Picture this: Your teams scattered across different locations, struggling to find important documents, missing key announcements, and feeling disconnected from your organisation's mission. Sound familiar?
For many organisations, this communication chaos is the daily reality. But it doesn't have to be this way.
The right intranet package can transform how your people work together, share knowledge, and feel connected to your organisation's purpose. It's not just about having an internal website. It's about creating a digital workplace that truly supports your team's needs.
Today, we'll guide you through how to choose an intranet package that will actually make a difference for your organisation, based on what we've seen work for hundreds of clients.
Understanding Your Organisation's Needs
Before you start comparing intranet features or requesting demos, step back and take a good look at your organisation.
There are so many benefits of intranets for businesses. But what problems are you trying to solve? Who will use this intranet package and how?
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Start by gathering input from various departments. HR might need better onboarding tools. Your remote teams probably want simpler ways to collaborate. Leadership likely wants improved internal communications. Your IT team has security requirements that cannot be compromised.
Consider your organisation size too. A small team of 50 employees has different needs compared to an enterprise with thousands of staff across multiple locations. Larger organisations typically need more robust permission settings and content management workflows.
Also think about your current pain points. Are important messages getting lost in email? Do staff struggle to find documents? Is knowledge sharing happening effectively? The best intranet package will directly address these specific challenges.
Here are key questions to ask when assessing your needs:
- What are our main communication bottlenecks right now?
- Which departments will use the intranet most frequently?
- What existing tools do we need the intranet to integrate with?
- How tech savvy are our employees overall?
- What content types will we publish most often?
- Do we need mobile access for frontline workers?
- What security and compliance requirements must we meet?
- How much customisation do we require?
- What is our budget for implementation and ongoing maintenance?
- Who will manage and update content on the intranet?
Don't forget to factor in growth plans. If you expect significant expansion in the next few years, choose an intranet for organisations that can scale with you without requiring a complete overhaul later!
Key Features to Look for in an Intranet Package
When deciding on the best intranet package, certain features can make or break user adoption. An effective intranet should offer functionality that solves real business problems while being easy to use. Here are the critical intranet features to prioritise.
User-friendly interface
The success of your intranet depends on people actually using it. Clunky interfaces lead to abandonment. Look for intuitive design that needs minimal training.
The best intranet package feels familiar to users of consumer apps.
Staff should find information within three clicks. Search must be powerful and accurate. Content creation tools should be simple enough for anyone to use. An intranet for organisations must work for all technical ability levels.
Design principles
Good intranet design considers how users process information. Consistent navigation, clear icons, and visual hierarchies reduce confusion. These elements make interactions feel natural.
Check how the intranet handles common tasks such as:
- Can employees easily submit forms or access policies?
- Is the news feed highlighting important announcements?
- Do collaboration spaces feel inviting?
The best interfaces anticipate user needs with logical pathways.
Tip: Read the intranet navigation best practices blog post for more insights.
Personalisation options
Personalised intranet experiences transforms a generic intranet into a tailored workspace. Look for options to customise dashboards and set preferences. This helps deliver relevant content to specific roles. Navigation, content, and functions can be shown or hidden based on user groups.
Ready-to-use templates
Templates save time and ensure consistency. Choose modern templates with your branding. Good templates focus on user experience. They help employees find information quickly.
Powerful search capabilities
Intranet search is critical for usability. A fast, accurate search boosts productivity. The best intranet package includes:
- Best bets that showcase important results first
- Reports on popular and failed searches
- Advanced filtering options
Without good search, even beautiful intranets become document graveyards.
Testing before deciding
Always test before buying. Request demos with realistic scenarios. See how quickly common tasks can be completed. Ask about the vendor's user research process. Remember that intuitive design reduces training costs and increases adoption.
Extensive functionality
The best intranet package must go beyond basic document sharing. Modern solutions offer powerful tools that transform how work gets done. Look for these core intranet features to maximise value.
Knowledge and document hub
Say goodbye to the tedious task of manually tracking and organising policies, procedures and other files. Effortlessly store, organise and share files with ease with sophisticated features including:
- Version control that tracks changes
- Expiry and review dates with automatic notifications
- Custom taxonomy to categorise content logically
- Permission-based access to sensitive materials
A robust document management hub within your intranet centralises information and reduces time wasted searching for files. It eliminates duplicate documents and ensures everyone accesses the latest versions.
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Forms and workflows
Simplify and speed up existing business processes, while reducing costs with an easy-to-use drag and drop forms creator and sophisticated workflow routing engine.
Modern intranet packages include digital form builders that require no coding. These tools transform paper processes into efficient digital workflows. Manage everything from leave requests and expense claims, to training enrolment and product-related requests.
Look for approval chains, conditional logic, and integration with other systems. These features help automate routine tasks and free up staff time for higher-value work.
News and events
Communication lies at the heart of every successful intranet. A news centre keeps everyone informed about company announcements, industry updates, and achievements.
Effective news features should include:
- Targeted distribution to relevant departments
- Engagement metrics to measure readership
- Rich media support for videos and images
- Comment capabilities for two-way communication
- Event calendars with registration options
The best intranet will make news management simple while ensuring important updates reach the right audiences.
Team and department pages
Dedicated spaces for teams foster collaboration and build culture. Department pages within your intranet serve as micro-hubs where team members share updates, resources, and project information.
These spaces should offer:
- Customisable layouts to suit each team's needs
- Activity feeds showing recent contributions
- Team member directories with expertise information
- Quick access to department-specific documents
- Integration with collaboration tools
Social features enhance these spaces by allowing informal interactions that build relationships across locations. Look for intranet features like recognition systems, discussion forums, and interest groups that support your culture.
For example, Anaconda, part of Spotlight Group, have a dedicated area for informal communities that any team member can join to discuss areas of interest. This encourages their adventurous spirit in line with the brand and provide a digital community for members across different stores to connect with one another.
Product Updates
Technology evolves rapidly, and your intranet should keep pace. Regular updates ensure your intranet remains secure, compatible with new browsers, and equipped with modern features. Ask vendors about their development roadmap and update frequency.
The best intranet package providers prioritise continuous improvement based on customer feedback and industry trends. Beware of solutions that seem stagnant, as they may become obsolete within a few years.
Update frequency and delivery
A healthy intranet platform typically follows a predictable update schedule. Look for:
- Regular security patches and bug fixes
- Quarterly feature enhancements / incremental releases
- Major version releases
- Transparent communication about changes
Minimal disruption during updates
Some intranet packages offer automatic updates while others require manual implementation. Consider which approach best suits your IT resources and governance requirements.
Customer-driven development
The most responsive vendors actively collect and implement user feedback. This collaborative approach ensures the intranet evolves to meet real business needs rather than following arbitrary technology trends.
Questions to ask potential vendors:
- How do you gather customer input for product development?
- Can customers vote on feature priorities?
- How quickly do customer suggestions make it into releases?
- Do you have a public roadmap we can review?
- What percentage of updates come directly from user requests?
Security
Your intranet contains sensitive company information. Intranet security features should include robust authentication protocols, encryption, and permission controls.
Single Sign-On (SSO)
SSO integration simplifies access while maintaining security standards. This feature allows employees to use one set of credentials across multiple applications.
Benefits of SSO include:
- Reduced password fatigue and forgotten password requests
- Faster access to essential tools and information
- Improved security through centralised authentication
- Streamlined onboarding and offboarding processes
- Consistent identity management across systems
Look for intranet packages that support common SSO protocols and identity providers compatible with your existing systems.
Authentication (MFA/2FA)
Password-only security is increasingly vulnerable. Two-factor authentication (2FA) and multi-factor authentication (MFA) adds crucial protection by requiring additional verification.
Effective options include:
- SMS or email verification codes
- Authentication apps like Google Authenticator
- Biometric verification methods
- Security questions or personal identification
- Hardware security keys
User permissions
Manage user access with granular user permissions to control access to specific pages, files, and folders, ensuring that sensitive information is only accessible to those who need it.
Advanced permission features should include:
- Group-based access controls
- Content-level security settings
- Temporary access provisions
- Delegation capabilities for team leaders
- Audit logs of permission changes
These controls prevent data leaks while enabling appropriate information sharing across your organisation.
Compliance and data protection
Different industries face varying regulatory requirements.
Consider whether your solution offers:
- Data residency options for regional compliance
- Retention policies for information governance
- Privacy controls for personal information
- Regular security patches and updates
- Compliance certifications relevant to your industry
Data encryption
Protection at rest and in transit safeguards your information. Look for:
- HTTPS encryption for all connections
- Encrypted storage for sensitive documents
- Secure API connections to other systems
- Protection for mobile device access
- Backup encryption protocols
Integration capabilities
No intranet exists in isolation. Your chosen solution should integrate smoothly with your existing business tools. Whether it's Microsoft 365, HR systems, or CRM platforms, these connections eliminate silos and create a unified digital workplace.
The most versatile intranet for organisations will offer both out-of-the-box integrations and APIs for custom connections. This flexibility ensures your intranet can evolve alongside your technology stack.
Pre-built integrations
Ready-made connections save implementation time and reduce technical complexity. The best intranet package includes integrations with common business systems.
Look for pre-built connections to:
- Microsoft 365
- Customer relationship management platforms
- Learning management systems
- Communication tools like Teams or Slack
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Email marketing platforms
These integrations allow information to flow naturally between systems, reducing duplicate data entry and creating a more cohesive digital experience.
When evaluating an intranet, ask for a complete list of supported integrations. Also inquire about the depth of these connections. Some integrations offer basic file access while others provide rich, interactive experiences.
Developer API / SDK
For unique business requirements, custom integration capabilities are essential. Build your own integrations controlling the data flow in and out of the intranet platform.
The REST API can be used to build integrations in a technology independent manner, whereas the SDK enables developers familiar with Microsoft .NET to develop even deeper integrations. Your vendor should offer these services if you do not have someone in-house to do it.
Questions to ask about development tools:
- Is the API fully documented and regularly updated?
- Are there code samples and developer resources available?
- What authentication methods does the API support?
- Are there rate limits or usage restrictions?
- Does the vendor provide developer support?
Single source of truth
Effective integration creates a consistent information environment. Users should be able to access what they need without jumping between applications or wondering which system contains the most current data.
The best intranet serves as a digital hub that brings together:
- People information from HR systems
- Document libraries from cloud storage
- Project updates from management tools
- Customer data from CRM systems
- Company news and announcements
This consolidated approach increases productivity by reducing context switching and information hunting.
Analytics and reporting
You can't improve what you don't measure. Advanced intranet features should include analytics tools that reveal how employees engage with content. These insights help you identify popular resources, underutilised sections, and opportunities for improvement.
Usage reports also demonstrate ROI to leadership and inform content strategy decisions. The best intranet package will offer intuitive dashboards that make these metrics accessible without requiring data science expertise.
Comprehensive usage tracking
Effective analytics start with thorough data collection. Look for intranets that track:
- Page views and popular content
- Search terms and failed searches
- Document downloads and shares
- Form submissions and completion rates
- User login frequency and patterns
- Mobile versus desktop access
- Time spent on different sections
This data creates a complete picture of how your intranet serves your organisation.
User-centric reporting
Powerful reporting provides a granular view of your site's users. These reports enable you to track site and user activity from platform capabilities a user has access, to folders within a group a user has permission for and their access level.
User analytics help you understand:
- Which departments engage most actively
- How new employees use the intranet during onboarding
- Content preferences across different teams
- Usage patterns during different times of day
- Adoption rates for new features
These insights support targeted improvements and help identify champions and potential training needs.
Visual dashboards
Complex data becomes actionable through visual presentation. The best intranets transforms raw numbers into clear insights.
Data Insights turns your data into real-time, dynamic and highly configurable dashboards.
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Look for visualisation options including:
- Trend charts tracking engagement over time
- Adoption metrics by department or location
- Search performance analytics
- Content effectiveness scoring
- Custom report builders for specific metrics
These tools help intranet managers make data-driven decisions without advanced technical skills.
Comparing On-Premise vs. Cloud-Based Intranet
When selecting the best intranet package for your organisation, one fundamental decision is whether to implement an on-premise solution or opt for a cloud-based intranet.
Both approaches have distinct advantages and limitations that could significantly impact your digital workplace strategy.
| Factor |
On-Premise Intranet |
Cloud-Based Intranet |
| Initial Cost |
Higher upfront investment (servers, licenses, infrastructure) |
Lower initial cost with subscription-based pricing |
| Ongoing Expenses |
Maintenance costs, hardware upgrades, IT staff |
Predictable monthly/annual fees |
| Implementation Time |
Longer deployment cycle (typically 3-6+ months) |
Faster implementation (often weeks rather than months) |
| Customisation |
Highly customisable to specific requirements |
Some limitations based on platform architecture |
| Security Control |
Complete control over security protocols |
Relies on vendor security practices |
| Data Location |
Data remains within company infrastructure |
Data stored on provider's servers (location options vary) |
| Maintenance |
Internal IT team responsible for updates and maintenance |
Vendor handles updates, patches, and technical maintenance |
| Scalability |
Requires hardware upgrades to scale |
Easily scales up or down with changing needs |
| Accessibility |
May require VPN for remote access |
Accessible from anywhere with internet connection |
| Business Continuity |
Vulnerable to local disasters unless redundancy is built in |
Built-in redundancy and disaster recovery |
| Updates & Features |
Manual updates, potentially less frequent |
Automatic updates with regular new features |
| IT Resources Required |
Significant internal IT expertise needed |
Minimal internal IT support required |
Your choice depends on specific organisational needs, security requirements, and available resources.
Many organisations are now moving towards taking advantage of cloud-based intranets for their flexibility and lower maintenance requirements. However, industries with strict data sovereignty requirements may still prefer on-premise options.
Some vendors offer hybrid approaches that provide the security of on-premise with some cloud benefits. The intranet you choose should align with your technical infrastructure, compliance requirements, and long-term digital workplace strategy.
Choose Elcom's Intranet Packaged Solutions for your Organisation
Selecting the right intranet package is a significant decision that impacts your entire organisation. The ideal solution balances ease of use with powerful functionality, all while fitting your specific business needs and technical requirements.
Elcom's intranet for organisations stands out by delivering the complete package – intuitive user experience, comprehensive features, straightforward administration, and ongoing support. Our solution is designed to grow with your business while keeping your information secure and accessible.
With Elcom's intranet package solutions, you'll benefit from:
- Intuitive interface that drives adoption across all technical skill levels
- Powerful document management with version control and advanced search
- Flexible forms and workflows that digitise your business processes
- Mobile accessibility that connects your entire workforce
- Robust security features that protect your sensitive information
- Seamless integration with your existing business tools
The best intranet isn't just about features – it's about partnership.
Elcom provides comprehensive support throughout implementation and beyond, ensuring your intranet delivers lasting value. Our unlimited user licensing model means everyone in your organisation can benefit from improved communication and collaboration.
If you feel that your organisation has unique requirements and an intranet package may not be the best fit, Elcom also offers custom intranet software solutions.
Ready to see how Elcom can transform your workplace?
Book a personalised demo today and discover why organisations across industries trust us with their digital workplace needs.