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How AI makes your intranet even more powerful

How AI makes your intranet even more powerful

Sept. 10, 2024 – Bo – Microsoft 365 Business Consultant

Bo van der Linden

Bo van der Linden

Microsoft 365 Business Consultant

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AI is everywhere these days and is no longer a temporary hype. It has become an integral part of modern business operations. This can be frightening, there are already so many possibilities and AI is developing sight with great speed. But these developments are not stopping and AI is here to stay. That’s why we want to harness its benefits and show you how to use AI to your advantage. After all, the real power of AI is in making your work and that of your customers easier.

One of the ways to harness the power of AI is in your organization’s intranet. In this blog, we’ll show you what’s already possible and how you can easily implement these capabilities.

Why you should invest in AI for your intranet now

Rapid advances in technology make it important to invest in AI now and integrate it effectively in the workplace. Starting with your intranet is an accessible way to familiarize employees with AI in the systems they use every day.

An AI-driven intranet can streamline processes, make information more quickly accessible and improve the user experience. This saves time, reduces errors and increases productivity. Investing in AI supports your employees with more efficient tools and makes finding crucial information and people faster and better.

What does Microsoft 365 offer by default with AI?

Microsoft 365 has taken a quantum leap in improving the user experience within digital work environments, including intranets, with the introduction of Copilot. Among other things, Copilot is designed to support employees with routine tasks. Here are some of the key AI functionalities available by default in Microsoft 365:

  • Content creation and automation: Copilot helps automatically generate and summarize documents such as news releases, policy papers and presentations.
  • Smart search: With AI-based search, you can ask questions such as "Find the latest quarterly report" and quickly get the right documents or information. This makes searching more intuitive and efficient.
  • Automatic insights and updates: Copilot analyzes documents and offers suggestions or updates based on new information. This ensures that your intranet is always up-to-date without manual maintenance.Automatic insights and updates: Copilot analyzes documents and offers suggestions or updates based on new information. This ensures that your intranet always stays up-to-date without manual maintenance.
  • Collaboration efficiency: AI supports collaboration in tools such as Word and Excel by automatically generating content and analyzing data, allowing teams to focus on more important tasks.

Additional possibilities with Fresh

If you use Fresh Intranet, there are even more benefits you can take advantage of. Fresh Intranet offers additional AI capabilities beyond what Microsoft 365 offers by default. FreshMind adds functionalities such as:

  • Person search via AI: Easily find colleagues based on skills, projects or even availability simply by typing in a query. This is ideal for larger organizations where the right expertise is often hard to find.
  • Document Chat: Instead of scrolling through long documents, a simple question like "How many vacation days do I have this year?" can give you the answer instantly. FreshMind extracts the relevant information from documents and delivers it within seconds.
  • Automatically update metadata: FreshMind helps intranet administrators by automatically suggesting tags and categories, making content more searchable and always up-to-date.

Practice

AI is already widely used within intranets to streamline processes and make work easier for employees. From faster access to information to more efficient document management, the possibilities are broad and immediately applicable. Here are some concrete examples of how organizations are deploying AI within a standard SharePoint intranet and Fresh.

  • Accelerating onboarding: New employees can find the right colleagues for specific questions faster thanks to AI. By simply asking a question, such as "Who is the project manager for client X?", AI puts them directly in touch with the right person without having to search through long staff lists.
  • Smart document management: AI helps manage large volumes of documents by automatically adding metadata, categorizing documents and bringing up relevant files. This saves employees time and ensures consistent document structures across the intranet.
  • Automating routine tasks: Instead of intranet administrators manually creating content, AI can automatically suggest news releases, memos or policy documents. This reduces the workload and significantly speeds up the publishing process.
  • Internal knowledge sharing: AI can better unlock internal knowledge by quickly finding relevant content based on natural language queries. Ask a question such as "What are the latest guidelines for working from home?" and AI instantly pulls up the appropriate document, including the relevant passages. This helps employees quickly find the information they need without wasting time searching.

Are you ready to upgrade your intranet with AI? Invest now and discover how to streamline processes, increase efficiency and support your team with the latest technology. We’ll help and support you every step of the way and make sure you successfully bring it to the workplace!

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