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A social intranet forms the digital backbone of modern companies. It combines communication, collaboration and knowledge in one central location. However, in order for this platform to fulfil its purpose, it must be tailored to the specific requirements of the company. In this article, you will learn which criteria are crucial when selecting a social intranet. From technical integration and data protection to user-friendliness and mobile use.
Requirements & selection criteria
Today, a social intranet is a central component of internal communication and collaboration in companies. But not every platform is automatically the right choice. For the intranet to offer real added value, it should meet clearly defined requirements.
Technical requirements
A modern intranet must be able to integrate seamlessly into existing IT infrastructures. These include, among others:
- Schnittstellen zu Microsoft 365, Google Workspace oder HR-Systemen
- Single sign-on (SSO) for seamless login
- Open APIs for custom extensions
In addition, the platform must be scalable and perform stably even as user numbers increase. Cloud-based solutions offer advantages here in terms of maintenance and updates.
GDPR & Data Protection
Content on social intranets often involves sensitive personal data. Compliance with the General Data Protection Regulation (GDPR) is therefore essential. Important aspects:
- Hosting in the EU or on German servers
- Role-based access rights and differentiated authorisation concepts
- Audit logs and accountability for administrative access
A professional intranet also offers features such as end-to-end encryption and regular security updates.
user-friendliness
A social intranet can only be successful if it is used by employees on a daily basis. An intuitive, accessible user interface is therefore essential. Pay attention to:
- Personalised home pages and news feeds
- Simple editing functions for specialist departments
- Search function with filter options and AI support
Practical tip: Involve selected user groups in the test phase to identify genuine usage requirements.
Mobile-first approach
Hybrid working models make mobile communication a necessity. A social intranet must have the following features.
- Responsive design
- Native apps for iOS and Android
- Push notifications and offline access
This means that employees remain informed and connected even when they are on the move, e.g. in sales, production or working from home.
Application examples: How the social intranet is used
A powerful intranet supports, among other things:
- Onboarding new employees with knowledge collections and interactive learning paths
- Internal knowledge transfer through wikis, FAQ modules and media libraries
- Project communication with groups, comments and live updates
Provider comparison: What matters in the selection process
Not every solution is suitable for every company. A structured selection process should answer the following questions:
- Does the provider specialise in medium-sized or large corporate structures?
- What does the licensing model look like (user-based, flat rate, modules)?
- How flexible is the system when it comes to subsequent adjustments?
A weighted list of requirements helps to compare offers objectively and make the right decision.
Selecting a social intranet: 8 steps to finding the ideal solution
Learn how to choose the right social intranet in 8 steps, from needs analysis to testing. Structure your selection now.
Define requirements, ensure success
A social intranet can become the digital backbone of internal communication if the requirements are right. Technical integrations, data protection, user-friendliness and mobile-first are not ‘nice-to-haves’ but basic requirements.
Those who take sufficient time to familiarise themselves with the selection criteria in advance lay the foundation for a sustainable, growing system.
Frequently asked questions (FAQ)
What is the most important technical aspect of a social intranet?
The ability to integrate into existing systems such as Microsoft 365 or HR tools. This is the only way to make the intranet a true central hub within the company.
How can you ensure that an intranet is GDPR-compliant?
Look for EU hosting, role-based access concepts and transparent audit logs.
Why is user-friendliness so crucial?
An intranet that is difficult to use will not be used. UX and UI design directly determine acceptance among employees.
Is mobile first really necessary?
Yes, especially for field service, production or hybrid working. A mobile-optimised intranet increases reach and relevance.
How do I find the right provider for my company?
Create a structured list of requirements and compare providers based on target group, functions and pricing structure.
