Finding intranet software

If you've decided your business needs an intranet, you need to find the right intranet software. You can create an intranet from scratch, if you like. However, smaller companies usually find it makes sense to customise standard intranet software

Intranet software requirements

Your choice of intranet software must start with your own business requirements. As with all other IT investments, identifying what you want is the first step towards success.

Don't look at specific intranet software packages until you can articulate what you need.

This means answering some questions, in detail — and with input from all your staff as they're the people who'll be using it. For instance:

• What functions are essential? What must your intranet software absolutely be able to do?
• What functions are desirable? What would like to be able to do with your intranet software?
• What functions might you want to add? Think about where your business is going and what you might need in future.
• Who will access your intranet? How many people will use it? What are their jobs?
• Where will they be accessing it from? For instance, some intranet software is well-suited to remote workers.
• What devices will they be using? Does the intranet software need to work on smart phones or tablets?
• What other apps and software do you use? Intranet software can connect to other packages and data sources.
• Who will set up and maintain the intranet software? Even simple packages need some level of technical expertise.

Your budget will also be key, of course.

It is possible to create an intranet on a shoestring. You can use free intranet software or a hosted service (a type of cloud computing, costing from around £10 a month).

Having said that, you may still incur extra costs up front. Customising even straightforward packages can take some technical knowledge.

Ultimately, as with many IT investments, spending a little on bringing in an expert can be more cost-effective than spending nothing at all.

If a regular IT supplier already knows your business, it might only take them a day or two to nail down your requirements.

Intranet software: what can it do?

Once you've begun mapping your requirements, you'll be able to start building a list of intranet software features you need. For instance:

• Publish information. How easy is it to publish pages? Can you flag content for review so it doesn't go out of date? Can you include videos? Is it possible to verify when someone has read an important document, like a new company policy?
• Share files. Is there a system for uploading and sharing files? How are files protected? Does the intranet software keep track of changes to files and allow you to roll back to a previous version?
• Project collaboration. How does the intranet software help your employees work together? Is there a way to track projects or manage tasks? Does it provide discussion areas or forums for staff to share ideas?
• Business processes. Can you mirror your company's processes using the intranet software? For instance, can you set up a way for employees to request holiday or claim expenses without paperwork?
• App connections. Can the intranet software be linked to your other business apps? For instance, can a single username grant access to your accounts system, customer database and more?
• Mobile access. Does the intranet software work on mobile devices? Is there an app you can use to access the intranet? Will your team be able to sign in even when they're out of the office?

It's hard to predict how your intranet software will be used in the future. It's therefore worth seeking software that is easy to adapt and expand.

Most intranet software is customisable. Some packages offer a range of modules or add-ons, allowing you to choose how your intranet looks and functions.

In-house or hosted intranet software?

There are two main types of intranet software:

• In-house intranet software. This runs on a server located in your business. Traditionally, all intranets worked this way. It gives you full control over everything, but means you also have to perform all software maintenance and updates.

  Setting up your intranet in-house can also involve significant expense upfront. You need a server (£500+) and you may also have to buy the intranet software.

• Hosted (cloud) intranet software. Many intranet packages run in the cloud. You pay for them by the month (£10+) and this usually includes everything you need to get started.

  With cloud intranet software, your supplier will usually perform updates and provide support. However, you may be charged on a per-user basis. As with all other cloud services, it's also important to select a trustworthy supplier.

These days, most smaller companies find it easier to opt for cloud intranet software, particularly if they don't already have a server.

Three intranet software packages

Now we've covered the basics of intranet software, here's a brief overview of three popular packages.

We've chosen these three because they provide a good illustration of the options out there. They will give you a feel for what's available.

But remember: there are many other intranet software packages and one of those may be better fit for you.

1. Microsoft SharePoint, the corporate standard

It's estimated around 50% of all company intranets run on SharePoint. This software is powerful and integrates well with other Microsoft packages, such as Word and Excel.

You can buy it as a cloud service (usually called Hosted SharePoint), or install it on your own server. However, it's a powerful, complex piece of software that can be confusing if not carefully set up.

In truth, it may be overkill for many smaller companies.

2. WordPress, the free and powerful option

Although most often used for public-facing websites, WordPress is versatile. This means it's increasingly used to create powerful intranets.

WordPress is free to install on your own server, but is also available with many affordable web hosting packages. It comes set up as a basic website, but you can customise it as much as you like.

Thousands of plugins enable you to add functions, but it takes some technical knowledge to make the most of them.

Learn more about creating your intranet with WordPress.

3. Papyrs, to hide the technical stuff

Papyrs is a cloud package that's designed to be straightforward. Its main strength is a friendly drag-and-drop interface, which helps you get going fast.

The downside of intranet software like Papyrs is that you lose some flexibility. Although there are lots of customisation options, you may not always be able to do exactly what you want.

Papyrs intranet software is free for 15 days and then costs from €69 a month.

It's not just your intranet software

Finally, a word of warning. As Paul Boag explains, "you cannot create an effective intranet simply by throwing a technology like SharePoint at the problem."

If people are ever going to start using it, your intranet software needs to fit your company's structure and work patterns. It needs to hold useful content, and it needs to make things easier for your employees.

If your intranet isn't the fastest, simplest way to get something done, your employees won't use it - no matter how much time and money you've invested in choosing intranet software.

More on this topic:

• Why create an employee intranet?
• How to set up an intranet