The company intranet has evolved into a crucial tool for employee experience, offering more than just a way to access resources. Employees now expect their workplace technology to offer the same ease and functionality they experience with personal apps, whether they’re in the office, remote or on the frontlines.
That’s why a basic intranet is no longer enough. A modern platform can foster communication, collaboration and engagement, becoming a supporting structure for better productivity.
On the other hand, a poorly designed intranet can frustrate employees, damage morale, and hurt overall performance. It’s clear that choosing the right platform is essential for business success. This intranet guide will help you make the best decision when you’re ready to buy an intranet solution that meets your organization’s needs.
- 1 Why your intranet matters more than ever
- 2 How to buy the best intranet for your organization
- 3 Develop a compelling business case
- 4 Evaluate intranet platform capabilities
- 5 Consider whether to build or buy your intranet
- 6 Assess your technology partner for staying power
- 7 Ensure long-term success with the right intranet
- 8 How Simpplr can help
Why your intranet matters more than ever
A high-performing intranet makes a significant impact on a company’s success. And an ineffective intranet may be worse than having no intranet at all.
According to Simpplr’s State of the Intranet research report, 95% of organizations with effective intranets report improvements in productivity, and 94% see a positive impact on revenue. These intranets go beyond basic functionality — they support employees with personalized experiences, targeted communication and advanced AI capabilities built into the core of the platform.
Companies with subpar intranets are three times more likely to experience lower performance and disengagement among employees. In fact, 58% of organizations report that a weak intranet negatively impacts profitability, while 43% see higher employee turnover.
An intranet with a clunky interface that’s frustrating to navigate and that makes it hard to find information will inevitably hamper productivity and employee engagement.
Discover the top 10 reasons why intranets fail
How to buy the best intranet for your organization
As intranets take center stage in helping to drive the bottom-line outcomes that matter most, the challenge for business leaders is to choose a platform that fits both their current and future needs. This intranet guide breaks down the key factors to consider when selecting an intranet and building a business case for this crucial investment.
Develop a compelling business case
To justify an investment in a new intranet, start by outlining use cases that are specific to your organization’s needs. For example, different teams might need to improve employee communication, knowledge sharing or collaboration. Highlighting these specific needs will help build a business case that shows how the intranet can solve pressing challenges.
Capture baseline metrics such as employee engagement levels, time spent on routine tasks, and response times. These metrics will serve as benchmarks for measuring potential improvements after implementing the new platform. Connecting the dots with broader metrics such as retention, productivity and customer satisfaction will support the possible return on investment (ROI) when you’re ready to buy an intranet solution.
Learn more about calculating intranet ROI
Evaluate intranet platform capabilities
Many intranet solutions providers claim to offer similar features, but it’s important to look beyond basic capabilities and consider how the platform will add long-term value.
To achieve true impact, choose an intranet platform that balances simplicity with robust functionality, meeting the diverse needs of your workforce.
With so many options available, selecting the right intranet solution requires careful consideration of your organization’s goals. By identifying the specific capabilities your organization needs, you’ll set the technical foundation for a platform that will support a productive and engaged workforce. Prioritize features that will drive success across your entire organization, ensuring every employee stays connected and informed.
Here are the most important factors to evaluate during the selection process:
1. Unified platforms for seamless experiences
A unified intranet integrates communication, collaboration, engagement and knowledge management into a single, cohesive platform. By offering everything in one place, a unified intranet reduces complexity for employees and ensures a streamlined experience across all devices, boosting engagement and participation. It also supports administrative efficiencies and delivers more cohesive insights into how employees are engaging with key employee programs.
Deliver a seamless, cohesive experience for every employee — regardless of role, location or device.
2. AI integration for enhanced workflows
AI-powered tools can make your intranet more efficient and intuitive. Intelligent search features help employees find information quickly, while AI-driven personalization tailors content to individual roles and needs. Fully integrated AI transforms workflows, making daily tasks simpler and more effective.
A best-in-class intranet solution embeds AI into the core of its functionality.
3. Robust analytics and insights
Analytics play a crucial role in measuring the success of your intranet. Advanced platforms provide real-time insights into employee engagement, platform usage and content effectiveness. These analytics can help decision-makers adjust strategies and ensure the intranet continues to meet the needs of the business.
4. User-centric design for better engagement
An intuitive, well-designed user interface is essential for ensuring the intranet is widely adopted. Employees need to be able to navigate the platform easily, regardless of their technical expertise. Platforms with customizable dashboards and mobile-friendly layouts will see higher engagement and satisfaction.
5. Distributed content and platform administration
Empowering more people to contribute content and monitor metrics builds more responsive, innovative teams. Platforms that allow for role-based administration and decentralized spaces ensure content creation and decision-making remain efficient while maintaining control over quality and compliance.
6. Configurability and extensibility to scale with your business
Your intranet should be adaptable to the changing needs of your business. Look for platforms that offer low-code or no-code customization options, allowing nontechnical users to modify the system without heavy IT involvement. A high-performing intranet will also easily integrate with other business systems and applications.
7. Enterprise-grade security and compliance
An enterprise-grade intranet must meet high standards for security, governance, access control and accessibility. Ensure that the platform you choose offers robust security features like role-based access controls, encryption and compliance with industry standards. Regular security audits and monitoring are essential to keeping your intranet platform secure.
Consider whether to build or buy your intranet
When evaluating intranet solutions, organizations can build a custom intranet, extend an existing productivity suite, or choose a purpose-built solution. Custom intranets offer full control but come with high costs, technical complexity and the risk of delays and overruns. Extending a productivity suite is more cost-effective but often lacks essential features like collaboration tools and can lead to long-term issues like vendor lock-in.
A purpose-built intranet is usually the most balanced option.
It’s designed for communication, collaboration and engagement — offering quick deployment, regular updates, scalability and dedicated vendor support. While custom builds and suite extensions have their advantages, purpose-built intranets provide the best combination of functionality and efficiency for long-term success.
Assess your technology partner for staying power
As your organization grows and changes, so will your technology needs. That’s why it’s essential to choose an intranet platform that can scale and evolve with your business. Partnering with a vendor that offers continuous innovation ensures that your intranet remains relevant and effective.
Beyond technology, consider the level of ongoing support your vendor provides. Implementation, training and long-term assistance are critical to ensuring the intranet remains a valuable tool for employees.
Download the Intranet Buyer’s Guide 2025 for a checklist to evaluate vendors
Ensure long-term success with the right intranet
Investing in an intranet is an important step in transforming your organization’s communication, collaboration and overall employee experience. By selecting a platform that integrates responsible AI, offers robust analytics, and is easy to navigate, you’ll create a digital workplace where employees can thrive.
As you evaluate options, keep your long-term goals in mind. Choosing a vendor that supports innovation and adaptability will ensure your platform continues to meet your organization’s needs for years to come.
How Simpplr can help
Simpplr’s unified employee experience (EX) platform is designed to help organizations turn their employee communication technology into powerful work hubs for engagement and collaboration.
Ready to create a better digital workplace? Reach out today to explore how the right intranet solution can drive your organization’s success.
