Selecting the Right Intranet for Your Organization

But before you can tackle these areas, though, it’s essential to get the foundation right: choosing an intranet solution that matches your organization’s goals and user needs.

In this blog post, we’ll guide you through making this important decision with confidence. And our first recommendation is to download the Intranet & Employee Experience Platforms 2025 report by ClearBox Consulting for independent reviews of 20+ established intranet products.

To get the most out of your intranet, a well-thought-out and strategic approach is key. Start by making sure you have buy-in from management, clearly defining what success looks like, and analysing and prioritizing business and user requirements. These steps are the foundation that will help you pick the platform that best supports your goals. Here’s our top-10 list on how to evaluate intranet platforms effectively:

1. Define Goals and Requirements: Start by figuring out the purpose of your intranet and ensuring it lines up with broader business objectives. Work with stakeholders to prioritize the features and integrations that will meet user needs and add value to the business.

2. Build a Diverse Project Team: Include a mix of voices from IT, HR, communications, and end users to make sure you’re covering both technical and practical needs. This way, you’ll get a balance between what’s technologically possible and what users actually want.

3. Analyze Current Systems: Take a good look at the tools you’re using now to spot gaps and inefficiencies. Knowing where your current systems fall short will help you figure out where your new intranet can make the biggest impact. Make a list of systems your intranet should integrate with to support employee self-service and master data management.

4. Research Solutions and Shortlist Vendors: Check out reviews, case studies, and demos to get a sense of which platforms could work for your organization. Using the Intranet & Employee Experience Platforms 2025 report for shortlisting vendors makes sure you’re looking at the most relevant options.

5. Evaluate Key Features: Focus on finding a platform that’s easy to use, integrates well with Microsoft 365, and has strong search capabilities. Don’t forget to prioritize governance and compliance features to meet your organizational needs.

6. Assess Support and Success Services: Look for a vendor that offers solid onboarding, training, and long-term support to help drive adoption. A strong support system means your platform will stay valuable over time and evolve with your organization.

7. Compare Pricing and ROI: Ask for a breakdown of all costs—implementation and long-term—to avoid surprises down the road. Weigh the potential ROI to ensure that the platform is a wise investment that will pay off in the long run.

8. Pilot the Platform: Run a pilot or proof-of-concept to see how the platform works in real-life situations and get feedback from your users. This lets you test things out and make adjustments before rolling it out organization-wide.

9. Plan Implementation: Work with your vendor to create a clear plan, covering everything from training to timelines. A structured implementation process helps avoid hiccups and ensures that users get on board smoothly.

10. Consider Scalability and Future Growth: Make sure the platform can grow with your organization, both in terms of user numbers and features. A scalable solution will help future-proof your intranet and ensure it adapts as your business needs evolve.

By following these steps, you’ll be in a strong position to select an intranet that supports your organization’s goals, keeps employees engaged, and grows with your needs. If you would like further advice on how to compare intranet platforms, we offer a free 30-minute consultancy with one of our Omnia Coaches, learn more and book your session via this link.

Picking the right intranet is a huge step in building a digital workplace that promotes collaboration and sparks innovation. A well-chosen platform becomes more than just a tool—it turns into a strategic asset that helps your organization grow and adapt. So take your time: define your goals, involve the right people, and evaluate your options thoroughly. Also, use the independent reviews in the Intranet & Employee Experience Platforms 2025 report by UK-based ClearBox Consulting to get an overview of 20+ established products.

With the right approach, you’ll not only pick a solution that works for today’s needs but also set yourself up for long-term success. For further guidance, check out The Step-by-Step Guide to Intranet Success, packed with expert insights to guide you on your intranet journey.