Why intranets fail reason #6: Content is outdated and irrelevant

This is part five of our “Why intranets fail” series. Read parts one, two, three, four and five.

The company intranet is meant to be a reliable source of information, resources and internal communication. And while your intranet might get off to a strong start, all too often it ends up a content dumping ground instead. When useful information gets buried beneath outdated or irrelevant content, employees lose trust in the platform.

Stale content is one of the primary reasons why intranets fail.

In fact, more than 15% of Simpplr research respondents expressed frustration with their intranet’s content management and said they would update it if they could. And it’s no wonder — managing content manually is inefficient and ineffective.

Your intranet content can make or break employee engagement. Over time, intranets accumulate so much useless content that it clutters the platform, making it harder for employees to find what they need. And once they stop using the intranet as a go-to resource, productivity and engagement take a hit.

So, how do you prevent your intranet from becoming a digital landfill? The most effective intranets leverage AI-powered governance and content moderation to increase efficiency and productivity and to create a more positive employee experience (EX).

The role of AI in content moderation for intranets

Keeping content fresh, relevant and up-to-date is crucial for the success of your intranet. But few teams have the bandwidth to manually review, archive and update every piece of content. The most effective way to reduce stale content is through intranet content auto-governance and content moderation. 

Content moderation and auto-governance act like filters, automatically reviewing and screening content to ensure that nothing inappropriate or outdated is visible. Think of it as having a smart assistant that’s always working in the background:

• Auto-governance automatically archives content when it becomes outdated, so you don’t have to worry about irrelevant information clogging up your platform.
• Notifications are sent to content authors when updates are needed, ensuring the right people take action without constant reminders from intranet program managers.
• Popular content stays front and center, thanks to audit and tracking capabilities that ensure high-traffic materials don’t get overshadowed.
• Automated content moderation flags questionable materials for review to ensure compliance with organizational policies and standards. 

32% of employees make wrong decisions due to being unaware of corporate information.

An intranet solution with AI-powered content moderation and auto-governance does the heavy lifting so you can focus on more strategic EX efforts.

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Benefits of AI-powered content governance

High-performing intranet programs rely on AI for auto-governance and content moderation, streamlining the process and reducing the burden on admins. Content moderation for intranets ensures that what employees find is always trustworthy, compliant and relevant to their work.

Digital clutter refers to an excessive, disorganized accumulation of files, emails and data that make it hard to find what you need when you need it.

Here are a few ways content moderation can enhance your intranet:

• Reduced workload: AI automates time-consuming tasks like archiving stale content and moderating inappropriate material, freeing up moderators for more strategic work.
• Cost savings: By removing unnecessary content and keeping only what’s useful, companies can reduce the total cost of ownership (TCO) of their intranet.
• Enhanced compliance: AI ensures content aligns with organizational policies and compliance standards, reducing the risk of legal or regulatory issues.
• Standardized quality: Maintains a consistently professional tone and message across all internal content.
• Better employee engagement: Employees are more likely to use the intranet if they trust the information is relevant and up-to-date, leading to higher levels of engagement.

Whether it’s archiving old content, filtering inappropriate material, or ensuring compliance, AI keeps your intranet clean, professional and functional.

Related: The high TCO of a stale, outdated intranet – and why you should modernize it

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Content auto-governance boosts employee engagement

Imagine your employees searching for a key document only to find old, irrelevant information. It’s frustrating and time-consuming, and over time, they’ll stop relying on the intranet altogether.

47% of digital workers struggle to find the information needed to effectively perform their jobs.

One of the most direct benefits of AI-powered intranet governance is the ability to enhance employee engagement with your intranet. If employees trust that the intranet is valuable, they’re more likely to use it regularly.

AI-powered content governance for intranets makes this possible with advanced capabilities, including:

• Audit and tracking capabilities ensure that popular, useful content stays visible.
• Real-time analytics weed out content that employees don’t engage with, so only the most relevant information remains accessible.
• Version control ensures that teams can access archived versions if needed, without cluttering up the active intranet.

AI doesn’t just clean up your intranet — it makes it a tool employees actually want to use, increasing engagement and overall productivity.

Related: 17 intranet best practices to raise employee engagement

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Manual content governance still matters

Even with AI, there’s no replacing the human element. While AI handles the heavy lifting of automated intranet content management, intranet managers still play a crucial role. They should be proactive about refreshing outdated materials to ensure nothing lingers on your intranet for too long.

Here’s how intranet program managers can complement AI in content management:

• Ensure ownership by encouraging site managers and domain experts to regularly review their content.
• Monitor usage with analytical tools that help track what’s working and what isn’t. Metrics like content engagement and common search terms can guide content creation and updates.
• Focus on quality over quantity by encouraging content creators to prioritize relevance and utility. When it comes to managing intranet content, less is more.

Automated intranet content management enables publishers to set a date for when content should be automatically archived or manually reviewed for relevance.

In combination with AI, these practices ensure that your intranet remains a clean, efficient digital work hub that employees can rely on.

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Conduct a gap analysis to improve intranet content

To keep your intranet fresh, consider conducting a gap analysis. This process helps you identify the disconnect between what employees think is important and what they’re actually searching for. By understanding these gaps, you can better define what should go into your intranet and reduce unnecessary noise.

3 steps for a successful gap analysis:

1. Analyze search data to see what employees are looking for most frequently.
2. Survey employees to gather feedback on what they find helpful versus what’s missing.
3. Prioritize content based on this feedback to ensure your intranet reflects the real needs of your workforce.

This process not only declutters your intranet but also helps you create a more personalized and efficient experience for users — driving engagement and productivity.

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Future-proof your intranet with auto-governance

Intranets can be more than just storage spaces — they have the potential to be valuable digital workspaces for engagement and productivity. If your intranet feels more like a junk drawer than a trusted resource, it’s time to take action. AI-powered intranet governance and content moderation can transform your intranet into a platform employees rely on and appreciate.

The future of the digital employee experience lies in leveraging AI to maintain a clean, efficient and engaging intranet.

By investing in an AI-powered intranet platform, you can create a digital hub that empowers your workforce, improves productivity, and enhances employee engagement.

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How Simpplr can help

Simpplr’s AI-powered employee experience platform was built with one mission in mind: to make intranets easy to manage and a pleasure to use. Our consumer-grade UI is designed to make intranet content accessible and engaging, without the clunky folder structures, buried information or content sprawl that plague traditional platforms.

The Simpplr Auto-Governance Engine™ automatically notifies you to review files that haven’t been touched in a while, keeping content relevant without the manual effort. This helps streamline your digital workspace so it’s functional and fun to use. 

Intranet owners and content creators can also make informed, in-the-moment decisions based on real-time feedback. Every site manager and content owner has access to analytics, providing insights on what resonates with their audience. This means you aren’t just managing content — you’re able to act on data, measure engagement, and improve based on what employees truly need. 

Request a demo today to learn more.