A well-designed intranet can be a game-changer for businesses, providing a central hub for communication, collaboration, and knowledge sharing. Whether you’re managing a fully remote team or looking to streamline operations in a hybrid work environment, the right intranet ensures employees stay informed, engaged, and connected.
However, with so many intranet solutions available, choosing the right one can be overwhelming. Each platform offers different features, integrations, and user experiences, making it crucial to align your choice with your company’s specific needs.
In this guide, we’ll walk through the essential factors to consider when selecting an intranet, from key features and integrations to user experience and security. By the end, you’ll have a clearer understanding of what to look for in an intranet that truly supports your business.
Understanding your business needs
Before exploring different intranet options, it’s important to define what you need from a platform. Every business has unique workflows, communication challenges, and knowledge-sharing requirements, so a one-size-fits-all solution won’t work.
Identifying key challenges
Start by assessing the biggest communication and collaboration issues your team faces. Are employees struggling to find company-wide announcements? Is knowledge spread across too many tools? Are remote employees feeling disconnected? Pinpointing these challenges will help you prioritize features.
Setting clear goals
Once you’ve identified pain points, define clear objectives for your intranet. Common goals include:
- Improving knowledge sharing: Ensuring employees can easily find the information they need.
- Enhancing collaboration: Providing better ways for teams to work together, regardless of location.
- Boosting engagement: Creating a space for company culture and social interaction.
- Streamlining processes: Reducing time wasted on repetitive tasks and manual workflows.
Having well-defined goals will help narrow down the best intranet options for your business.
Key features to look for in an intranet
Not all intranets are created equal. The best platform for your business should offer a mix of usability, integrations, and scalability to grow with your company. Here are the key features to prioritize:
1. User-friendly design
An intranet should be intuitive and easy to navigate. If employees find it difficult to use, adoption will suffer. Look for a platform with a clean interface, simple search functionality, and mobile accessibility so employees can access information from anywhere.
2. Strong knowledge management capabilities
A great intranet serves as a central repository for company knowledge, allowing employees to access policies, documents, and updates without searching through multiple systems. Features like AI-powered search, document tagging, and automated content updates can help keep information organized and up to date.
3. Communication and collaboration tools
An intranet should make it easy for teams to communicate and work together. Features to look for include:
- Announcements: A way for leadership to share company updates and ensure they are seen.
- Discussion forums: Spaces where employees can ask questions, share insights, and collaborate.
- Real-time messaging: Integrations with chat platforms like Slack or Microsoft Teams.
- Project collaboration: Tools that allow teams to manage tasks and share files.
4. Employee engagement and social features
A strong intranet isn’t just about work—it should also foster a sense of community. Features like employee recognition tools, social feeds, and virtual team-building spaces help create a more connected workplace.
5. Customization and scalability
Your intranet should be flexible enough to grow with your business. Look for platforms that allow for customization, such as personalized dashboards, custom branding, and configurable user permissions.
6. Seamless integrations
Since most businesses rely on multiple digital tools, an intranet should integrate seamlessly with existing systems. Whether it’s Google Workspace, Microsoft 365, or HR software, strong integrations reduce friction and improve efficiency.
7. Security and permissions
With sensitive company information stored in your intranet, security is non-negotiable. Look for platforms that offer:
- Role-based access: Ensuring employees only see the information relevant to them.
- Single sign-on (SSO): Making login easier and more secure.
- Data encryption: Protecting company knowledge from external threats.
Evaluating different intranet platforms
Once you know what you’re looking for, it’s time to evaluate different intranet platforms. Here are a few steps to help you make an informed decision:
1. Research and compare options
Start by researching the top intranet providers and comparing their features. Look for case studies, user reviews, and testimonials to understand how different platforms perform in real-world settings.
2. Consider platforms with AI-driven capabilities
AI-powered intranets are becoming increasingly popular because they help employees find information faster and automate knowledge management. Platforms like Quatalog leverage AI to improve search functionality and provide intelligent recommendations, making it easier for employees to access relevant knowledge when they need it.
3. Focus on user experience
A great intranet should be intuitive and easy to use. Consider testing different platforms with a small team to see how user-friendly they are. If employees struggle to navigate the system or find information, it’s a sign the platform may not be the best fit.
4. Check for employee engagement tools
A good intranet should not only provide access to information but also create a sense of connection. Platforms like Jostle focus on employee engagement by offering social features, recognition tools, and interactive communication spaces to keep teams connected and motivated.
5. Request a demo or free trial
Most intranet providers offer demos or free trials. Take advantage of these to explore how the platform works in practice. Test key features, assess the search functionality, and gather feedback from employees to ensure the system meets your needs.
Making the final decision
After testing different options, it’s time to make a final decision. Keep the following considerations in mind:
- Does it align with your business goals? Ensure the platform meets your primary objectives, whether that’s knowledge sharing, collaboration, or engagement.
- Will employees adopt it? Choose a system that employees will actually use. A complex or clunky platform will lead to low adoption rates.
- Is it scalable? Your business will evolve, so pick a platform that can grow with you.
- Does it fit your budget? Consider the total cost of ownership, including setup, licensing, and ongoing maintenance.
Conclusion
Choosing the right intranet for your business is a critical decision that impacts communication, collaboration, and company culture. The best platform should be user-friendly, integrate with existing tools, and offer strong knowledge management capabilities.
By evaluating different options, prioritizing key features, and considering platforms that enhance employee engagement—such as Quatalog and Jostle—you can find an intranet that truly supports your organization’s needs.
Investing in the right intranet ensures employees stay connected, informed, and productive, no matter where they work. Take the time to choose a platform that aligns with your goals, and you’ll create a more efficient and engaged workplace for years to come.