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7 Ways to Improve the Digital Employee Experience
A positive digital employee experience isn’t created through a one-time effort. It’s shaped in everyday life—in meetings, systems, information, leadership, and the little things that make the job easier or a little more cumbersome than it needs to be. For organizations that want to attract, engage, and retain employees, this is therefore an issue that affects the entire company. Here are seven areas that can make a real difference.
1. Make it easy to find the right information
Few things steal as much time during the workday as unnecessary searching—for the right document, the latest meeting minutes, a phone number, or that page you’re pretty sure exists somewhere.
When information is scattered across multiple systems, folders, and channels, the workday becomes unnecessarily burdensome. A good digital workspace helps employees quickly find the right information, regardless of who published it or where it happens to be located.
A good search function, clear structure, and relevant content may not be the most inspiring things in the world, but they’re greatly appreciated on a stressful Tuesday.
2. Centralise your workday in one place
Most employees use many different tools during a typical workday. Email, chat, HR systems, documents, schedules, and case management all need to be accessible. This often results in multiple logins, numerous tabs, and a lot of clicking. A modern intranet can serve as a central hub.
There, employees can access their most important tools, get relevant news, and see what needs to be done. The goal isn’t to replace all the systems, but to connect them in a way that feels simple. Fewer detours and more time for important tasks.
3. Tailor the content to each individual employee
Not everyone needs to see everything. An employee in Gothenburg doesn’t always benefit from local operational updates from Stockholm. A manager needs different information than a new hire. And those who work out in the field often have different needs than those who sit at a desk.
By tailoring content to role, location, department, or interest, communication becomes more relevant. This reduces information overload for employees and makes it easier for them to see what’s important specifically to them.
4. Give everyone the opportunity to participate
Effective internal communication should not be one-way. Employees don’t just want to receive information. They want to be able to respond, comment, ask questions, and share knowledge.
When it’s easy to participate, the intranet becomes more vibrant. This can strengthen the sense of community, increase knowledge sharing, and make it easier to capture ideas from across the organisation. That doesn’t mean every news item has to spark a lively debate, but there must be room for more voices than just the sender’s.
5. Ensure a good user experience on mobile devices as well
Not everyone works at a computer. Many employees work in healthcare, schools, manufacturing, retail, or out in the field. For them, the cell phone is often the most important channel for accessing internal information. That’s why the intranet must work just as well on a small screen as on a large one.
It should be easy to read news, find contact information, view important announcements, and access key services—even when you’re on the go.
6. Use AI where it actually helps
AI can also help improve the employee experience, but only when it solves a real problem.
For example, it can help employees:
- find and summarise information
- get answers to common internal questions
- find relevant documents
- get support when creating content
- navigate between systems and services
The most important thing is that AI is based on quality-assured information and is used safely. The technology should reduce uncertainty, not create more of it. The best AI solution is therefore rarely the one that’s most visible, but rather the one that discreetly helps employees move forward.
7. Listen, Measure, and Improve
Working to create a positive employee experience is a project that’s never truly finished. Needs change. The organisation evolves. New work methods emerge, and old content quickly becomes less relevant. That’s why you need to monitor how the digital workplace is functioning. What are employees looking for? Which pages are used most often? Where do problems arise? What information is missing?
Combine user data with surveys, interviews, and feedback from the organization. This will give you a better picture of what’s working and what needs improvement. It makes it significantly easier to develop a digital workplace that actually creates value for employees.
Start with the Day-to-Day
It’s easy to think big when talking about the employee experience. Culture, engagement, digitalisation, and employer branding are all important elements. But improvement often starts with something very concrete.
Finding the right routine right away, understanding what’s expected, getting important information on time, or simply being able to do your job without unnecessary obstacles. When these elements work well, it creates a better workday. And many good workdays, in turn, lead to more satisfied employees.
Tip!
Want even more insights into how you can take the employee experience to the next level? Check out the case study below to see how Rikshem managed to transform its intranet from being virtually unused by employees to becoming Sweden’s best.