When to Replace Your Intranet: How to Evaluate Performance and Plan Next Steps

When first launched, most intranets do a decent job supporting internal communication and employee workflows. But over time, many platforms lose relevance—especially if they’re not actively maintained or aligned with evolving business needs. If you're experiencing declining usage, outdated features, or negative feedback from employees, it’s time for an intranet performance evaluation. 

Knowing when to replace your intranet starts with identifying clear warning signs:

If only certain departments use the platform—or employees avoid it altogether—it likely isn't meeting user expectations.

Complaints about navigation, poor search, or content that’s hard to find signal serious usability issues.

Intranets filled with stale pages and unclear ownership quickly lose employee trust.

If your intranet doesn’t work well on mobile devices, it fails to meet the needs of remote and frontline workers.

Intranets that can’t connect with essential business systems (HR, CRM, file storage) limit productivity and collaboration.

Modern intranets serve as the digital headquarters for your organization. They’re more than just communication tools—they streamline workflows, connect people with the right resources, and help employees get work done efficiently. Here’s what a well-performing intranet should provide:

✔ Seamless experiences across desktop and mobile.

✔ Personalized content based on role or location.

✔ Integration with business-critical apps and tools.

✔ Governance to keep content accurate and consistent.

✔ Tools to support employee engagement and culture.

If your current intranet isn’t delivering these benefits, the business case for change is strong.

Sometimes a redesign can address performance issues, but in other cases, replacement is the smarter option. You should consider a new intranet platform when:

✔ The existing solution lacks core functionality or mobile responsiveness.

✔ Customizations have made the platform too rigid or costly to maintain.

✔ User experience improvements are too limited by outdated architecture.

✔ Integration with Microsoft 365 or other systems is no longer feasible.

Choosing to replace your intranet gives you the opportunity to reset, align with business needs, and implement a scalable, future-ready solution.

Whether you replace or improve your intranet, long-term success depends on clear goals, stakeholder support, and ongoing measurement. Define what success looks like, and choose a platform that:

✔ Aligns with your digital workplace strategy.

✔ Supports easy content management and governance.

✔ Engages users through personalization and intuitive design.

Download our Step-by-Step Guide to Intranet Success for help with planning, governance, adoption, and rollout strategies.

And if you're exploring the market, don’t miss the Intranet and Employee Experience Platforms Buyer’s Guide, with in-depth reviews of 20+ intranet solutions to help you make an informed decision.

Sometimes a redesign can address performance issues, but in other cases, replacement is the smarter option. You should consider a new intranet platform when: ✔ The existing solution lacks core functionality or mobile responsiveness ✔ Customizations have made the platform too rigid or costly to maintain ✔ User experience improvements are too limited by outdated architecture ✔ Integration with Microsoft 365 or other systems is no longer feasible Choosing to replace your intranet gives you the opportunity to reset, align with business needs, and implement a scalable, future-ready solution.

When your intranet was first introduced, it likely worked well, supporting your organization’s needs and engaging employees. But over time, what once seemed innovative may now be slowing your team down. If you’ve noticed a lack of engagement, user frustration, or signs of inefficiency, your intranet might be overdue for a closer look.

One common red flag is low or uneven adoption across the organization. If only a handful of employees—or specific teams—actively use the platform, it’s a sign that your intranet may not be meeting the needs of your workforce. An intranet that fulfills its purpose should feel accessible and valuable to everyone, no matter their role.

If you receive feedback indicating poor user experience, that’s another indicator of trouble. If your colleagues can’t find what they need or if available services don’t support their daily tasks, it’s time to reconsider your current solution. We want employees to quickly access and use information, collaborate seamlessly, and feel empowered in their work.

Outdated or irrelevant content, unclear ownership, and inconsistent maintenance can also drag your intranet down. Add to that poor mobile accessibility or lack of integration with business tools like document repositories, HR systems, or issue management solutions, and you have an intranet that risks losing user trust and effectiveness.

A well-integrated intranet should serve as a digital workplace hub, simplifying workflows and helping employees solve recurring tasks across devices. Today’s solutions must also function seamlessly across all devices to support users both in the office and on-the-go.

A modern intranet can deliver tangible benefits, from boosting productivity and improving employee engagement to enhancing collaboration across teams. Companies that invest in a well-structured, up-to-date intranet often report measurable outcomes such as reduced time spent searching for information, improved communication, and stronger alignment with business goals.

Does your current intranet deliver on these goals? If not, it’s time to take action. If you want hands-on advice about successful intranets, check out our popular webinar on the subject: How to Implement a Successful Intranet in Microsoft 365.

A relevant first step is to conduct a structured assessment of your current solution. Identify pain points by gathering employee feedback, reviewing usage analytics, and evaluating areas where the platform falls short. Understanding these challenges will help you focus your efforts where they matter most.

Next, investigate your intranet objectives and whether your platform is delivering the desired benefits and results. If not, this is a cause for concern—and if your goals are outdated or nonexistent, it’s time to revisit them. Having well-defined goals ensures your efforts align with broader business priorities.

Once your goals are updated, they will help determine whether refreshing your current intranet or replacing it with a modern solution is the best path forward. Look for platforms that fulfill sophisticated content management and governance needs, boost employee engagement, and provide a great user experience across all devices.

But remember—implementing a new intranet is not just about adding new features. Engaging management and stakeholders in a long-term commitment to driving adoption, evaluating results, and continuously improving the solution is just as important. If you want to learn more about how to make your next intranet a success, please also check out this document: Step-by-Step Guide to Achieving Intranet Success.

As a final recommendation, if you are exploring options for a new intranet initiative the comprehensive Intranet and Employee Experience Platforms report can provide valuable advice. The annual buyers guide include 20+ independent review of established intranet products to help you make informed decisions. Download your free copy of the buyer's guide using this link.