine in a more natural, human-like manner. Instead of typing in specific keywords like "financial report Q1," users can pose more complex questions such as "present the financial report for Q1 and include a comparison with the figures from last year." The AI processes the entire query, understands the context, and delivers precise results.

This approach enhances the efficiency of finding information and makes the intranet more user-friendly and accessible. It reduces the need for users to remember specific keywords or navigate through various sections to find what they are looking for. By understanding natural language, the AI can cater to users who may not be familiar with specific terminologies or technical jargon, making information more accessible.

Moreover, conversational search can learn from user interactions over time, continually improving its accuracy and relevance. It can analyze previous search patterns, user preferences, and feedback to refine its algorithms, ensuring that users receive the most pertinent information quickly and effortlessly.

In addition to answering direct queries, an AI-powered search can also anticipate user needs by suggesting related content, documents, or contacts based on the context of their queries. For example, if an employee is searching for a financial report, the AI might also suggest related documents, such as budget plans, performance reviews, or contacts within the finance department who can provide further assistance.

The integration of AI in search functions also opens up possibilities for more sophisticated analytics and insights. Organizations can track and analyze search patterns to understand what information employees are looking for, identify gaps in content, and improve the overall intranet structure and content strategy.


Looking ahead, AI holds the potential to revolutionize intranets even further. With advancements in natural language understanding and predictive analytics, intranets can anticipate user needs, automate routine tasks, and provide actionable insights in real time. Imagine an intranet that not only delivers personalized content but also proactively suggests next steps based on user preferences and organizational goals, driving innovation and agility in the digital workplace.

However, to fully realize these benefits, organizations must address challenges such as content quality, privacy concerns, user adoption, and more. By doing so, they can unlock the full potential of AI-driven intranets and create a more engaging and productive digital workplace.

To explore how AI can transform your intranet and improve user experience, set up a meeting with one of our Omnia Coaches today. A meeting with an experienced expert is often a great first step when planning for a new or improved intranet.