Too many organizations begin evaluating intranet platforms by focusing on product features, technical specifications, or licensing costs. The process often starts with vendor demos and checklists, bypassing the most critical factor in long-term success: the people who will use the platform every day.
With 94% of organizations considering their intranet essential or necessary for internal communication and business performance, choosing the wrong platform can have lasting consequences. A feature-rich intranet may look impressive during a demo, but if it doesn’t align with employee needs, engagement will suffer from day one.
The reality is that intranet adoption hinges on how well the platform fits the habits, roles, and communication preferences of your workforce. Whether you’re replacing a legacy system or building a modernized digital workplace from scratch, choosing a tool without understanding how your teams work is a fast track to low usage, fragmented communication, and poor ROI. When employees are forced to work around an ill-fitting intranet, missed messages, and duplicated efforts become the norm.
That’s why the most effective intranet strategy doesn’t begin with technology. It starts with your workforce. Understanding who they are, how they work, and what they need to be productive creates the foundation for selecting a platform that supports your organization at every level.
In this article, we’ll walk through how to choose the right intranet platform by focusing first on your people, then on the tools that support them.
Key takeaways
- A workforce-first approach is essential to choosing the ideal intranet platform.
- Identifying employee personas helps match the right platform to real-world needs.
- Prioritize usability, integration, and flexibility over brand recognition or vendor hype.
- Aligning intranet features with workforce behaviours improves adoption and ROI.
What is the best intranet platform?
The best intranet platform depends on your organization’s size, goals, and workforce needs. Leading intranet options include Staffbase, LumApps, and Workvivo, but the right choice is the one that integrates with your existing tools, supports mobile and deskless workers, and makes it easy for employees to find and share information.
View our list of the best intranet platforms
How to choose the best intranet
Follow these 9 steps to ensure you select the right intranet software for your company.
1. Understand your workforce
Choosing an intranet isn’t just about technology—it’s about people. Before comparing features or pricing, define who the platform is for. When the intranet doesn’t match how employees work, adoption drops, communication suffers, and ROI disappears.
Why intranet planning should start with employees
Every team works differently. For example, frontline staff need mobile access and real-time updates, while legal or compliance teams value version control and governance. There’s no single “best” intranet—only the best fit for your workforce.
Avoid selecting software just because it integrates with your IT stack. That approach often frustrates users and reduces adoption. Instead, ask: What do employees need to do their jobs better?
Tip: Use our free intranet survey questionnaire to identify communication gaps and employee pain points.
Don’t let technology drive the decision
It’s tempting to choose platforms that align with existing systems like Microsoft 365 or Google Workspace. But intranets succeed when they support behaviours, not just systems. Start by mapping how employees share information, which teams are underserved, and where digital tools fall short.
How a workforce-first approach improves intranet ROI
When intranets are built around employee needs, they become part of daily routines. The benefits are measurable:
- Higher adoption rates
- Improved engagement with content
- Fewer unofficial workarounds
- Clearer intranet ROI and smoother internal communication
2. Define employee personas for your intranet
Before reviewing platforms, clarify who the intranet serves. Too often, organizations design for IT or vendor checklists rather than employees.
Employees aren’t a single group, they have different levels of digital fluency and different ways of staying informed. Creating employee personas helps capture these differences and ensures the intranet supports real-world behaviours.
Examples of intranet personas
- Natalie the New Starter: Needs onboarding support, information, and orientation for company processes.
- Karen the Knowledge Worker: Relies on information and relationships, actively seeks and shares knowledge.
- Austin the Operator: Works off-site or in the field, needs mobile-friendly and task-oriented access.
- Peter the People Manager: Team leader with limited time; requires quick, reliable access to HR, policy, and team updates.
- Anita the Author: Publishes or maintains intranet content; needs efficient creation/editing tools and support.
- Networking Nancy (Active Networker): Actively communicates, shares content, and helps others connect and engage on the intranet.
- Guru Gary (Inactive Specialist): Highly knowledgeable but engages infrequently; contributions are valued when present.
- Busy Brenda (Active Over-Sharer): Posts and shares frequently, but sometimes with less relevance; high content generation.
- Larry the Lurker (Active Listener): Rarely posts but reads and consumes valuable content regularly.
- Invisible Ingrid (Inactive Non-Sharer): Low or no engagement; has an account but rarely logs in or interacts.
3. Evaluate intranet features through a workforce lens
Once personas are defined, assess how each platform supports real workflows. A long list of features is meaningless if those features don’t fit daily tasks.
Focus on platforms that make it easier for employees to:
- Communicate effectively
- Find and share information
- Complete routine tasks without friction
Key intranet features matched to workforce needs
Focus your evaluation on features that support how your teams actually work, not just what looks good in a demo. While internal checklists can help you get started, working with a platform-neutral intranet consultancy can surface hidden needs, reduce missteps, and ensure your decision is based on real business value.
Tip: Download our Intranet Platform Evaluation Guide and get an overview of free and paid intranet consulting services available to your organization.
4. Set clear intranet goals
Before comparing top intranet platforms, you need a clear picture of what success looks like for your intranet. Many decisions are made in isolation, focused on features or IT compatibility, without a broader strategy. A thoughtful assessment of your goals, workflows, and existing tools helps ensure the platform you choose solves the right problems and delivers long-term value.
Define clear intranet objectives
Start by identifying the core reasons behind your intranet project. Are you replacing a legacy system that no longer meets user expectations? Are you looking to centralize information, improve internal communications, or support a growing hybrid workforce? Clear goals make it easier to evaluate solutions and track success over time.
Review intranet workflows and pain points
Take stock of how employees currently collaborate. Look for bottlenecks in communication, inconsistent messaging, duplicated effort, or reliance on informal tools. Talk to teams, review usage data, and identify which parts of the employee experience are being underserved.
Inventory your tech stack
Review your existing digital tools, platforms, and integrations. Identify what systems the intranet needs to connect with and where there are gaps or redundancies. This helps ensure the intranet enhances your current environment rather than adding complexity or overlap.
5. Prioritize intranet usability and accessibility
Even the most feature-rich intranet will fail if employees find it difficult to use. Usability and accessibility should be non-negotiable. A platform that’s easy to navigate, visually clear, and available across devices encourages regular use and reduces the need for workarounds or support.
Intranet user experience matters
Look for a platform with a clean, intuitive interface that aligns with current intranet design trends and supports varying levels of digital comfort. Clear navigation, logical content structure, and straightforward onboarding help employees find what they need and stay engaged. If users struggle to complete basic tasks or locate key information, adoption will drop—regardless of how many features the platform offers.
Consider mobile and remote access for your intranet
For distributed, remote, or deskless teams, mobile responsiveness isn’t optional. Choose an intranet software platform that performs well across devices, with full functionality on smartphones and tablets. Features like offline access, push notifications for intranet updates, and simplified intranet mobile layouts make a significant difference for teams that don’t work at a desk all day.
6. Focus on integration and compatibility
An intranet should connect seamlessly with the tools your employees already use. The goal isn’t to replace those systems but to bring them together in one accessible hub. Effective integration reduces friction, streamlines workflows, and helps employees stay focused.
What to look for in intranet integrations
- Core productivity tools – Ensure compatibility with Microsoft Teams, SharePoint, Google Workspace, Slack, or your HRIS.
- Single sign-on (SSO) – Employees should log in once to access everything, avoiding multiple passwords.
- File and knowledge access – Documents stored in SharePoint or Google Drive should be searchable and shareable inside the intranet.
- Collaboration features – Chat, video, and project management tools should connect smoothly to support daily workflows.
Intranet security and governance
Integration should not come at the expense of security. Strong authentication and permission controls are essential:
- Role-based permissions so departments can manage access independently
- Detailed audit trails to track changes and maintain compliance
- Security features that protect data without making the intranet cumbersome to use
Key questions to ask intranet vendors about integrations
- Which integrations are truly “native” versus requiring custom development?
- How does the intranet handle updates when third-party tools change?
- Does SSO extend across all integrated systems?
- What security certifications and compliance standards does the platform support?
Learn more about intranet integrations
7. Ensure flexibility, scalability & long-term fit
Your intranet should support your organization today and be able to grow with it tomorrow. A rigid platform quickly becomes outdated, while a flexible one adapts as your business, workforce, and technology evolve.
What flexibility means in practice
- Content growth – The platform should handle increasing volumes of documents, media, and knowledge without slowing down.
- User growth – Adding hundreds or thousands of new employees should not require a major system overhaul.
- Permission models – Admins should be able to create new roles, groups, and access rules without heavy IT involvement.
- Customization – Departments should be able to tailor layouts, pages, and workflows to their needs while keeping a consistent look and feel across the company.
What scalability looks like
- The ability to roll out to one department first and expand to the entire company later
- Support for global deployments (multiple regions, languages, time zones)
- Easy integration of new tools, apps, or business systems as they are adopted
- A roadmap from the vendor that shows continued development and feature updates
Key questions to ask intranet vendors
- How many users and documents can the platform support before performance degrades?
- Can we roll out features in phases, or does everything need to launch at once?
- How easy is it to create department-specific pages or microsites?
- What’s the average frequency of product updates and new features?
- How well does the platform support multilingual and multi-location environments?
Read more about intranet trends
8. Assess vendor support and pricing
A well-designed platform can still fall short if the vendor lacks reliability, responsiveness, or long-term product vision. Strong vendor support and transparent intranet platform prices are key to ensuring a smooth implementation and sustained value.
Look beyond the intranet demo
Intranet demos can be polished, but they don’t tell the whole story. Take time to research the vendor’s reputation, client reviews, and intranet case studies. Look for a proven track record with organizations similar to yours. Also consider the quality of their onboarding process, training resources, and ongoing support. A strong vendor will act as a partner, not just a provider.
Total cost of ownership
How much does an intranet cost? Licensing is only one part of the cost equation. Include expenses like implementation, configuration, user training, ongoing support, and potential customizations when evaluating intranet pricing. A lower upfront cost can lead to higher long-term expenses if the platform is difficult to maintain or lacks critical features. A clear ROI depends on understanding the full investment.
9. Test the intranet platform before you decide
Even the strongest intranet on paper may not succeed in practice. Real-world testing is essential to see how well the platform supports daily tasks, how employees respond to the interface, and whether it delivers on its promises.
Run a pilot with real users
Select a diverse group of employees across departments and roles to participate in a trial. Include both frequent and occasional users for a balanced perspective. Their feedback will uncover usability gaps, performance issues, and opportunities to refine your rollout plan.
Validate intranet use cases
Don’t limit testing to basic navigation. Simulate real workflows such as onboarding new hires, sending urgent field updates, or managing document approvals. This ensures the platform can handle your organization’s specific needs and confirms whether it’s a practical fit for long-term use.
Let us help you find the best intranet platform
Choosing the right intranet platform doesn’t have to be overwhelming, especially when your decision is grounded in real workforce needs. At Social Edge Consulting, we help organizations evaluate intranet platforms by cutting through the noise of vendor feature lists and focus on what truly matters: how your employees work, what they need, and how your intranet can support them every day.
As a platform-neutral partner, we guide you through every step of the evaluation process. From defining employee personas and communication pain points to mapping real use cases and comparing platform capabilities, we work with your team to identify the solution that fits—not just on paper, but in practice.
We support a wide range of modern intranet platforms, including Igloo, Jive, LumApps, Microsoft SharePoint, Simpplr, Staffbase, Unily, and Workvivo. Whether you're modernizing an existing setup or starting fresh, our team brings hands-on experience across industries, use cases, and platform types.
Book a free Intranet Strategy Session to start your evaluation with expert support, a structured plan, and a focus on real adoption, not just implementation.
Frequently asked questions (FAQs) about how to choose the best intranet
Why should intranet planning start with the workforce?
Because employees are the people who will actually use the platform. If their needs aren’t prioritized, adoption will lag, and the intranet risks becoming a digital “ghost town.” When planning starts with the workforce, by understanding communication patterns, pain points, and daily workflows, the intranet is more likely to be useful, widely adopted, and deliver measurable ROI.
How do you identify intranet employee personas?
Start by grouping employees based on role, location, work environment, and digital habits. For example, frontline staff may rely on mobile devices, while corporate teams need quick access to documents. Surveys, interviews, and usage data can help map communication styles, technology comfort levels, and daily routines into clear personas that guide intranet design.
How long does a typical intranet implementation take?
Most mid-sized organizations can launch in 4–12 weeks. Timelines depend on the level of customization, number of integrations, and how much existing content needs migration. Simple, out-of-the-box deployments can be ready in weeks, while highly customized intranets with complex workflows may take several months.
Can small organizations benefit from an intranet?
Yes. Even small teams benefit from having a central hub for communication, file sharing, and collaboration. For a 20-person company, an intranet might mean a simple platform with shared calendars, onboarding resources, and chat integration. The scale is smaller, but the impact on alignment and productivity is just as meaningful as in large enterprises.
Which intranet platform is best for remote teams?
The best intranet for remote teams is one that supports strong mobile access, built-in collaboration tools, and smooth integration with chat and video platforms. Platforms like Staffbase, Unily, and Workvivo are popular because they combine mobile apps, news feeds, and engagement features, while SharePoint with Teams integration is often the right choice for organizations already using Microsoft.
What features should I look for in an intranet platform for highly regulated sectors?
In highly regulated sectors such as healthcare or finance, prioritize features like role-based permissions, audit trails, version control, and compliance-ready governance workflows. Platforms that hold certifications such as ISO 27001, HIPAA, or SOC 2 are best equipped to handle strict security and regulatory requirements.
What makes a good intranet?
A good intranet centralizes information in a way that’s easy to navigate, integrates with everyday tools, and works across desktop and mobile. It also drives engagement through personalization, collaboration spaces, and clear communication, while delivering measurable ROI by saving time, improving alignment, and reducing duplicate work.
How to select an intranet with integrated LMS features?
If training is a core need, select an intranet with either built-in or easily integrated LMS capabilities. Look for features like SCORM/xAPI support, progress tracking, reporting for HR, and seamless integration with your HRIS. Platforms such as Simpplr, Unily, or SharePoint with LMS add-ons are commonly chosen for organizations focused on onboarding and compliance training.
What is the best intranet for hybrid workplaces?
For hybrid teams, the best intranet works equally well for office and remote employees by providing mobile access, desktop access, and integrations with tools like Teams, Slack, and Zoom. Workvivo, Staffbase, and LumApps are strong options for engaging distributed workforces, while SharePoint with Viva Connections is ideal for Microsoft-centric companies.
