Top Questions to Ask When Evaluating Intranet Software Vendors

When evaluating intranet software vendors, asking the right questions is crucial to ensure the solution aligns with your organization’s needs and goals. Here are the top questions you should ask:

1. Features and Functionality

• Core Features: What are the key features of the software? Does it include document management, collaboration tools, social features, and integrations?
• Customization: Can the intranet be customized to suit our branding and specific workflows?
• Search Functionality: How robust is the search feature? Can it index all types of content, including files and metadata?
• Mobile Access: Does the software support mobile devices and provide responsive design or mobile apps?

2. Implementation and Onboarding

• Deployment Options: Is the solution cloud-based, on-premises, or hybrid?
• Setup and Configuration: What is the typical time required to set up the intranet?
• Support for Data Migration: Will the vendor assist with migrating data from our existing systems?
• Training: What training options are available for admins and end-users?

3. Usability and User Experience

• Ease of Use: How intuitive is the interface for non-technical users?
• Personalization: Can users personalize their dashboards or content feeds?
• Feedback and Iteration: How often is the software updated based on user feedback?

4. Integration and Compatibility

• Third-Party Integrations: Does the intranet integrate with our existing tools like Microsoft 365, Google Workspace, Slack, etc.?
• APIs and Extensibility: Does the platform provide APIs for custom integrations?

5. Security and Compliance

• Data Security: What measures are in place to protect data, such as encryption and access controls?
• Compliance: Does the platform meet industry standards like GDPR, HIPAA, or ISO certifications?
• User Permissions: How granular are the permissions for different roles?

6. Performance and Scalability

• Load Capacity: Can the system handle our organization’s user base, including potential growth?
• Downtime: What is the average uptime, and what is the SLA for performance?

7. Support and Maintenance

• Customer Support: What support channels are available (email, chat, phone)? Is support 24/7?
• Updates and Upgrades: Are software updates included, and how frequently are they released?
• Vendor Longevity: How long has the vendor been in business, and what is their client retention rate?

8. Cost and ROI

• Pricing Model: Is the pricing based on a per-user subscription, or is it a flat rate?
• Hidden Costs: Are there additional fees for setup, support, or upgrades?
• ROI Metrics: Can the vendor provide examples of how their intranet has improved efficiency or employee engagement?

9. Case Studies and References

• Client References: Can the vendor provide references from organizations similar to yours?
• Success Stories: Do they have case studies or testimonials showcasing their product’s impact?

10. Future Roadmap

• Product Roadmap: What new features or updates are planned for the next 1–2 years?
• Innovation: How does the vendor stay ahead of industry trends?

Tailoring these questions to your organization’s specific requirements will help you make an informed decision.