Intranet software: functions, comparisons, and getting started

The classic. In focus: sharing information and facilitating collaboration. Functions: Basic. Hardly used today.

The name says it all. Oriented towards social media platforms - comments, chats, and newsfeed are typical functions.

✅Advantages:

• social interaction
• exchange via chats
• uncomplicated top-down communication

❌Disadvantages:

• complicated, overloaded with functions
• optimized for desktop use

Provider: Haiilo, Staffbase, Yammer

Wikis, forums, and project management. The aim of this intranet software: to improve cooperation and information exchange.

✅Advantages:

• fulfills standard requirements
• facilitates information exchange

❌Disadvantages:

• doesn't allow exchange in chats and groups
• limited mobile capability

Providers: Microsoft, Atlassian, Google

Increases productivity and efficiency. How does it work? Information and knowledge are organized, managed, and made available appropriately.

✅Advantages:

• development of knowledge databases
• central document management

❌Disadvantages:

• no interaction possibilities
• no task management

Provider: Microsoft

Intranet to go. Most widespread: Employee apps that are optimised for mobile devices. All the information you need in your pocket.

✅Advantages:

• uncomplicated use
• optimized for smartphones
• integrates all employees

❌Disadvantages:

• often no offline capabilities

Provider: Beekeeper, Quiply

Mobile intranet taken a step further. With an employee app from Flip, the intranet becomes available everywhere and at any time - including integrations of all existing systems and HR tools.

✅Advantages:

• easy to use
• works offline
• integrates existing IT systems

Provider: Flip

The main difference is in the name. A classic intranet is not "social". This means there are no social elements such as likes, comments, or other possibilities for social interaction.

Intranet software is therefore primarily a database - with information and knowledge to be shared within an organization. Great for document management, not so much for social exchange. 

Social intranets are different. They resemble popular social media channels in terms of appearance and benefits. The functions? Typical interactions that users know from everyday life:

• Newsfeed with comment function
• Like button
• Individual and group chats
• Groups

The short answer: Because it can do everything an intranet can do, but optimized for smartphones. 

The longer answer: 

✅ Inclusive - An employee app works on the desktop just as it does on the smartphone. This means it's also optimised for operational employees and frontline workers. 

✅ Clear - Functions that make sense instead of functionality overload. Flip's employee app is easy to use and contains everything your employees need in everyday life. 

✅ Intuitive - We often hear that Flip "looks like familiar messenger services,". What we also hear a lot: "I get it right away. It doesn't need much of an introduction."

✅ Extendable - Integrate existing systems with little development effort. Flip then becomes a hub for all important work tools.

✅ Works Offline - No reception? No problem for Flip. Users can start the app without a data network and still read the latest information.

Intranet software has been managing more than just information for a long time. Sharing, networking, and increasing employee motivation are just some of the goals associated with introducing an intranet.

To make an intranet a success, we have summarized how to get started with an intranet below. No matter how big your company is or in which industry you work - we'll show you how to avoid the typical pitfalls and lead your intranet project to success.

There is no general answer to this question. It depends on many factors. These include, among others:

• Requirements - What are the needs of the software?
• Culture - Which functions fit the competence level of the employees and the innovation level of the company?
• Structure - Which software best reflects the structure?
• Technology - Which IT solutions are already available?
• Duration - How long is the contract with the provider?

Also to consider: If there is a high proportion of frontline workers, an employee app is a good idea. The initial costs and effort for the introduction are sometimes lower.

No, SharePoint is not an alternative - even if the Microsoft solution is often used as an intranet. Why doesn't it make sense? Here are the reasons:

1. SharePoint is not an intranet, but a website construction kit with a document management system.
2. SharePoint lacks the most important functions for an intranet to be used meaningfully. These include chats, groups, and integrations with other systems.
3. SharePoint is cumbersome - especially for editors. But intranet software should be one thing above all - easy to use.
4. SharePoint is expensive - at least if it is to become an intranet. It involves a correspondingly high programming effort.
5. SharePoint is included in the Microsoft 365 license package, so theoretically, it can be used quickly. In practice, however, it looks different. Much time is needed to establish it as a meaningful intranet replacement.

Alternatives for companies include an employee app, such as the one from Flip