Choosing an intranet platform: 12 key features to look out for
When choosing the right intranet CMS platform, there are some things that you must consider. You need to look out for the following key features. We’ve split this into two categories: deal breakers and preferences.
[Must-have feature #1] Must be easy to use
This is an obvious one, but users, whether they may be staff, managers, or even students, must be able to navigate around the system intuitively. This will encourage users to use the portal more and will help to keep training costs down to a minimum.
[Must-have feature #2] Must be easy to install
The best intranet CMS solutions shouldn’t require much technical assistance to set up. The average user should be able to get up and running without much effort.
[Must-have feature #3] Must be secure
Nothing is more important than your company’s security. It is definitely not worth compromising in this area and exposing your intranet site to external hackers.
[Must-have feature #4] Must have an intuitive directory
A searchable and intuitive directory that contains all the relevant details like contact information and photos can help employees to connect with each other and build their network. Just ensure your directory automatically synchronizes with key HR and contact data.
[Must-have feature #5] Must have an advanced search feature
Providing your users with the relevant search tools will enable them to find out what they need quickly and efficiently. This ensures employees are not wasting their time on ineffective searching.
[Must-have feature #6] Must have personalization feature
An intranet system that features personalization enables you to dynamically deliver content to different groups of employees. This allows the user to view content that is relevant to their role, function, and location.
[Must-have feature #7] Must be omnichannel
Omnichannel capability allows for intranet access for all employees to those who aren’t deskbound. Users can access the intranet on their personal devices so that they can flexibly work and complete their tasks.
[Nice-to-have feature #8] WYSIWYG editor
Enables content creators and editors to easily create and publish content without requiring any technical skills.
[Nice-to-have feature #9] Streamlined workflow
Besides having an easy-to-use editor, a streamlined workflow system can ensure content is approved in a timely manner and also ensures that the content maintains its relevance.
[Nice-to-have feature #10] Social engagement and community features
Having a feature that enables employees to like, share, comment, and rate content allows employees to have a voice. And it also helps to drive employee engagement and makes the employee feel they are a part of a company culture.
[Nice-to-have feature #11] Tools to advance
Most employees want to progress in a company. Intranets can be used to promote job opportunities and share tips on how they can achieve future success. For larger organizations, they can hold webinars for career advancement and professional development.
[Nice-to-have feature #12] Analytics
Tracking the performance of your intranet can enable you to monitor areas which require improvements. These tweaks can improve engagement, user visits, and searchability.
SaaS intranet CMS vs on-premise intranet CMS
Before we go into the various intranet platform options, let’s take a look at the two types of intranet CMS solution on the market; SaaS (Software as a Service) and on-premise.
Both options have their pros and cons, and your choice should largely depend on the needs and objectives of your business.
On-premise intranet CMS
An on-premise intranet CMS solution is distributed under a licensing agreement that allows for the codebase to be used and modified by the general public, without incurring a cost. This means that the piece of software can be updated and iterated by a developer anywhere around the world.
While open source certainly has its advantages since it is free to use and promotes the principles of self-governance, it’s not all rainbows and sunshine. Since open source codebase is available to pretty much everyone, it tends to be an easy target for rogue developers who want to deploy malicious coding for the sake of it.
SaaS intranet CMS
A SaaS intranet CMS solution is where you pay a monthly subscription in exchange for a license of using a proprietary software that you access via the cloud.
As it is a proprietary software, the codebase is not shared with anyone in the public domain, only to those who are authorized to look after the software can access it. The authorized users are also responsible for maintaining and keeping the system up-to-date, leaving the paying consumer to be only concerned about using the software.