All in one intranet: discover our expert advice and recommendations

by Yvonne Harris

So you’re looking for an intranet that does it all? A one-stop shop for all your internal communication needs. A central hub where employees can find everything required to perform their daily tasks. Then, you’ve come to the right place. This article will explore the world of all-in-one intranets and why they can be a game-changer for your business.

All-in-one intranet: what are we actually talking about?

Firstly, what is an intranet? An intranet is a private network used within an organization to share information, communicate, and collaborate among employees.

An all-in-one intranet is the central hub of your organization’s digital world. It’s a powerful tool that combines various features and functionalities into a single, easy-to-navigate platform. Think of it as your organization’s private website, packed with tools to streamline communication, collaboration, and access to critical information.

All-in-one intranet vs. classic intranet: what are the differences?

All-in-one intranet:

  • Function: Aims to be a central hub for all your company’s digital workplace needs. Think of it as a unified platform.
  • Features: Typically includes document management, communication tools (chat, forums), project management, social networking features, and integrations with existing business apps.
  • Benefits:
    • Simplified management: No need to juggle multiple systems, reducing IT headaches.
    • Improved user experience: One platform for everything means fewer logins and a more streamlined workflow.
    • Enhanced collaboration: Tools and features designed to foster communication and teamwork.
    • Cost-effective: Can be cheaper than maintaining separate tools.

Classic intranet:

  • Function: Primarily serves as a central repository for documents, company policies, and announcements.
  • Features: Limited functionality, often focused on static content and basic communication tools like email or message boards.
  • Benefits:
    • Familiarity: May be easier for some employees to navigate if they’re used to traditional websites.
    • Lower cost: Can be cheaper to set up initially compared to some all-in-one solutions.

Here’s an analogy:

  • Classic intranet: Think of a traditional filing cabinet – good for storing documents, but not very interactive.
  • All-in-one intranet: Imagine a sleek, modern workspace with all the tools you need readily available, promoting collaboration and a more dynamic work environment.

Why choose an all-in-one intranet?

Simplified management

Managing multiple systems and platforms can be a headache. An all-in-one intranet simplifies things by centralizing all your tools and content. It can provide a mix of native tools or simple integrations with third-party solutions. This means less hassle and more time for productive work.

Cost reduction

Purchasing and maintaining various tools for different needs can also be costly. With an all-in-one intranet, you get a comprehensive solution, often at a lower cost than the sum of individual tools. This is a win-win for your budget.

Improved productivity

You eliminate the time wasted navigating multiple sites and systems by providing your users a single access point for all their needs. This leads to improved productivity and happy, efficient employees.

Facilitated collaboration

Collaboration is vital in any organization. An all-in-one intranet fosters collaboration by making it easy for teams to work together in the same office or globally.

Rapid access to information

No more hunting for files or digging through emails. With an all-in-one intranet, everything you need is at your fingertips. It’s like having a well-organized filing cabinet, but digital and easily searchable. Of course, that does depend on the provider, and you’ll want one that offers robust intranet document management.

Enhanced security

Keeping your organization’s data secure is paramount. The right all-in-one intranet will offer enhanced security features and effective intranet governance, ensuring your sensitive information remains confidential.


EN - Whitepaper : Company Intranet


How to set up an all-in-one intranet?

Now that you’re convinced of the benefits of an all-in-one intranet, here’s how to get started:


Assessing business needs

Before diving in, assess your organization’s specific needs. What features are essential? What are your goals for the intranet? Understanding these factors will help you choose the right solution.


Choosing the right supplier

Selecting the right supplier is crucial. Consider factors like customization options, scalability, and support. Choosing the right intranet software is the foundation for success.


User training

Proper user training is essential to maximize the benefits of your all-in-one intranet. Make sure your employees are comfortable with the platform and its features.


Change management

Introducing a new system can be challenging. Implement a change management plan to ease the transition and ensure a smooth adoption process. For insights on effective intranet management, visit this resource.

all in one intranet choose

How to choose an all-in-one intranet?

Selecting the right all-in-one intranet solution is crucial in harnessing this powerful tool’s full potential for your organization. Your choice should align with your organization’s unique needs, goals, and existing systems. Here’s a detailed guide to help you make an informed decision:

Assess your current systems

Before exploring all-in-one intranets, examine your organization’s existing systems and tools. Are you currently using Microsoft 365 (M365) or Google Suite? This initial assessment is pivotal in determining your direction.

  • Microsoft 365 (M365): If your organization already uses Microsoft 365, a SharePoint intranet is an excellent option. SharePoint is seamlessly integrated with M365, allowing for a harmonious experience. It will enable you to have all your favorite tools under one roof, key to the “all-in-one” experience.


Native or third-party solution

Once you’ve established that SharePoint is the right fit, you must decide between a native SharePoint solution and a third-party intranet built on SharePoint. Your choice will largely depend on your organization’s size and specific requirements.

  • Native SharePoint: Native SharePoint is suitable for smaller companies with fewer than 50 employees. It offers basic intranet features and functionalities, making it a cost-effective solution for businesses with modest needs.
  • Third-Party Solution: Larger organizations (with up to tens of thousands of employees) often prefer a third-party intranet solution built on SharePoint. These solutions offer a higher degree of customization and a superior user experience. They can be tailored to meet your organization’s specific demands, ensuring that it is the ideal hub for your internal communication.


Compare providers

Once you’ve determined whether a native or third-party SharePoint intranet is right for your organization, it’s time to compare providers. For example, Powell Intranet from Powell Software is known for its comprehensive intranet solutions that meet diverse organizational needs.

When evaluating SharePoint in comparison with intranet providers, consider the following factors:

  • Customization: Does the provider offer the flexibility to customize your intranet to align with your organization’s unique branding and workflows?
  • Scalability: Ensure that the chosen solution can scale as your organization grows, accommodating the changing needs of your workforce.
  • Accessibility: Does the provider offer a mobile intranet option?
  • User Experience: Evaluate the user interface and overall experience to ensure it meets the expectations of your employees.
  • Support and Maintenance: Consider the provider’s level of support and maintenance to keep your intranet running smoothly.

By carefully assessing your organization’s current systems, choosing the right SharePoint solution, and comparing providers, you can make an informed decision to empower your organization to harness the full potential of an all-in-one intranet.all in one intranet success

Case studies: Successful all-in-one intranet stories

Let’s explore some real-world success stories of organizations that have harnessed the power of an all-in-one intranet, focusing on Powell Intranet from Powell Software as their chosen solution.


RSL LifeCare: Streamlining communication for a distributed workforce

Challenge: RSL LifeCare, a prominent provider of aged care services in Australia, faced the challenge of modernizing its intranet to better serve its workforce, including employees on the field and in office settings.

Why Powell Intranet? To support its digital transformation journey, RSL LifeCare sought to transition from a cumbersome legacy system to a modern, cloud-based cms intranet accessible to all employees. They aimed to establish a single source of truth for easy access to policies, connect a dispersed workforce, and efficiently communicate urgent information to everyone.

Result: With Powell Intranet, RSL LifeCare successfully transitioned to a sophisticated intranet solution that streamlined their systems and processes, particularly in managing files. They now provide easy access to documents and enhance searchability. The intranet has become the go-to hub for employees, serving as a central repository and a fountain of knowledge, significantly improving their internal communication and collaboration.

all in one intranet connecting

Quest Diagnostics: Connecting a global workforce

Challenge: Quest Diagnostics, a leading provider of diagnostic information services worldwide, needed a comprehensive solution to connect its extensive workforce of 46,000 employees spread across multiple locations.

Why Powell Intranet? Quest Diagnostics opted for Powell Intranet as its solution for creating a digital workplace. It sought a centralized space to unite its diverse workforce and provide a seamless digital experience.

Result: With Powell Intranet, Quest Diagnostics successfully implemented a centralized hub that connected their globally dispersed employees. This solution enabled seamless communication, collaboration, and access to vital information across the organization, enhancing efficiency and productivity.


Bass Coast Shire Council: Transforming an outdated intranet

Challenge: Bass Coast Shire Council faced several challenges with its existing intranet. It was outdated, required a VPN connection to access, and suffered from stale content due to limited content creators with the necessary expertise and permissions to update information.

Why Powell Intranet? The Council selected Powell Intranet due to its user-friendly interface and the ability to self-manage the intranet once it was operational. The solution allowed them to modernize their intranet and address these pressing issues.

Result: Bass Coast Shire Council successfully transformed its intranet into a user-friendly platform by choosing Powell Intranet. It no longer required a VPN connection, ensuring accessibility for all employees. Employees could now self-manage their intranet, enabling efficient content updates and maintenance. Additionally, Powell Intranet, built on SharePoint Online, leveraged the full Microsoft Office 365 suite, further enhancing their capabilities and productivity.

These case studies exemplify how organizations ranging from aged care providers to global diagnostic service leaders and local government entities have harnessed Powell Intranet’s capabilities to streamline communication, improve access to information, and enhance collaboration. By choosing the right all-in-one intranet solution, these organizations have witnessed significant transformations in their internal operations, increasing efficiency and success.

In conclusion, an all-in-one intranet is a powerful tool to streamline your organization’s communication, collaboration, and information management. Following the steps outlined above, you can set up a successful intranet that benefits your employees and your business.



EN - Whitepaper : Company Intranet

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