Intranet Product Evaluation

Our intranet product evaluation matrix starts typically with around 40 functional and non-functional requirements. Based on discovery research with you, we adapt these requirements to ensure that you've got a documented requirement for how you want your new intranet to work. Then we:

1. Prioritise those base requirements with you using a MSCW rating (Must have, Should have, Could have, Won't have).
2. Select a longlist of suitable products from the marketplace. This may include existing products available to you (such as SharePoint Online or web CMS products).
3. Conduct a preliminary analysis based on high-priority requirements to cut the longlist to a shortlist of three.
4. Engage with the shortlisted vendors to thoroughly understand their products and to get likely costs and implementation methods.
5. Document each requirement for each product and assign a support rating, providing you with a detailed presentation and the completed evaluation matrix.

We then pass our recommendation back to you to work with your procurement and technology teams to engage with the vendors directly. We are completely objective, technology neutral and independent from all vendors.

Get in contact with us for a more detailed walk-though of the product evaluation process. If you'd like to go ahead we'll issue you with a statement of work and we can start as soon as we've got a signature.

Thinking about running a formal procurement process? Read our guide to whether you need an intranet RFP.

Intranet product selection explained

How do I choose an intranet product?
Start by defining and prioritising your requirements: functional and non-functional. Then assess the market against those requirements, not against vendor marketing materials. A structured evaluation with a MoSCoW-rated requirements matrix gives you an objective basis for comparison and makes it far easier to build internal consensus around a decision.

What are the key intranet software selection criteria?
The most important criteria fall into four categories: functionality (does it do what your employees need?), technical fit (does it work with your existing stack?), governance and manageability (can your team own and maintain it?), and cost (licensing, implementation, and ongoing support). Personalisation, search quality, and mobile experience are frequently underweighted and frequently regretted.

What are the limitations of Microsoft 365 as an intranet?
SharePoint Online can serve as an intranet, but it has well-documented limitations: it requires significant configuration and ongoing governance to work well, personalisation is limited without third-party tools, and the employee experience for non-desk or frontline workers is often poor out of the box. For organisations with complex needs, a dedicated SaaS intranet platform frequently scores higher against real requirements.

Should we compare SharePoint against SaaS intranet platforms?
Yes — and an independent evaluation is the right way to do it. Many organisations assume SharePoint is the default because it's already in their Microsoft 365 licence, but that assumption doesn't always survive contact with a structured requirements process. We evaluate SharePoint and SaaS platforms on equal terms, so you can make an evidence-based decision rather than one driven by existing contracts or vendor pressure.