Intranet for government: Ministry of Infrastructure improves internal communication with Workai

The Ministry of Infrastructure is one of Poland’s key governmental institutions, responsible for shaping and implementing national policies related to the country’s transport system, maritime and inland waterways, and shipping. With over 900 employees across several departments, the Ministry is a modern organization that needs advanced tools to effectively support collaboration, knowledge management, and communication between teams and units.

Challenges of digital transformation

The intranet launched in 2015 proved to be insufficient and no longer met the evolving needs of employees. The internal site functioned mainly as a bulletin board with attachments, offering no real opportunities for staff to engage with content creation. This led to communication and knowledge-sharing inefficiencies. Among the key challenges were:

• an outdated interface,
• no mobile access to published content,
• cluttered information architecture,
• an ineffective search engine,
• a complex content creation process unsuitable for non-technical users,
• lack of content personalization,
• no analytics or insight into user engagement.

Recognizing the limitations and inability to scale the old intranet, the Ministry’s IT team began looking for a modern, comprehensive intranet platform.

Clear goals and agile execution

To select the best-suited solution for the organization, a 28-person project team was established. Through a series of workshops and consultations, the team defined a clear set of requirements for the new platform, including:

• quick and easy installation,
• short implementation time,
• modern, customizable design,
• intuitive interface for non-technical users,
• mobile accessibility,
• personalized content based on user groups,
• analytics and user interaction tracking,
• advanced search capabilities,
• feedback channels to collect user input and suggestions.

Market research led the team to a platform that met all these criteria without the need for additional development – Workai. Importantly, the platform was fully configurable, making it possible to tailor the system to the Ministry’s specific needs. It also complied with the strict security standards required of a government institution.

Result: a modern digital workplace at the Ministry of Infrastructure

With Workai, the Ministry introduced a wide range of new tools to support knowledge sharing, communication, and collaboration. Key elements of the new portal include: internal news service, knowledge base, events, training, project sites, organizational structure, internal social media, and newsletters – forming a complete digital workplace solution.

The new internal communication platform includes several innovative features, such as:

• private project sites with restricted access to files and messages, supporting collaboration and project management,
• dedicated tools for remote work, including integrated video conferencing,
• personalized content and links,
• user interaction features – including comments, reactions, sharing, and bookmarks,
• an interactive employee directory aligned with the organizational structure,
• newsletters tailored to individual users’ interests.

Leveraging the knowledge gained through workshops and the flexibility of the new platform, the project team designed a new information architecture and migrated the existing resources into the updated knowledge base. The site now supports employees in every aspect of knowledge management.

Centralized communication and streamlined information flow

The new intranet platform centralized internal communication. As a digital workplace solution, Workai proved effective for both on-site and remote employees. It enables top-down, bottom-up, and peer-to-peer communication – whether work-related or more informal. One of the major advantages is the interactivity, which encourages employees to engage, share knowledge, and build a sense of community.

The implementation of Workai at the Ministry of Infrastructure proves that the public sector also needs modern, efficient tools to support internal communication and knowledge exchange. The project’s success was recognized with the prestigious Golden e-Shield award. We’re proud that a solution designed and developed in Poland – and one that can compete with the world’s top platforms – is being successfully used within public administration.

– says Łukasz SkłodowskiCEO & cofounder of Workai

Thanks to the intuitive content editor, internal editors can now quickly create engaging and interactive content with multimedia. For remote employees, the ability to participate in online events via Microsoft Teams has been a game changer. The Ministry also gained an internal forum where employees can start discussions, ask questions, or promote initiatives. Signing up for events is now easier thanks to a synchronized calendar that supports both in-person and online formats.

Workai has significantly improved the employee experience and streamlined communication and knowledge management processes – meeting all the goals set by the project team.