What to Think About When Picking an Intranet

Mar 4, 2026

Choosing or redesigning an intranet can feel like a big decision.

Why? You’re shaping how people find information, stay connected, and get work done every single day. That’s meaningful.

The reassuring part? It doesn’t have to be complicated.

Whether you’re building on SharePoint, configuring an accelerator like Injio, or exploring a different platform entirely, strong intranet decisions usually come down to a handful of practical considerations. Get these right and everything else becomes clearer.

Let’s walk through them.

TL;DR – The Short Version

If you’re skimming between meetings, here’s the heart of it:

Start with clearly articualted needs, the shiny features come later
Do some discovery before committing
Plan who owns content and keeps it fresh
Think long term, but launch with simple, high impact basics

Now let’s unpack that properly.

1. Start With Needs, Not Features

Must haves vs nice to haves

It’s easy to get distracted by feature lists. AI widgets. Social feeds. Dashboards that look like aircraft cockpits.

Features are only valuable if they solve real problems.

Before you compare platforms or talk to vendors, ask:

What frustrates people about finding information today?
Where do things break down most often?
What do employees waste time on every day?

Your answers define your must haves.

For many organisations, that looks surprisingly simple:

A clear home page with reliable news
Easy access to policies, forms, and key documents
A place new starters can navigate without asking five people for links

Nice to haves are different. They’re not bad. They’re just not essential right now. Think idea boards, social conversations, advanced automation. Helpful later. Not critical if the basics aren’t working.

Choosing intranet features is a bit like packing for a trip.
Your must-haves are your passport and phone charger. The nice-to-haves are the extra pair of shoes. Pack the essentials first. You can always add the extras once you know you’ve got what you need.

2. Do a Discovery Workshop. Even a Small One.

“Discovery” can sound formal. In reality, it’s just structured thinking before building.

This step helps you answer:

Who will actually use the intranet, and how?
What content already exists, and what should quietly disappear?
What are the most common tasks people need to complete?
What systems need to connect with it?

Discovery does not need to be drawn-out or expensive. For small to mid sized organisations, it might be a few focused workshops over a couple of weeks.

What matters is the outcome:

Clear priorities
Shared understanding across teams
Fewer assumptions

Skipping discovery is like renovating without measuring the room. You might get something built. You’ll probably need to rebuild it later.

A simple discovery process might include:

A small group of key stakeholders from HR, IT, Communications, and day to day staff
Honest conversations about what’s frustrating today
A light content audit: keep, improve, archive
A shared definition of success

The biggest benefit? Buy in. People support what they help shape.

3. Plan for Governance and Ongoing Care

Launch day feels great. Six months later is when the real test begins.

Without ownership and upkeep, even the best intranet turns into a digital attic. Things get stored. Few things get cleaned.

Before you launch, think about:

Content owners. Who is responsible for which sections?
Review cycles. How often will content be checked and refreshed?
Publishing rules. Who can create pages or make changes?
Training. Even a short walkthrough makes a big difference.

Governance does not need to be heavy. It just needs to exist.

A governed intranet builds trust. People know the information is reliable. A stale intranet does the opposite. Once confidence drops, usage usually follows.

An intranet full of outdated policies and last year’s announcements feels like a ghost town. No one wants to spend time there.

4. A Few Final Tips

Get leadership involved

When leaders actively use the intranet, others follow. When they ignore it, so does everyone else. Visible participation matters.

Think long term. Deliver short term.

Have a clear vision of where you want to go. Then launch with the essentials and improve based on feedback. Momentum beats perfection.

Measure and adapt

Use analytics and feedback to understand what’s working and what isn’t. The best intranets evolve over time. They’re never truly “finished.”

Keep people at the centre

This isn’t just a technology decision. It’s about how people experience work. Clear language. Simple navigation. Mobile friendly design. These basics go further than most advanced features.

Final Thought

Picking an intranet isn’t about finding the most powerful platform. It’s about choosing something your people will actually use and that your organisation can realistically support.

Stay practical. Stay user focused.

A simple intranet that works will always outperform a complex one that doesn’t.

Frequently Asked Questions

Is SharePoint a good intranet platform?

Yes, for many organisations. SharePoint works well when it’s designed around real user needs and supported by clear content ownership and governance.

What’s the difference between SharePoint out of the box and an intranet accelerator?

Out‑of‑the‑box SharePoint provides the basics. An intranet accelerator adds structure, design patterns, and consistency to help you move faster and reduce setup effort.

How much discovery do we need before building an intranet?

Enough to avoid assumptions. Even a few focused workshops can clarify user needs, priorities, and what success should look like.

Who should be involved in intranet decisions?

IT, HR, and Communications are important, but everyday staff input is essential. The people who use the intranet daily quickly highlight what does and doesn’t work.

How do we stop our intranet from becoming outdated?

Define content owners and review cycles from the start. Light governance keeps content trustworthy without creating unnecessary overhead.

Should we launch everything at once?

Usually not. Launch with the essentials first, then improve over time based on feedback and usage.

How do we measure intranet success?

Look at usage data, search behaviour, and employee feedback. A successful intranet evolves as needs change.