How to Choose an Intranet: A Practical Guide
I’m often asked for recommendations on intranet platforms. And while I can name plenty, my answer is always the same: it depends on your context.
What works brilliantly for one organisation may not be right for another. Size, culture, workforce mix, digital maturity and change capacity all play a role. That’s why selecting the right intranet starts with clarity about your people and your priorities not a vendor list.
Why “How to Choose an Intranet” Isn’t Just a Technology Question
An intranet should solve real problems for real people. Yet many organisations begin the process by comparing features or booking demos before they are clear on what they need.
Without a clear view of purpose and users, it’s easy to be swayed by impressive functionality that doesn’t address day-to-day challenges. A successful intranet is one that fits seamlessly into how work already happens and improves it.
Using the Gartner Magic Quadrant to Inform Your Intranet Decision
The Gartner Magic Quadrant™ for Intranet Packaged Solutions is a useful starting point when evaluating the market.
Gartner assesses vendors through two lenses:
Ability to Execute – how well the vendor delivers today
Completeness of Vision – how well the vendor understands where the market is heading
Vendors are then positioned into four categories: Leaders, Challengers, Visionaries and Niche Players.
The Magic Quadrant helps you understand the landscape and create a credible longlist. But it doesn’t tell you which platform is right for your organisation that requires deeper evaluation.
Three Things to Consider When Choosing an Intranet Today
Having reviewed the latest Gartner report, three themes are especially relevant for organisations making intranet decisions now.
1. A More Mature Market Means More Choice — and More Complexity
There are more vendors classed as “Leaders” than in previous years. This reflects a maturing market, with many platforms now offering strong core functionality.
The challenge is differentiation. When several platforms appear equally capable, clarity about your organisational needs becomes essential to avoid decision paralysis.
2. AI Is Now a Baseline Expectation
AI is no longer a differentiator — it’s increasingly table stakes. Most organisations now expect AI to be built into their intranet platform in some form.
The more useful question is not “Does this intranet have AI?” but “Where could AI genuinely help our people?”
Search, knowledge management and content discovery matter — but only if they support real workflows.
3. Frontline and Non-Desk Workers Need More Than a Mobile Version
Vendors are paying much more attention to frontline teams, recognising that simply shrinking desk-based content onto a mobile screen is not enough.
Frontline roles have different access patterns, time constraints and information needs. While progress is being made, no single platform has fully solved this yet — making it even more important to understand your own workforce context.
Why Intranet Strategy Must Come Before Vendor Demos
An intranet represents a substantial investment of time, money and organisational effort. Once a platform is selected, it’s likely to be in place for many years.
Before engaging vendors, it’s essential to define your intranet strategy. A strong strategy should answer:
What is the intranet for?
Who does it need to serve — and who does it not?
What tasks should it make easier or faster?
How does it fit into your wider digital workplace and change agenda?
With this clarity, vendor conversations become far more productive. You can evaluate platforms against what matters, rather than being distracted by features that look impressive but add little value.
How to Choose an Intranet That Will Stand the Test of Time
The Gartner Magic Quadrant can help you narrow the field and understand the market. But the final decision should always be guided by your people, your strategy and your organisational reality.
Choosing the right intranet isn’t about picking the “best” platform overall — it’s about choosing the platform that is best for you.
Get an Independent Evaluation of Your Current Intranet Setup
If you’re planning an intranet upgrade or questioning whether your current platform is really delivering value an independent evaluation can provide clarity before you commit.
If you’d like an independent evaluation of your current intranet setup, or support shaping your intranet strategy, get in touch. A short discovery conversation is often the most valuable first step.
