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Choosing an Intranet: 10 Steps to Select the Right Platform for Your Organization
Choosing an intranet is one of the most strategic decisions your organization can make. The right platform will enhance communication, boost employee engagement, and support your business as it grows. This guide walks you through how to choose an intranet platform—from setting goals and evaluating features to building a shortlist and making an informed final decision.
By Omnia Coach
Anders Fagerlund
Gothenburg, Sweden
CONTENT IN THIS ARTICLE
Intranet
Why Choosing the Right Intranet Matters
A successful intranet does more than distribute news—it connects people, supports productivity, and enables collaboration across teams. But to get those results, you need more than just a feature-rich tool. Long-term success depends on choosing an intranet platform that aligns with your organization’s goals, user needs, and digital workplace strategy.
If you’re asking yourself how to choose the right intranet, this guide is for you. We’ve outlined 10 steps to help you evaluate intranet platforms, involve key stakeholders, and make a confident choice.
To get started, we also recommend downloading the Intranet & Employee Experience Platforms 2025 report from ClearBox Consulting—an independent review of 20+ leading intranet solutions.
How to Choose an Intranet Platform: 10 Key Steps
1. Define Goals and Intranet Requirements
Clarify the purpose of your intranet and connect it to your broader business objectives. Identify the most valuable features and content types for your organization, such as knowledge sharing, collaboration, service delivery, and employee engagement.
2. Build a Cross-Functional Team
Involve representatives from IT, HR, communications, and everyday users. This diverse group ensures you balance business priorities with usability and adoption from the start.
3. Analyze Your Current Environment
Review your existing intranet and digital tools to uncover pain points, inefficiencies, and missed opportunities. This analysis helps define must-have improvements and integration needs.
4. Research Solutions and Create a Shortlist
Explore vendor websites, demos, and independent reviews. Use the ClearBox 2025 report to compare employee intranet platforms and identify those that best fit your use case, organization size, and feature needs.
5. Evaluate Features That Drive Adoption
Focus on user-friendly design, robust search, seamless Microsoft 365 integration, personalization, and strong governance capabilities. A scalable, intuitive platform increases long-term success.
6. Assess Vendor Support and Services
Look beyond features—select a vendor with a proven track record in implementation, training, and customer success. Ongoing support plays a major role in continued intranet value.
7. Compare Pricing and Long-Term ROI
Ask for a detailed cost overview and weigh the investment against expected outcomes. A more comprehensive platform may cost more upfront but deliver better results over time.
8. Run a Pilot Program
Test how the platform performs in real-life scenarios. Pilot programs help validate your choice, test integrations, and gather feedback from key users before rollout.
9. Plan for Implementation
Map out timelines, milestones, migration needs, and internal communications. A well-managed implementation process builds momentum and drives early adoption.
10. Ensure Scalability and Long-Term Fit
Choose an intranet that can evolve with your organization—whether it’s adapting to new teams, business processes, or digital tools. Flexibility ensures continued relevance and ROI.
Final Thoughts: Selecting the Right Intranet Platform
Choosing an intranet isn’t just a technical project—it’s a strategic investment in your company’s digital employee experience. A well-chosen platform becomes a vital tool that supports internal communication, drives collaboration, and strengthens culture and performance.
Take the time to define your success criteria, involve the right people, and use trusted resources like the Intranet & Employee Experience Platforms report to guide your decision. With a smart approach, you’ll find a platform that supports current needs and future growth.
Want more help with intranet planning and evaluation? Download our popular Step-by-Step Guide to Intranet Success—a comprehensive resource for planning, selecting, and implementing an intranet platform that delivers long-term results.
