Intranets that are actually used by your team

Look for a platform or agency with experience in your company's size range, since the needs of a 50-person company differ significantly from those of a 5,000-person enterprise in terms of permissions, integrations, and scalability. Ask how the intranet will integrate with tools your team already uses daily, such as Microsoft 365, Google Workspace, Slack, or your HR system, since a disconnected intranet quickly becomes shelfware. A strong partner will ask about your organizational structure and communication pain points before recommending a platform, rather than pushing a one-size-fits-all solution. Check whether the platform supports the level of customization you need, such as department-specific pages, employee directories, or document management, without requiring constant developer support. Finally, ask about their approach to change management and rollout, since adoption is often the biggest factor in whether an intranet actually succeeds.

Employee engagement typically comes down to relevance, so ask how the platform supports personalized content, like department-specific pages or a homepage that surfaces information relevant to each employee's role. Two-way communication features, such as comment sections, polls, or recognition tools, tend to drive more return visits than a purely top-down, announcement-only intranet. A strong rollout plan matters just as much as the platform itself, including training sessions, clear communication about what the intranet replaces, and visible leadership buy-in from day one. Ongoing content ownership is important too, since an intranet that isn't regularly updated with fresh, useful information quickly loses relevance and traffic. Ask how the platform reports on engagement metrics like active users, page views, or search queries, so you can identify content gaps and adjust after launch rather than guessing what's working.

Off-the-shelf platforms, such as SharePoint, Microsoft Viva, or dedicated intranet software like Simpplr or Interact, offer pre-built templates and faster deployment, which can sometimes mean lower upfront cost and quicker time to launch. Custom-built intranets are designed from scratch to match specific workflows, branding, or integrations that off-the-shelf tools can't easily support, but they generally require more time, budget, and ongoing development resources. Off-the-shelf platforms work well for companies that need common features like document sharing, employee directories, and announcements without heavy customization. Custom builds tend to make more sense for larger organizations with complex approval workflows, legacy system integrations, or unique departmental needs.

Pricing varies based on whether you choose an off-the-shelf platform with a per-user monthly subscription or a custom build with a fixed project fee, and costs scale significantly with employee count and feature complexity. Off-the-shelf platforms often charge per user per month, which can range widely depending on the vendor and feature tier, so it's worth requesting a quote based on your actual headcount. Custom builds typically involve a larger upfront investment for design, development, and integration work, plus ongoing hosting or maintenance costs. Many providers also charge separately for implementation, data migration, and training, so ask for a full breakdown rather than just the platform's list price. Budget for ongoing costs too, since intranets typically need content updates, feature additions, and periodic redesigns to stay useful over time.

Single sign-on (SSO) integration is important so employees can access the intranet using existing company credentials rather than managing separate logins. Permission and access controls matter, since an intranet often houses sensitive documents, HR information, and department-specific content that shouldn't be visible to everyone. Mobile accessibility is increasingly important for hybrid and remote teams, or for employees like field or retail staff who don't work at a desk. Data hosting and compliance requirements should be considered too, particularly for companies in regulated industries like healthcare or finance. Finally, ask about the platform's search functionality, since a common failure point for intranets is poor searchability that makes it hard for employees to find what they need.