15 Best Intranet Platforms & Solutions on the Market Right Now

When looking for the best intranet platform, you’ll be hit with a lot of choices and many platforms – each with its own strengths and weaknesses.

To simplify your decision-making process, we’ve done a deep dive on each platform. Here, we’ll introduce the most important features and distinguishing factors.

But before diving into the specifics, here’s an overview of the best intranet platforms on the market right now.
 

1. Workvivo

Workvivo is a leading cloud-based intranet platform, also known as an employee experience platform (EXP), designed to promote employee communication and engagement within organizations. It’s a digital workplace solution that combines the functionality of a traditional company intranet with social media-like features (such as news feeds, posts, likes, and comments), creating a seamless environment for collaboration and connectivity.

As a modern intranet software, Workvivo significantly enhances the employee experience by facilitating two-way communication, enabling employees to share updates, recognize achievements, and celebrate milestones, creating a sense of community within an organization.

In terms of personalization, users can customize their profiles, notifications, follow specific topics or groups, and receive tailored content based on their interests and role within the company.

Workvivo also provides a comprehensive suite of tools that integrate seamlessly with existing systems, ensuring a smooth implementation process. Its robust API and integration capabilities allow organizations to connect with other enterprise applications such as Microsoft Teams, Slack, and Google Workspace (e.g., integrating with Google Drive for file sharing).

Key features

• Engagement hub: Centralizes company communications and allows employees to engage with content through likes, comments, and shares, creating a dynamic and interactive communication environment.
• News feed: Similar to social media platforms, this keeps employees informed with updates and announcements personalized to their preferences and roles within the organization.
• Employee recognition and appreciation: This allows employees to acknowledge and celebrate achievements, thereby boosting morale and motivation across teams.
• Event management: Offers tools for managing company events including RSVPs and event reminders, helping to keep employees informed and engaged with organizational activities.
• Mobile accessibility: The Workvivo mobile app ensures that employees can access the platform from anywhere, providing flexibility and ensuring constant connectivity even for remote or field-based staff.

Pros

• Social media-style engagement: Workvivo stands out with its social media-style interface that enhances employee engagement by mimicking platforms people use in their personal lives. This familiar design encourages employees to share updates, achievements, and feedback, creating an interactive and lively community within the organization.
• Seamless integration with existing tools: By integrating with tools that employees already use, Workvivo ensures a smooth transition and provides a comprehensive platform that supports a wide range of communication needs, making it easier for teams to collaborate and stay connected. Popular integrations include Slack, Microsoft Teams, and Zoom.
• Mobile-friendly access: With a mobile-friendly design, Workvivo ensures that employees can access the platform and stay connected even when they are on the go. The mobile app allows users to engage with content, receive updates, and participate in discussions from their smartphones, providing a consistent and accessible experience across devices. This mobile accessibility is particularly beneficial for remote or distributed teams, ensuring that all employees can stay informed and engaged regardless of their location.

Cons

• While Workvivo offers extensive customization options, smaller organizations may find these features overwhelming or unnecessary for their needs. The platform’s advanced customization capabilities can require significant time and resources to implement effectively, potentially posing challenges for companies with limited IT support or budget constraints.

2. Poppulo

Initially focused on email communication, Poppulo has evolved into a multi-channel solution that integrates various communication methods, including intranets, digital signage, mobile apps, and more. It excels in providing targeted communication through advanced internal comms tools, helping organizations break down silos and improve overall engagement.

A key strength of Poppulo is its data-driven approach to internal communications. The platform offers advanced analytics and reporting tools that provide insights into employee engagement and communication effectiveness. It measures metrics such as open rates, click-through rates, and engagement trends — all of which help organizations make informed decisions about their communication strategies and tailor messages to meet the needs of their workforce.

Key features

• Crisis comms: Allows organizations to quickly distribute critical information during emergencies, ensuring fast and effective messaging to all stakeholders.
• Audience segmentation: Precise targeting and segmentation of audiences, ensuring that messages are relevant and tailored to specific employee groups.
• Multi-language support: Supports communication in multiple languages, making it ideal for global organizations with diverse workforces.

Pros

• Customizable content delivery: Poppulo offers flexible and customizable content delivery options, allowing organizations to tailor their communications to fit their specific needs and branding.
• Improved employee engagement: The platform supports various content formats, such as newsletters, emails, and intranet updates, enabling organizations to create visually appealing and engaging messages.
• Comprehensive analytics and insights: Provides robust analytics and reporting tools, allowing for a deeper understanding of how employees interact with internal communications. These insights help organizations refine their messaging strategies, optimize content, and make data-driven decisions to improve overall communication outcomes.

Cons

• Technical limitations in content creation: Users face significant technical hurdles in creating tables, uploading images and GIFs in various formats, and adding videos to emails. These issues disrupt content alignment and limit multimedia integration, leading to a less efficient and more frustrating user experience.
• Tedious data extraction process: Extracting data from the system is overly tedious, especially when gathering comprehensive statistics, such as monthly performance metrics, which require accessing each day's data individually.
• Clunky formatting and hidden features: The system struggles with basic formatting tasks, such as copying, pasting, and aligning text. Additionally, many useful features are hidden, making them difficult to access unless discovered by chance.

3. Snapcomms

SnapComms is an internal communication platform that focuses on delivering urgent and essential messages directly to employees across multiple channels. It is designed to bypass the clutter of traditional email systems, ensuring critical company information is seen and acknowledged promptly.

The solution offers a suite of tools that facilitate real-time communication and engagement, making it an ideal solution for organizations that require rapid circulation of important updates, alerts, and announcements. With its focus on immediacy and impact, SnapComms is widely used in sectors where timely communication is crucial, such as healthcare, education, and emergency services.

Key features

• Desktop alerts: Allows important messages to bypass email inboxes and appear directly on employees' screens. You can set the alerts in size and appearance, include images and hyperlinks, and add call-to-action buttons.
• Scrolling news feeds: This feature delivers information in a ticker format that scrolls across the bottom or top of employees’ screens, similar to a news ticker. They are customizable in terms of speed, font, and color to match company branding and can be scheduled for specific times.
• Interactive quiz: This is designed to engage employees and assess their understanding of key topics through gamified content. They are fully modifiable, allowing for multiple-choice, true/false, or short-answer formats.

Pros

• Real-time updates: Scrolling tickers and digital signage provide real-time updates, keeping employees informed of important announcements. This feature ensures your team receives crucial information promptly, reducing communication gaps.
• Rich media content: SnapComms supports multimedia content, enabling engaging and interactive communication. By using videos, images, and other rich media, you can capture your team’s attention more effectively, leading to higher engagement and better retention of information.
• Customizable targeting: The platform allows for precise targeting, ensuring messages are relevant and impactful. With customizable targeting options, you can deliver tailored messages to specific groups, ensuring each employee receives information that is directly relevant to them, enhancing engagement and productivity.

Cons

• Limited search functionality: The system’s search function is restricted to scanning only the titles of announcements, not the content within the messages, leading to difficulties in retrieving specific information.
• Inefficient group management: The current system requires reliance on technical staff to create AD groups for targeted messaging. While manual group creation is possible, it is time-consuming.
• Poor mobile experience: The platform offers a subpar experience on mobile devices, and the absence of a mobile app for administrators limits functionality and accessibility when managing communications on the go.

4. Confluence by Atlassian

Confluence by Atlassian is a collaboration and content management platform designed to enhance productivity and communication within organizations.

Known for its flexibility and ease of use, Confluence serves as a central hub where teams can create, organize, and collaborate on documents, projects, and ideas. The platform is highly customizable, allowing organizations to tailor its features to meet specific needs, whether for project management, knowledge sharing, or documentation.

Additionally, Confluence’s integration with other Atlassian products like Jira and Trello also makes it an essential tool for organizations looking to streamline workflows and improve team collaboration.

Key features

• Template library: Includes a comprehensive library of templates designed to help users quickly create common types of pages, such as meeting notes, project plans, and product requirements.
• Macros for dynamic content: This allows users to embed content such as videos, calendars, roadmaps, and charts. They also enable advanced features like creating tables of contents, adding interactive elements, and connecting to external data sources.
• Page and space: Content is organized into “Spaces” for different teams, projects, or departments. Within these Spaces, pages can be created, nested, and linked, allowing users to build a structure that reflects their organizational needs.

Pros

• Scalable and flexible: Confluence is highly scalable, making it suitable for organizations of all sizes. Whether a small startup or a large enterprise, Confluence can accommodate the needs of any organization by allowing them to scale their usage as they grow.
• Customizable templates and pages: Confluence provides a variety of customizable templates and page options, allowing teams to create content that aligns with their specific needs and branding.
• Integration with Atlassian ecosystem: One of Confluence’s significant advantages is its seamless integration with other Atlassian products such as Jira, Trello, and Bitbucket. This integration allows teams to manage projects more efficiently by linking documentation with project management and development tools.

Cons

• Subpar editor and poor support: The platform’s editor is significantly underwhelming, lacking basic functionalities that were available in previous editions. Furthermore, the support for paying customers is virtually nonexistent, making issue resolution a frustrating ordeal.
• Editing and sharing limitations: Editing documents is not as intuitive as with competing platforms; accessing the edit mode requires extra steps, and it's unclear how concurrent edits are handled. Additionally, sharing documentation with external parties is not supported, limiting collaboration.
• Navigation challenges in large repositories: Navigating large category trees to find specific pages is challenging, especially when page titles have been altered, rendering the search bar ineffective.

5. Jostle

Jostle is an intranet platform designed to enhance internal communication and employee engagement within organizations. It focuses on providing a dynamic and intuitive user experience that connects employees, fosters collaboration, and aligns them with the company’s mission and goals.

Unlike traditional intranets that often become stagnant and underutilized, Jostle serves as an enterprise social network, delivering relevant content and information in a visually appealing and easily navigable format. Its cloud-based architecture ensures accessibility and scalability, making it suitable for organizations of all sizes, from small businesses to large enterprises.

Jostle’s platform is centered around people and culture, providing tools that facilitate social interaction, recognition, and collaboration. It features a unique organizational structure called the “People Engagement Platform,” which prioritizes employee engagement and connection over static content storage. This structure enables employees to easily find colleagues, access resources, and participate in company culture, driving a sense of community and belonging.

Key features

• Employee directory: The directory includes detailed profiles for each employee, featuring contact information, role, and skills. It also supports organizational charts that visually represent the company’s structure, making it easy to identify team members and reporting lines.
• Activity feed: Displays recent activities such as announcements, recognitions, and team achievements. Users can engage with content by liking or commenting on posts, fostering a sense of community and collaboration. The feed is customizable, allowing employees to filter updates based on their interests and priorities.
• Library: This serves as a central repository for important documents and resources, providing employees with easy access to essential information. It also supports a wide range of file types, including PDFs, spreadsheets, and presentations. Documents can be organized into categories and tagged for easy searching.

Pros

• Effective internal communication: The platform offers a variety of communication tools that facilitate effective internal communication. Jostle’s communication features include news articles, discussion forums, and targeted messaging, enabling organizations to share important information with specific groups or the entire company.
• Customizable branding and content: Jostle offers customizable branding and content options, allowing organizations to tailor the platform to reflect their unique identity and values. Companies can customize the appearance of the intranet, including logos, colors, and themes, to align with their brand.
• Robust employee engagement platform: Jostle provides tools specifically aimed at boosting employee engagement. Interactive features like polls, surveys, and event listings invite active participation from all team members.

Cons

• Limited social media integration and editing tools: Jostle lacks functionality for linking company social media feeds directly and restricts news post creation on mobile devices. The block editor for news feeds also presents usability challenges, requiring additional training to perform basic functions like adding polls or formatting text.
• Cumbersome team management: The Teams feature is difficult to manage, especially when adding users to general teams. Restrictions on who can be added and the inability to include ‘everyone’ at once make team management less efficient.
• Restricted customization in news articles: Customization options in news articles are limited in terms of formatting, fonts, and colors. Additionally, the platform’s search function is slow and does not automatically sort results by post date, complicating information retrieval.

Related → How To Use Intranet for Internal Communications (+ Top Tools)

6. LumApps

LumApps is an enterprise communication and knowledge management platform designed to facilitate seamless internal communications within organizations.

It serves as a centralized hub where employees can access corporate content, news, and collaborative tools, all tailored to individual roles and departments.

LumApps also integrates seamlessly with Google Workspace and Microsoft 365, enhancing its utility by allowing users to work within the familiar ecosystems of these productivity suites. The platform is highly customizable, enabling organizations to create a branded experience that aligns with their corporate identity.

Key features

• Employee directory sync: LumApps synchronizes in real-time with enterprise directories such as Microsoft Azure AD or Google Directory, allowing users to access updated employee information directly through the intranet.
• Social advocacy module: This feature allows employees to become brand ambassadors by sharing corporate content on their personal social media channels. It integrates with major social platforms and tracks engagement metrics, enabling the company to measure the reach and impact of shared content.
• Multilingual content management: Users can create and manage content in multiple languages within the platform, which automatically presents the content in the user's preferred language.

Pros

• Improved brand advocacy: The social advocacy module encourages employees to engage with and share corporate content, enhancing the company’s brand on social media platforms.
• Enhanced employee engagement: LumApps boosts employee engagement through its personalized content delivery and social features, ensuring that each user receives relevant and interesting updates that keep them connected to the company.
• Seamless integration with productivity suites: The platform integrates effortlessly with Google Workspace and Microsoft 365, allowing users to work within familiar environments while accessing LumApps' features, reducing the learning curve and enhancing productivity.

Cons

• Inadequate analytics for user engagement: LumApps lacks detailed analytics, particularly for tracking user journeys and click activities within the intranet platform. This deficiency makes it challenging for project managers to assess the utilization of specific tools and widgets, complicating priority setting and resource allocation.
• Limited layout customization and widget adjustment: The platform offers restricted flexibility in adjusting layouts and configuring widgets, limiting the ability to tailor the intranet environment to specific organizational needs.
• Issues with user status synchronization: A technical glitch exists where LumApps does not immediately recognize when a user is archived in Google Workspace. This requires manually disabling the user account and waiting 24 hours for changes to reflect in LumApps, delaying the user removal process.

7. Staffbase

Staffbase is an all-in-one employee communication platform designed to connect, engage, and inform employees across organizations of all sizes. Specializing in reaching non-desk employees, Staffbase makes it accessible for every member of an organization, including those without corporate email addresses, to stay connected and informed via its mobile-first technology.

The platform also features robust content management capabilities and is distinguished by its emphasis on user-friendly mobile experiences, ensuring that employees receive corporate communications effectively regardless of their location or device preference.

Key features

• Dynamic newsfeeds: The platform offers dynamic newsfeeds that can be personalized for different user groups, departments, or locations. This feature aggregates and delivers relevant news and updates in real time, ensuring that employees only receive information pertinent to their roles.
• Event management and RSVP: This is an integrated event management system where administrators can create, promote, and manage internal events. Employees can RSVP directly within the platform, and the system tracks participation and engagement.
• Newsletter builder: The drag-and-drop interface supports various content types, including text, images, and videos, and allows for the segmentation of audiences to target specific employee groups.

Pros

• Personalized communication channels: The platform’s ability to create dynamic and personalized newsfeeds allows for targeted communication, ensuring that employees receive relevant information that pertains to their specific roles and responsibilities.
• Real-time engagement analysis: Pulse surveys and analytics allow for the immediate evaluation of employee engagement and the effectiveness of communication strategies.
• Robust event management capabilities: The event management feature streamlines the planning and execution of internal events, from invitations to attendance tracking, making it easier to manage employee engagement initiatives.

Cons

• License management issues: Licenses from departing employees do not revert back for reuse, requiring the purchase of new licenses for incoming staff, which adds to operational costs.
• Email functionality restrictions: Users are restricted to sending emails from the account they are logged into, with no option to alter the ‘from’ address during the sending phase. Additionally, emails can only be tested one address at a time, and there is no capability to wrap text around images, limiting layout options.
• Technical challenges with Outlook plug-in and API limitations: The Outlook plug-in is reported to be unreliable, frequently failing to save work. Furthermore, the API is insufficient, restricting integration with other systems and data utilization.

8. Blink

Blink is an employee management software designed to centralize workplace communication and streamline administrative tasks, targeting mainly frontline workers.

Unlike traditional employee management tools, Blink focuses on providing a mobile-first experience, ensuring that frontline workers who are often disconnected from traditional corporate communication channels have easy access to the information, tools, and resources they need.

The platform integrates multiple functionalities, including communication, task management, file sharing, and HR tools, into a single user-friendly interface.

Key features

• Micro-apps: Unique to Blink, Micro-Apps allow organizations to create customized applications within the platform, enabling users to perform specific tasks such as booking leave or accessing HR documents without leaving the app.
• Digital forms and workflows: These forms can be customized to fit specific business needs, such as incident reporting or inventory management, and are integrated with backend systems for seamless data processing.
• Customizable employee profiles: Includes basic information, individual skills, certifications, and preferences. These profiles can be used to match employees with suitable tasks and training opportunities, enhancing workforce management efficiency.

Pros

• Seamless integration with enterprise systems: The platform’s API integration framework allows for easy connectivity with existing HR and payroll systems, ensuring a smooth flow of data across the organization without disrupting current processes.
• Customizable and scalable solution: Blink is highly customizable to fit the specific needs of different industries and organizations. Its scalable cloud infrastructure supports growth, allowing businesses to add users and features as their needs evolve.
• Optimized for frontline workers: Blink’s mobile-first approach ensures that frontline workers have consistent access to critical tools and information regardless of their location, boosting overall engagement and productivity.

Cons

• Lack of moderation capabilities: Blink does not offer pre-moderation for posts, allowing certain users to share inappropriate content.
• Cumbersome download process: Users experience difficulties downloading items from Blink, facing multiple prompts before accessing forms.
• Limited communication features: Blink lacks the ability to upload videos in chats and does not allow users to ‘like’ messages, only reply to them.

9. Simpplr

Simpplr is a modern intranet solution designed to streamline internal communications and improve the engagement culture within organizations. Its main appeal lies in its simplicity and automation capabilities, making it highly user-friendly for both administrators and end-users.

Simpplr is distinguished by its AI-driven smart features that automate content relevancy and user engagement tracking. It also includes functionalities to host virtual town halls, integrating video and interactive Q&A sessions to engage employees in large-scale meetings.

Key features

• Auto-governance engine: Simpplr’s unique auto-governance technology helps maintain the intranet’s integrity by automatically archiving outdated content and suggesting updates to keep information relevant.
• Smart feed: This AI-powered feature curates a personalized feed for each user based on their interactions and preferences, ensuring that employees receive the most relevant information about their roles.
• Site manager dashboard: Offers comprehensive tools for administrators to manage multiple intranet sites from a single dashboard, simplifying the oversight and maintenance of extensive corporate content.

Pros

• Enhanced security and compliance: With features like single sign-on (SSO) and role-based access control, Simpplr ensures that sensitive information is protected and that the platform complies with industry security standards and regulations.
• Scalable and flexible architecture: Simpplr’s cloud-native architecture ensures that the platform can scale with the organization’s growth, allowing for the addition of new features and users without compromising performance.
• Seamless integration with enterprise tools: Simpplr integrates seamlessly with popular tools like Slack, Microsoft Teams, and Salesforce, enabling smooth workflows and minimizing disruptions to existing business processes.

Cons

• Integration and licensing challenges: Simpplr’s integration with ADP fails to sync critical data for audience segmentation, requiring extensive meetings and custom solutions. Additionally, the platform’s reliance on Salesforce requires purchasing user licenses in bulk, which lacks flexibility and imposes unnecessary burdens on smaller organizations.
• Limited features and lack of flexibility: Simpplr’s intuitive design is beneficial, but it restricts how much you can customize the home page and lacks certain features. For example, you can’t tag groups—only individuals—and there’s no option to mark content as ‘must read’ for specific users, which would be useful for better communication and content management.

10. Happeo

Happeo is a comprehensive digital workplace platform that integrates deeply with Google Workspace, offering a centralized hub for all communication, collaboration, and community needs.

Designed to bridge the gap between communication and collaboration tools, Happeo unifies dispersed teams by providing a seamless interface that integrates with commonly used business applications. Its distinctive approach focuses on enhancing corporate culture and facilitating knowledge sharing across the organization, making it an ideal solution for companies looking to boost productivity and employee engagement through a more connected digital environment.

Key features

• Google workspace integration: Happeo integrates deeply with Google Workspace, allowing users to collaborate on Google Docs, Sheets, and Slides directly within the platform.
• Customizable pages and channels: Happeo allows organizations to create customizable pages and channels for different teams, departments, or projects. These pages can include various widgets, such as news feeds, calendars, and social media streams.
• Universal search: This feature provides a powerful search tool that spans across Google Workspace and Happeo content, allowing users to find documents, messages, and contacts from a single search bar.

Pros

• Automated administrative tasks: User management automation simplifies administrative tasks related to user access and permissions, enhancing operational efficiency.
• Community building: Social collaboration tools embedded within Happeo promote a vibrant corporate culture and encourage employees to engage and connect more deeply with their colleagues.
• Enhanced communication efficiency: The ‘Channels’ and ‘Pages’ framework organizes information and communication streams effectively, making it easier for employees to access relevant content and collaborate.

Cons

• Lack of page management: There’s limited control over page content, such as tracking when each element was last modified and enabling team members other than the original creators to manage specific content.
• Information overload: The platform often overwhelms users with too much scattered information, confusing employees about effective communication.
• Delays in analytics and lack of interactive features: There is a notable delay in analytics, hindering access to real-time data. Also, the absence of interactive features like polls and surveys makes using the solution challenging.

Related: Happeo vs LumApps: 2024 Showdown (+ Better Options)

11. Igloo

Igloo is a digital workplace solution designed to enhance communication, knowledge sharing, and collaboration across organizations. Its strength lies in its ability to adapt to the unique cultural and operational needs of each business, supporting a wide range of work styles and environments.

Igloo also offers a highly customizable platform that integrates seamlessly with popular business tools like Microsoft 365, Salesforce, and Slack, facilitating a unified digital workspace where employees can access all necessary tools and information.

For example, admins can create custom spaces for teams, departments, or projects, each with its own set of tools and resources. This allows for a more organized and efficient workflow as employees can easily access the information and tools they need.

Key features

• Custom spaces: Admins can create custom spaces for teams, departments, or projects, each with its own set of tools and resources. This allows for a more organized and efficient workflow as employees can easily access the information and tools they need.
• Integrated knowledge base: Integrates a centralized knowledge base that easily organizes and retrieves information critical for onboarding and ongoing employee development.
• Social collaboration tools: Features such as forums, blogs, and social feeds encourage interaction and engagement among employees, promoting a vibrant community within the digital workspace.

Pros

• Enhanced integration capabilities: Igloo’s ability to integrate with a wide array of business applications ensures that all tools are accessible from a single platform, streamlining workflows and increasing productivity.
• Promotes corporate culture: Through social collaboration tools and custom branding, Igloo helps in building and maintaining a strong corporate culture that aligns with organizational values.
• Effective knowledge sharing: The integrated knowledge base and document collaboration features facilitate effective information dissemination and retention across the organization.

Cons

• Difficult login process: Users describe the login procedure as challenging and illogical, which is particularly frustrating given the platform’s otherwise ‘claimed’ intuitive nature.
• Steep learning curve and UI complexities: New users face a steep learning curve, and the platform’s processes can be complex, suggesting a need for a more user-friendly interface.

12. Workplace by Meta (shutting down)

Workplace by Meta, formerly known as Facebook Workplace, is a collaboration platform that leverages familiar social media features to enhance communication and collaboration within businesses.

We’d be remiss not to mention Workplace by Meta, but they recently announced they are shutting down operations, and Workvivo has been named their only preferred migration partner.

Key features

• Safety check: Borrowed from Facebook’s consumer service, this feature is adapted for businesses to quickly verify the safety of employees during emergencies, providing crucial real-time data during crisis situations.
• Workplace chat: A direct spin-off of Facebook Messenger, this feature allows instant messaging, video calls, and voice calls within the organization, supporting both one-on-one and group communications.
• Live video broadcasting: Users can broadcast live videos to their team or the entire organization, facilitating real-time updates and announcements with the option for interactive engagement through comments and reactions.

Pros

• Crisis management support: Safety Check provides an essential tool for crisis management, enhancing organizational responsiveness and employee safety during emergencies.
• Powerful AI-driven content delivery: The AI-driven content recommendations and smart filtering in the News Feed ensure that employees receive relevant updates, reducing information overload and enhancing the overall user experience.
• Familiar and intuitive interface: Workplace’s interface is designed with the familiarity of Facebook in mind, making it easy for employees to adopt and use the platform without extensive training, thereby reducing the learning curve and encouraging widespread engagement.

Cons

• Inconsistent feed refresh: Users experience issues with the platform's feed refresh feature, noting that even after setting it to display the most recent posts, it often shows different feeds randomly.
• Performance issues: Users experience lag during private messaging and unexpected app closures, affecting overall productivity.
• Navigation difficulties: Finding specific information or updates on the platform can be challenging, with users often needing to reacquaint themselves with the layout after updates.

13. Microsoft Sharepoint

Microsoft SharePoint is a powerful platform designed to facilitate collaboration, document management, and content sharing across organizations.

As part of the Microsoft 365 suite, SharePoint seamlessly integrates with other Microsoft products such as Teams, OneDrive, and Outlook, creating a digital workspace that supports a wide range of business processes.

Known for its powerful capabilities in creating websites and storing, organizing, accessing, and sharing information, SharePoint is especially suited for medium to large organizations that require complex document management and workflow automation.

Its flexibility allows for both on-premises and cloud deployments, making it a versatile option for businesses aiming to enhance their information management and intranet services.

Key features

• Document libraries with version control: SharePoint’s document libraries support comprehensive version control, allowing users to track revisions and restore previous versions of documents, which is crucial for maintaining the integrity of business documents.
• Customizable workflows: Users can create and customize workflows for processes like document approvals, project tracking, and issue reporting, which automate routine tasks and enhance operational efficiency.
• Web parts and app parts: These components can be added to SharePoint pages to display information from various sources, customize page appearance, and enhance functionality without extensive coding.

Pros

• Extensive workflow automation: SharePoint’s workflow automation tools, integrated with Power Automate, allow organizations to streamline routine business processes, improving efficiency and reducing manual effort across the organization.
• Robust document management capabilities: SharePoint’s document management features, including version control and metadata tagging, ensure that teams can manage and access content efficiently, reducing the risk of errors and improving overall document organization.
• Advanced security and compliance features: SharePoint provides enterprise-grade security with features such as data encryption, multi-factor authentication, and compliance management tools, ensuring that sensitive data is protected and that the platform meets industry regulations.

Cons

• Synchronization and data loss in live shared documents: When using SharePoint's live shared documents, especially via the desktop app instead of the web version, users experience synchronization problems and occasional data loss. There have also been instances of data corruption during critical project stages, highlighting the need for more robust data handling capabilities.
• Customization and integration difficulties: Despite being part of the Microsoft suite, SharePoint struggles with the easy customization and integration of documents imported from third-party software, often leading to improper visual settings.
• Delays in reflecting changes: Changes made in SharePoint, such as creating new folders, do not appear immediately, especially when synchronized with OneDrive. This delay can hinder workflow continuity and frustrate users who need immediate access to updated content.

14. Unily

Unily is an intranet software solution that stands out for its rich customizable user experience and strong integration capabilities, particularly with Microsoft 365 and other essential business tools.

Unily is known for its visually appealing design and intuitive user interface, which enhance user adoption and engagement. The platform serves as a comprehensive solution for enterprises looking to consolidate their communication channels and content management into a unified digital workplace.

Key features

• Tribes and groups: This feature allows users to create and join groups based on professional interests or projects, fostering community and collaboration within the organization.
• Personalized content feeds: Unily’s smart algorithms tailor content feeds to individual users based on their roles, locations, and interactions, delivering relevant and engaging content.
• Social collaboration features: This includes blogs, forums, and employee directories that encourage knowledge sharing and engagement similar to social media platforms.

Pros

• Global reach: Multilingual capabilities make it possible to engage a diverse international workforce effectively, respecting cultural and linguistic differences.
• Effective communication channels: With features like Tribes and personalized content feeds, Unily enhances internal communication, ensuring that relevant information reaches the right people at the right time.
• Enhanced user engagement: The visually appealing and intuitive interface promotes higher user engagement and satisfaction, driving the adoption of the platform across the organization.

Cons

• Slow ticket resolution process: Users experience prolonged delays in the progression of tickets from escalation to closure, indicating inefficiencies in the support and resolution process.
• Need for automated analytics: The current analytics system in Unily is manually operated, which users find stressful.
• Technical knowledge requirement for feature utilization: Some of Unily’s features require a level of coding knowledge that not all users possess, creating a barrier to full utilization of the platform.

15. Jive

Jive is a comprehensive employee engagement platform that serves as a central hub for communication, collaboration, and community within organizations. It combines advanced content management capabilities with social networking features to foster a collaborative work environment.

The platform also offers personalized activity streams, spaces for team collaboration, and a powerful search engine that makes it easy for employees to find relevant information and connect with colleagues.

Jive integrates seamlessly with numerous third-party applications and offers a range of customization options, making it suitable for enterprises looking to enhance internal communication.

Key features

• Integrated video conferencing: Directly integrates video conferencing tools within the platform, facilitating seamless communication without the need to switch between applications.
• Interactive activity streams: Provides real-time updates similar to social media feeds where employees can post updates, share content, and engage with peers through comments and likes.
• People graph technology: Uses machine learning to analyze relationships and interactions among employees, suggesting relevant people and content to connect with based on user behavior.

Pros

• Powerful search and expertise location: Jive makes it easy for employees to find the information and colleagues they need, enhancing productivity and ensuring that tasks are assigned to the most qualified individuals.
• Comprehensive integration: The ability to integrate with a wide range of third-party applications streamlines workflows and keeps all necessary tools in one place.
• Personalized content delivery: Jive ensures that employees receive relevant updates and information tailored to their roles and interests, reducing information overload and improving engagement.

Cons

• Lack of organized item display: Items posted on the platform are listed without any inherent organization, leading to a cluttered and confusing interface.
• Document management issues: The platform is not particularly user-friendly and typically requires basic training for effective use. Also, managing multiple document versions can be challenging, especially when merging updates, which often leads to confusion about which document versions are most current and relevant.
• High costs of cloud services: The cost associated with cloud VoIP services on the platform accumulates quickly, pushing some users to switch to hosted options for financial savings.

How to choose the right intranet software for your business

Assess your business needs

The first step in selecting the right intranet software is to thoroughly assess your business needs. This involves understanding your organization’s specific requirements, challenges, and goals. Consider the following aspects:

• Communication and collaboration: Do you need features like instant messaging, video conferencing, or discussion forums? Identify the communication challenges you face and how an intranet can help address them.
• Content management: How do you plan to organize and share documents, files, and other resources? Consider features such as document libraries, version control, and search functionality to streamline content management.
• User access and permissions: Who needs access to what information? An effective intranet should allow you to set appropriate access levels and permissions and ensure that sensitive information is accessible only to authorized personnel.
• Integration with existing systems: Consider how the intranet will integrate with your existing software and systems, such as email, CRM, or HR platforms. Seamless data integration can enhance workflow efficiency and minimize disruption.
• Customization and scalability: Can the intranet be tailored to your brand and organizational culture? Will it scale as your business grows, accommodating more users and features?

Evaluate intranet features

Once you have a clear understanding of your business needs, evaluate the features offered by different intranet software options. Here are some essential features to consider:

• User interface and experience: The intranet should have an intuitive and user-friendly interface. A well-designed user experience encourages adoption and makes it easier for employees to navigate and use the platform effectively.
• Social and community features: Look for social intranet features like employee profiles, activity feeds, and social recognition. These features foster community building, employee engagement, and a sense of belonging within the organization.
• Analytics and reporting: Analytics tools provide insights into user behavior, engagement levels, and content performance. This data can help you make informed decisions and continuously improve the intranet’s effectiveness.
• Security and compliance: Ensure the intranet software adheres to security standards and compliance requirements relevant to your industry. Features like encryption, access controls, and audit logs are essential to protect sensitive information.

Compare intranet providers

After identifying your needs and evaluating features, it’s time to compare intranet providers. Consider the following factors:

• Reputation and customer reviews: Research the reputation of intranet vendors and read customer reviews. Look for testimonials, case studies, and success stories that demonstrate the software’s effectiveness and reliability.
• Support and training: Assess the level of support and training offered by the vendor. Do they provide onboarding assistance, training sessions, and ongoing support? Reliable customer support is crucial for resolving issues and ensuring smooth implementation.
• Cost and pricing models: Analyze the cost structure and pricing models of different intranet solutions. Consider factors such as licensing fees, implementation costs, and ongoing maintenance expenses. Choose a solution that aligns with your budget and offers a good return on investment.
• Trial and demos: Take advantage of free trials and demos offered by vendors. This hands-on experience allows you to explore the software's features, interface, and usability, helping you make an informed decision.

Plan for implementation and adoption

Develop a detailed implementation plan that outlines timelines, responsibilities, and milestones. Evaluate existing data and determine what needs to be migrated to the new intranet. Develop a data migration strategy, ensuring data integrity and security during the transfer. Communicate the benefits of the intranet to employees and provide training sessions to facilitate smooth onboarding. You can do this by creating user manuals, video tutorials, and FAQs to support employees in learning how to use the intranet.

Workvivo: your enterprise-grade intranet solution

Workvivo makes it easy for employees to connect, share information, and celebrate achievements in a digital space that feels personal and engaging. It’s the go-to for enterprises looking to enhance their internal communication and build a thriving workplace.

Using the words of one of our customers, Garry McCabe, Chief People Officer, Mater Private Hospital –

Workvivo has made a fundamental change to how we connect and communicate with staff. Our people [have now] a vehicle in which they can understand and see what’s happening in every facet of our organization.

Workvivo’s unique approach to intranet solutions goes beyond just functionality. It offers a platform where employees can engage with content that resonates with them, participate in conversations that matter, and feel genuinely connected to the company’s vision and values.

With Workvivo, you can create a vibrant workplace where ideas flow freely, achievements are celebrated, and everyone feels valued. Experience the transformative power of Workvivo and elevate your intranet to new heights.

Transform your workplace culture: experience the power of a connected workforce with Workvivo.