How to Choose the Best Intranet Solution for Your Organization

Many organizations invest heavily in intranet platforms, only to see them fall short of expectations. Why? Because success depends not just on the tool, but on how well it aligns with business goals, drives user adoption, and evolves over time. 

In this article, we’ll outline a structured approach to choosing the best intranet solution for your needs. Whether you're comparing platforms for the first time or revisiting your current setup, these tips will help you make informed decisions. And if you're looking for trusted guidance, start by downloading the Intranet and Employee Experience Platforms 2025 report by ClearBox Consulting—a comprehensive, independent intranet platform comparison covering 20+ top intranet solutions.

Now, let’s look at our top-7 tips.

The first step in finding the best intranet solution is to clearly define what your organization needs. Common goals include improving internal communication, enhancing knowledge sharing, supporting hybrid work, or streamlining employee services.

Create a cross-functional team (e.g., IT, HR, Communications, and business stakeholders) to help define key success criteria and prioritize requirements.

According to the Intranet and Employee Experience Platforms 2025 report, organizations with a clearly defined strategy are far more likely to select a platform that delivers sustained business value. 

To compare intranet software solutions effectively, you need a team that can evaluate both technical and business needs. This team will drive platform research, schedule demos, and manage final recommendations.

Make sure you include people who understand your business processes, pain points, and long-term goals—this ensures the solution supports real-world use cases from the start.

Now it's time to compare intranet platforms that align with your goals, organizational size, and technology stack. Independent resources like the ClearBox Intranet and Employee Experience Platforms 2025 report can help you evaluate the strengths, limitations, and differentiators of the top intranet solutions.

Start by building a longlist, then narrow it to a shortlist of products worth exploring in more detail.

Choosing the best intranet solution isn’t only about features—it’s also about selecting a partner you can trust for long-term success. Here’s what to look for: 

(A) Expertise and Experience: Look for a partner with proven experience in intranet strategy and implementation, particularly in organizations similar to yours.

(B) Customer Success Track Record: Ensure they have a strong history of supporting organizations through the entire intranet lifecycle and achieving tangible results.

(C) Ongoing Support: Evaluate the partner’s ability to offer continuous support post-launch, including training, updates, and troubleshooting.

(D) Vendor Reputation: Research reviews, testimonials, and case studies to understand the partner’s reliability and quality of service.

(E) Customization Capabilities: Ensure the partner can tailor the solution to meet your specific needs and integrate with your existing systems.

(F) Long-Term Partnership: Choose a partner committed to helping you optimize the intranet as your organization evolves.

(G) Cultural Fit: Ensure the partner’s working style and values align with your organization’s culture to ensure smooth collaboration.

A well-matched partner will help translate business goals into a functional, engaging intranet and provide continuous support post-launch. And, since you probably aim to use your new intranet for 5-6 years, selecting the right partner from the start will be paramount.

At this stage, you won’t be able to compare every requirement with a corresponding feature in the products you are evaluating. So, be sure to prioritize and focus on what the must-haves are. It’s common to evaluate areas like usability, governance, search functionality, publishing experience, and Microsoft 365 integration, but your list will, of course, depend on your decisions in Phase 1 above.

What are the key features to consider when choosing an intranet?

Usability: Ease of use and design flexibility

Mobile Accessibility: Mobile access and responsiveness

Search Functionality: Advanced search and navigation

Customization: Ability to configure and personalize the intranet.

Integration with Microsoft 365, HR systems, and business tools.

Content Mgmt and Governance: Governance and compliance support.

We also recommend looking into how often the product has been updated over the past two years and what new features have been launched. Additionally, investigate what’s in the roadmap for the upcoming 12-18 months to ensure that the vendor is investing in the product.

You might also want to consider possibilities for integrating the intranet with business applications and ensuring the product supports scalability for growth and future enhancements.

Before committing to a platform, consider piloting the solution or running a proof of concept. This lets you test functionality, validate assumptions, and gather user feedback in a low-risk setting.

According to ClearBox, and the intranet platform comparison report, organizations that pilot platforms before full rollout tend to have smoother launches and stronger long-term adoption. 

Even the best intranet solution won’t deliver results without a clear strategy for adoption and evolution. When choosing your vendor, consider their ability to support: 

(A) Customer Success Program: Structured processes and organization for delivering customer success services.

(B) Software Support: Capability to provide training and support throughout the intranet’s lifecycle.

(C) Intranet Adoption: Methods for driving adoption and boosting employee engagement.

(D) Results Focused: Ways to measure intranet performance and collect user feedback.

(E) Strategic Advice: Competence in revisiting the strategy and solution roadmap based on results and feedback.

The level of support the vendor provides during the intranet’s lifecycle will directly impact the value you gain from the solution. Be as thorough in evaluating the vendor as you were with the platform.

Selecting the best intranet solution means aligning technology, people, and processes to support your long-term digital workplace goals. Use a structured evaluation process, involve key stakeholders, and rely on trusted resources like the Intranet and Employee Experience Platforms 2025 report to compare intranet software solutions with clarity and confidence.

If you’re ready to get started, schedule a consultation with one of our Omnia Coaches. We’re here to guide you every step of the way—from evaluation to long-term success. Or schedule a tailored demo to see how Omnia meets your requirements.