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Intranet Redesign or Start Fresh? Tips to Decide What’s Right for You
If your intranet is no longer meeting expectations, you’re not alone. Many organizations reach a point where they ask a critical question: Should we redesign our intranet—or replace it entirely with a better-designed, future-ready solution?
By Omnia Coach
Anders Fagerlund
Gothenburg, Sweden
CONTENT IN THIS ARTICLE
Requirements
This article offers clear, practical advice to help you assess your current setup and plan your next steps.
When to Redesign Your Intranet?
A modern intranet is essential for driving communication, collaboration, and productivity—especially in mid-sized and large organizations. But over time, needs evolve. If your platform feels outdated or underused, it's time to assess whether an intranet redesign will do the trick, or if a new solution is the better path.
If your current solution still has potential, you can find tips on improving user adoption in this post. Otherwise, use the guide below to evaluate whether your intranet should be redesigned or replaced.
Gather Feedback from Intranet Stakeholders and Users
Start by collecting insights from end-users, editors, and business stakeholders through surveys, interviews, or workshops. Look for recurring themes in their feedback: What’s working? What’s not? Understanding their pain points will help you define clear goals for your intranet redesign or replacement.
Evaluate Intranet Usability and User Experience
Conduct usability testing to assess whether your current intranet is intuitive and effective. Pay attention to navigation, search functionality, content layout, and overall design. Poor usability is a major reason many organizations decide when to redesign their intranet.
Review Intranet Content Quality and Relevance
Run a content audit to identify outdated, missing, or irrelevant material. Is your content still useful for different roles across the business? Out-of-date or unstructured content can undermine trust and make it harder for employees to find what they need.
Check this blog post for tips on forming a content strategy for your intranet.
Assess Technical Performance and Scalability
Evaluate performance metrics like page speed, uptime, and scalability. Consider future growth, integration needs, and support requirements. If your platform is struggling to keep up, a full intranet redesign or new implementation may be necessary.
Review Integration with Business Systems
Does your current intranet integrate well with key business tools like Microsoft 365, CRM, HR systems, or project management software? Gaps in integration can lead to inefficiencies, silos, and a frustrating user experience.
Compare Costs and Expected Benefits
Look at the costs—both short- and long-term—of redesigning versus replacing. Factor in licensing, development, training, and ongoing maintenance. A cost-benefit analysis can reveal whether it’s smarter to invest in a fresh start.
Align with Business Goals and Digital Strategy
Finally, assess how well your intranet supports business priorities like employee engagement, knowledge management, and productivity. Can it scale with your digital workplace strategy? If not, it may be time for a more strategic intranet redesign.
Conclusion: Intranet Redesign or Replace?
There’s no one-size-fits-all answer. But by following a structured evaluation—gathering feedback, reviewing usability, auditing content, analyzing performance, and aligning with business goals—you’ll have a clear foundation for deciding when to redesign your intranet or start fresh with a modern solution.
Want to go further? Explore our blog post on the top-10 features of a modern intranet, or download our Step-by-Step Guide to Intranet Success.
Ready to plan your next move? Connect with one of our Omnia Coaches for a free 30-minute consultation on intranet planning and redesign strategy.
