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Intranet Management

You’ve decided you need an intranet. So what next? 

If you’ve embarked on an intranet journey, you have some work to do. The good news is that it doesn’t have to be overwhelming or complex.

4 minute read
ThoughtFarmer Blog Intranet Journey V01
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No one actually enjoys the process of seeking out new software. Ok, maybe a few of you do. But there is no mistaking that it does involve effort. 

After all, you can’t just ask ChatGPT and expect to find the right solution. This is especially true when it comes to intranet software. 

This is because there is no one size fits all. Your success depends on finding the best solution for your organization, and your workplace challenges. 

In this blog post, we’re going to make things simple and guide you through some of the steps to take once you’ve decided an intranet is right for your organization. 

Ready to begin your intranet journey?

We’ve compiled all of the frequently asked questions we get from new intranet buyers into this clear, easy-to-follow workbook.

Download now
intranet buyers guide

Start with some research on software comparison sites

Sites like G2 and Capterra are a gold mine for software advice. They allow you to compare multiple vendors simultaneously, gain insight into software strengths and weaknesses, and ultimately save you time in not having to go to each vendor’s website. If you have specific concerns—like security concerns—try searching out reviews for specific words related to security. You can also sort by various criteria, including most recent reviews, or highest rated reviews. 

Request a demo

A demo will typically involve a 30-60 minute presentation from an intranet vendor. This will allow you to learn about the vendor, ensure the product meets your needs, and ask any questions. It also will ensure you can see the product in real time, rather than just watching a video. Some vendors may request a quick discovery call. This is to ensure that there is a fit so that they can present what is most relevant to you during the demo.

Do a trial

Hopefully the vendor you are interested in offers a free trial. This will allow you to poke around, and see for yourself how simple it is to complete core intranet tasks, or any use cases you have identified. For example you can determine how many clicks it takes to locate information, the effectiveness of the search engine, and whether the design meets accessibility standards. You might also want to engage a core group of users, so you can determine the usability from multiple perspectives. Keep in mind that the the purpose isn’t just to find out how simple a task is; it’s also to find out if a task is do-able, and to what degree.

Security and technical review

It’s easy to dismiss the tech stuff, or save it to the end, but it is crucial that your IT team is on board with your intranet journey. Among other things, they will want to ensure that sensitive data is accessible to the right people within your organization. If you are starting this journey without IT’s involvement, look for solutions that allow you to manage permissions at the section, page, and file levels. Pages that users don’t have access to should be completely hidden while browsing and searching. At a minimum, a new intranet should meet ISO 27001 standards. However, to achieve maximum intranet security, look for solutions that are SOC 2 compliant. 

Select the right vendor

Now that you have all the information you need, it’s time to select the vendor that best meets your criteria. Make sure you also understand pricing up front, as not all vendors will be transparent about this on their website. 

If you still have concerns that there are criteria you may have missed out on, or are unaware about, you can always check out our RFP template. It’s a great resource for those beginning an intranet journey, and looking to ensure their solution checks all the boxes. 

By following the above steps, you can ensure a successful implementation and reap the benefits of a more efficient and connected team. But if you want or require a more detailed process, I suggest checking out our Intranet Buyers Guide. It is a great resource that will walk you through every single step necessary in finding the best intranet.