One place for corporate knowledge and communication: the digital transformation of Decathlon Poland with Workai

The intranet at Decathlon Poland, one of the country’s largest sports retail chains, has become the central hub for corporate knowledge and communication for 3,500 employees across stores, warehouses, and the headquarters. As a geographically distributed organisation with many locations and diverse roles, Decathlon needed a solution that could organise content, unify communication, and give every employee quick, reliable access to essential company information.

Facing the challenge of a fragmented and outdated intranet, Decathlon decided it was time to rethink how internal communication should work. The company partnered with Workai – a ready-to-use employee experience platform – to create a clearer and more connected digital workplace.

With Workai, employees now have one central, intuitive space where they can quickly find what they need, share information easily, and understand key processes and goals, no matter where they work or what role they have.

The challenge: Unifying corporate knowledge and communication across the entire organization

Managing internal communication across dozens of locations, from stores and warehouses to the headquarters, was a major challenge for Decathlon. The core issue was the lack of a single, central place where employees could access up-to-date and reliable information. The previous intranet, built on Google Sites, was highly fragmented: each department maintained its own pages, often containing duplicated or outdated content, which forced employees to search across multiple places just to find what they needed.

This level of decentralization made it difficult to maintain a smooth flow of information and consistent communication across the organization. The lack of a clear information architecture, combined with limited search capabilities, meant that everyday tasks took longer and important content was often hard to find.

In addition, the previous solution made it difficult to tailor content to different audiences, such as team leaders, store employees, or customer service teams, which reduced the relevance and effectiveness of internal communication.

It was also challenging to assess which content actually reached employees and which areas required improvement. As a result, Decathlon needed not just a new intranet, but a coherent system for managing communication and knowledge that could evolve alongside the organisation.

Key implementation goals:

• replacing the legacy intranet with a modern, scalable solution,
• centralising communication and company knowledge,
• organising and standardising content,
• creating an intuitive information architecture for all employees,
• ensuring quick access to documents, procedures, and tools.

The solution: Workai – one unified digital workplace

Decathlon needed a tool that could replace its fragmented Google Sites–based setup with a modern, consistent, and intuitive intranet designed to support corporate knowledge and communication. Workai provided not only a way to organize content, but also an opportunity to fundamentally change how internal communication works.

A key part of the implementation was a detailed audit of existing pages, followed by the design of a new information architecture – clear, logical, and based on real user needs. As a result, Decathlon moved away from department-based content structures and introduced a single, shared framework, with a common employee space and dedicated areas for specific roles.

After the audit, training sessions were held for three large groups of employees responsible for content migration. Thanks to their strong technical skills, this phase ran smoothly and allowed the team to quickly start populating the new intranet. The Workai team then recreated the full information architecture in the production environment, while editors from different areas filled it with the content required for launch.

Workai also enabled the creation of two complementary knowledge bases: a general one for all employees and a specialized one for customer service teams. Both were designed to support fast search and easy navigation, even for employees working in the fast-paced store environment.

From a technical perspective, flexibility and adaptability were key. Workai supports single sign-on (SSO) in line with the organization’s standards, integrates with Google Workspace, and meets security requirements. For store and warehouse employees in particular, the mobile app played an important role, giving them access to information from a phone or tablet.

As a result, Decathlon created a single, coherent and easily scalable digital environment — one that meets current communication needs while providing a strong foundation for future growth in content, features and processes.

The Result: faster access to information and more consistent communication

The implementation of Workai at Decathlon Poland fundamentally changed how employees access corporate knowledge and communication across the organisation. Replacing a fragmented Google Sites–based setup with a single, structured intranet gave every employee, regardless of location or role, fast access to up-to-date content, documents, and procedures.

The new intranet has significantly improved day-to-day work across teams. A clear information architecture combined with an AI-supported search experience allows employees to quickly find the resources they need, reducing the number of ad-hoc questions directed to other teams and increasing employee independence. High platform usage and a growing number of searches show that employees now treat the intranet as a core work tool.

Thanks to Workai, we finally brought structure to communication across the whole organisation. We moved away from scattered sources to one reliable place where employees can easily find what matters to them. This has led to more consistent messages, better visibility of content, and a real, day-to-day impact on how people work in stores, warehouses, and at headquarters.

Monika LembasInternal Communication & Employer Branding Expert

Workai also helped bring greater consistency to internal communication. Company-wide information is now published in one central place, while personalized sections make it easier to deliver relevant content to specific roles, such as team leaders or customer service staff.

The intranet also includes a dedicated section for weekly commercial reports, allowing all employees to stay up to date with performance across the entire retail network.

An important cultural element of the platform is the Nominations section, which highlights employee achievements and encourages peer recognition. Regular activity in this area confirms that the intranet serves not only as an operational tool, but also as a space that strengthens relationships and reinforces company identity.

As a result, Decathlon gained a cohesive digital workplace that connects all locations, streamlines corporate knowledge and communication, supports operational efficiency, and strengthens employee engagement across the organisation.

Lessons learned

• A clear information architecture and moving away from department-based pages made it significantly easier for employees to find content and reduced the time needed for everyday tasks.
• Strong involvement from the Decathlon team — especially during the content audit and rollout communication — was key to a smooth content migration and rapid adoption of the new intranet.
• Close collaboration with the IT team and the headquarters in France made it possible to meet complex technical requirements and build a stable, secure environment.
• A well-planned internal launch campaign, including the use of the “Seeker” character, supported user education and helped drive engagement from day one.

Knowledge is one of the most valuable currencies in any organisation. That’s why access to it must be immediate and intuitive, because many critical business processes start there. The tools an organization uses shape the speed at which information moves, while intranet architecture determines how easily employees can find what they need, and search defines how quickly they get to it. Together, these elements set the pace at which the entire company operates.

Łukasz SkłodowskiCEO and co-founder of WORKAI®

A well-designed intranet shows that clarity and centralization of corporate knowledge and communication can genuinely change how an organization operates. A single, trusted source of knowledge simplifies everyday work, strengthens communication, and makes collaboration easier for distributed teams.
The experience of organizations implementing modern intranet platforms confirms that success depends not only on technology, but also on consistent content governance and the gradual evolution of the solution in line with how employees actually use it.