Experience sharing: Confluence as intranet

[Liesbeth K_]

I would love to have a talk with any organization using Confluence (Cloud) as an intranet, to see whether it would be sufficient, or another tool (like Happeo) would be needed.

(We can also talk in German-French-Dutch-Polish, should that make sharing easier for you than English.)

[Kris Klima _K15t_ · Accepted solution]

Hi @Liesbeth K_ 

Funny thing is thate ever time Confluence is discussed in the tech writing circles, someone always says... Yeah, Confluence is good for intranets but... :D 

I built the intranet for my former company, on Confluence, with a twist ;) 

One space per team (HR, Finance, Marketing, Office Management, IT...)

Each team would have an owner, contributors, etc. Some teams took to the task better than others. That's human nature. And also question of governance and responsibility. But that's tool independent.

The twist was that I used Scroll Sites by K15t to actually build a static intranet website from that Confluence content. Why? Because the pages just looked much better than stock Confluence and we were already paying for the license, so why not :) 

Another option is to use Company Hub which I believe is standard on Confluence Premium.

I actually did build a prototype of the Intranet using Company Hub and the feedback was positive. I don't know how it ended thought as I left that company and I now work for for K15t.

[Arkadiusz Wroblewski]

@Kris Klima _K15t_ 

Definitely can relate, in my company we using Scroll Addons for documentation and many other things, it's a great tool and Worth it's money, my company using it very long time from the times Server instance.🙂🤠

Biggest trick for that everything are, People judging Tools but the thing is - everything depends which needs you have, your company and Apply them to your needs.

[Arkadiusz Wroblewski · Accepted solution]

Hello @Liesbeth K_ 

if you want to stay “Confluence-only”, Confluence Cloud can absolutely work as an intranet. The catch is: it works best when you treat it like a product with structure and ownership, not like a pile of pages that grows organically.

I can also Speak German, English, Polish so if you need help, feel free to reach out.

Here’s what has worked well for us (Cloud-specific, practical stuff):

1) Start with a simple structure (and don’t over-space it)

The biggest intranet killer is either “one space with everything” or “50 spaces and nobody knows where to go”.

A pattern that scales:

One main Intranet hub space (landing page + navigation + announcements)

A small number of “pillar” spaces (5–8 max), for example:

Company (strategy, org, leadership comms)

People/HR (policies, benefits, onboarding)

IT / Help (how to, access, tools)

Processes (how we work, templates, SOPs)

Teams (optional, only for teams that maintain content)

Projects (usually not intranet content — keep it separate)

The goal is: people can guess where something lives without thinking.

2) Build a real intranet homepage (not just “recent pages”)

Your home page should answer: “Where do I go, right now?”

What I like on the homepage:

Start here (top links: onboarding, policies, IT help)

Announcements (curated, not everything)

Popular pages (hand-picked)

Search bar front and center

A “Who owns this intranet?” contact section

Cloud is fast at publishing content, but without a proper “front door”, it feels like a wiki instead of an intranet.

3) Templates are your best friend

If every team writes differently, your intranet becomes messy and people stop reading.

I usually create 4–6 core templates:

Policy (purpose, scope, steps, owner, last review)

How-to (steps + screenshots, troubleshooting)

Onboarding page (first week, first month)

Process/SOP (inputs, outputs, roles)

Team page (what we do, how to contact us, key links)

This is one of the easiest “best practice” wins in Confluence Cloud.

4) Ownership + review cadence (the unsexy part that matters)

Intranets don’t fail because of tools, they fail because content goes stale.

Simple rule:

every critical page has an owner

and a review cadence (even “review every 6 months” is enough)

If you want to keep it lightweight, add a small line at the bottom:

Owner: @Name Review: quarterly / bi-annually

5) Permissions: default open, restrict only what must be restricted

Cloud intranets work best when they’re readable by default. If everything is locked down, people give up and go back to chat or email.

Restrict only:

HR confidential pages

legal / contracts

security sensitive material

Everything else should be “easy to find, easy to read”.

6) Make search work for you (small habits)

People will search before they browse. Help them succeed:

clear page titles (avoid “Process” / “Info”)

use headings properly (H2/H3)

don’t overuse labels, treat labels as light tags, not a parallel taxonomy

keep one “canonical” page instead of 5 duplicates in different spaces

7) Announcements/news: keep it curated

The “news feed problem” is real: if too many people publish announcements, it becomes noise.

Best pattern:

one “Announcements” area

limited editors (or a simple process)

short posts + links to the real page

“What changed” instead of long essays

8) Cloud reality check: what Confluence does well (and what it doesn’t)

Confluence Cloud is great for:

structured knowledge, policies, onboarding

templates and repeatable documentation

cross-linking, page history, collaboration

Where you might feel limits (depending on your expectations):

highly personalized “social intranet” feed experience

very advanced audience targeting/segmentation for comms

deep intranet analytics out of the box

But if your goal is “single source of truth” + “easy self-service info”, Confluence Cloud is usually more than enough, you just need governance.

[Tomislav Tobijas · Accepted solution]

Hey @Liesbeth K_ ,

Are you looking for anything in particular, or just want to learn more, generally speaking? I mean, are you having specific concerns with the implementation strategy?

Also, are you already using Confluence? I can see you're already a product/app admin on one instance (by the question tags).

I could probably share more info or insights, but I would like to see in which direction you're looking at 👀

Anyway, if you'd like or if you'd prefer to call more to discuss this on forums, feel free to ping me on LinkedIn, and we can schedule something from there 🙂

Cheers,
Tobi