Intranet for field employees – digital transformation of internal communication at AESA with the Workai platform

Autostrada Eksploatacja S.A. is the company responsible for the operation, maintenance, and toll collection on the A2 motorway section between Świecko and Konin. This stretch is one of the most important road connections in Poland, linking the country’s western border with its central region and forming part of the European transport corridor E30.

The company’s day-to-day operations include not only infrastructure management, but also traveler services and ensuring traffic flow and safety. The Autostrada Eksploatacja team consists of around 600 employeesworking both in offices and in the field, including at motorway maintenance units as well as toll plazas and toll collection stations.

Facing the challenge of reaching employees working in the field, Autostrada Eksploatacja S.A. launched a project to digitize its internal communication. The key priority was to ensure easy access to information regardless of location and to create a space for engagement and dialogue for all employees.
In response to these needs, the company decided to implement the Workai platform – a ready-made employee experience solution. At AESA, the implementation covered modules such as Intranet, Knowledge, Connections, Mobile, and Forms & Tasks

The challenge: Digitizing communication and reaching field employees

Before implementing the Workai platform, the company did not have a central internal communication tool. Information was mainly distributed through a printed newsletter published once per quarter, and notice boards located across different sites. There was no fast, consistent, or mobile communication channel. An especially significant issue in an organization where a large portion of employees work in the field. The company also lacked the ability to measure content reach or tools for collecting feedback and building employee engagement.

Technology-related challenges were also growing. The organization did not previously have a user directory in Entra ID, which was required to launch the new platform and had to be built from scratch. There were also concerns about whether all employees, especially those with lower digital skills, would be able to log in and use the new tool without difficulty.

The organization needed a single, consistent place that would help organize content, simplify access to information, and reduce the time needed to find it. In addition, the lack of tools for two-way communication made it difficult to build dialogue within the organization.

The solution: Workai, a digital communication platform for both field and office employees

To address the challenges of fragmented communication and a dispersed workforce, Autostrada Eksploatacja S.A. decided to implement the Workai platform in a SaaS model. The project covered five modules: Intranet, Knowledge, Connections, Mobile, and Forms & Tasks, creating an intranet for both field and office employees, accessible on desktops and mobile devices. As no central communication tool existed before, the entire system and infrastructure had to be built from scratch.

The implementation began with a kick-off meeting and online workshops with the project team. Together, the teams developed the information architecture for the intranet and knowledge base, which was then formally approved by the client. At the same time, technical work was underway, including environment configuration and building the user directory in Entra ID, which was essential for launching the platform.

The client-side project team included representatives from PR and IT departments, responsible respectively for content consistency, training and content migration, and technical configuration of the platform.

Once the information architecture for the intranet and knowledge base was approved, a series of online training sessions were conducted for a group of editors. In the next phase, the AESA team began creating and migrating content with ongoing support from Workai consultants. Regular status meetings and thematic workshops (including intranet homepage and knowledge base design) allowed the teams to address challenges on an ongoing basis and refine details.

At the same time, the mobile app (Workai Mobile) and the internal social network structure (Workai Connections) were customized. To ensure a smooth onboarding experience, interactive tutorials were configured within the applications. Field employees were onboarded at their respective locations, with a dedicated AESA team providing hands-on support when needed, helping employees log in and install the app on their phones.

The implementation at Autostrada Eksploatacja was intensive, but very well planned. Launching the entire Workai platform in less than three months is a really strong result. At the beginning of the project, we worked with the client to design the platform’s information architecture completely from scratch. This is always a challenge, but also a huge opportunity, as it allows you to design a structure tailored to real user needs, without replicating old patterns.

– says Kamila ZarachowiczCustomer Success Manager, Workai

The results: A new space for two-way communication in less than 3 months

In less than three months from the start of the project, Autostrada Eksploatacja S.A. gained a digital space for internal communication. Social features such as comments, post reactions, and thematic groups enabled two-way communication and created room for bottom-up initiatives

At the same time, the new platform significantly improved access to information. In the first weeks after launch, as many as 47% of all visits to the platform came from mobile devices – clearly confirming how important convenient access to content was, especially for employees working in the field.

Despite the implementation taking place in an organization with varied levels of digital competence, the platform quickly began to fulfill its role as the new communication hub from day one.

The implementation of the Workai platform enabled Autostrada Eksploatacja S.A. to quickly create a modern internal communication environment accessible from all locations and across different devices, including computers and mobile phones. Employees gained one easy-to-access place with structured knowledge, up-to-date information, and the ability to share feedback. The organization received a modern tool supporting two-way communication and enabling the measurement of reach and communication effectiveness.

In the coming months, the company plans a campaign aimed at increasing activity within the internal social network available on the platform, as well as further developing content and features that support everyday work.