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.
