Choosing the Best Intranet CMS for Your Organization

Embarking on the quest to find the ideal Intranet CMS can feel a bit like embarking on a daring adventure in search of hidden treasure. Believe me, navigating through an overwhelming array of options can seem daunting.

However, after diving deep into research and exploring countless digital terrains, this invaluable guide has unearthed some real gems just for you! It’s designed to assist you in selecting an intranet CMS that fits snugly with your organization’s unique needs.

Ready? Let’s hoist our sails and set forth toward discovering your ultimate intranet solution!

Key Takeaways

  • An intuitive user interface is important for an intranet CMS, as it makes it easy for everyone to use, even those who aren’t tech-savvy.
  • Security is crucial when choosing an intranet CMS, as you want to protect sensitive information and data within your organization.
  • Device compatibility is essential so that employees can access the system from any device, promoting connectivity and collaboration.
  • Social engagement features enhance employee communication and collaboration within the organization.
  • Advanced search functions make it quick and easy to find information within the CMS.
  • Integration with other applications streamlines processes and eliminates duplication of work.
  • Regular updates keep the intranet up-to-date with new features and security patches for optimal performance.
  • Analytics integration provides valuable insights into content usage and engagement.
  • Branding options allow customization of the intranet’s appearance to match your organization’s brand identity.
  • Personalized activity feeds ensure relevant updates reach employees while maintaining data security.

Key Factors to Consider When Choosing an Intranet CMS

When choosing an Intranet CMS, it is important to consider factors such as intuitive user interface, security, device compatibility, social engagement features, advanced search functions, integration with other applications, regular updates, analytics integration, branding options, and personalized activity feeds.

Intuitive user interface

An intuitive user interface is crucial for your intranet CMS. It makes it easy for anyone to use, even if they are not tech-savvy. Everyone in your team should be comfortable using the system without needing long training hours.

A good interface helps people find what they need quickly. If it’s hard to use, people will avoid it and that beats its purpose! So always check out how easy it is to create content, search for data, and share information before you choose a CMS.


Security is a crucial factor to consider when choosing an intranet CMS for your organization. You want to make sure that the system has robust security features in place to protect sensitive information and data within your organization.

This includes features like user authentication, encryption, and access controls to ensure only authorized individuals can access certain information. It’s also important to look for a CMS that offers regular updates and patches to address any security vulnerabilities that may arise.

By prioritizing security, you can have peace of mind knowing that your organization’s data is safe and protected.

Device compatibility

It’s important to consider device compatibility when choosing a CMS intranet system. You want your employees to be able to access and use the system from any device, whether it’s a desktop computer, laptop, tablet, or smartphone.

This ensures that everyone can stay connected and engaged with the organization’s digital content no matter where they are or what device they’re using. Plus, having a CMS intranet system that is compatible with different devices makes it easier for employees to collaborate and communicate effectively.

So make sure to choose a system that supports multiple devices for maximum accessibility and convenience.

Social engagement features

Social engagement features are an important consideration when choosing an intranet CMS for your organization. These features allow employees to connect, interact, and collaborate with one another in a social media-like environment.

This promotes employee engagement and enhances communication within the organization. Social engagement features may include activity feeds where employees can share updates, like or comment on posts, and even follow specific topics or colleagues.

Some CMS systems also offer chat functionality, allowing for real-time conversations between employees. These features encourage teamwork, knowledge sharing, and a sense of community among employees.

Advanced search functions

One important factor to consider when choosing a CMS intranet system is its advanced search functions. Having a universal search feature within the system makes it easy to find and access information quickly.

This means that employees can easily search for documents, files, or other content without wasting time navigating through different folders or sections. With advanced search functions, you can simply type in keywords or phrases related to what you’re looking for, and the system will provide relevant results.

This not only improves productivity but also ensures that important information is readily available whenever needed. So, when considering a CMS intranet system, make sure it has robust and efficient advanced search capabilities to enhance accessibility and efficiency within your organization.

Integration with other applications

When choosing an intranet CMS, it’s important to consider its integration capabilities with other applications. This means that the CMS should be able to connect and work well with the software and systems your organization already uses.

Integration allows for seamless sharing of information and data between different platforms, making it easier for employees to access what they need without jumping back and forth between applications.

It also enhances productivity by eliminating duplication of work and streamlining processes. So, when evaluating CMS options, make sure to prioritize those that offer robust integration features to support your organization’s existing technology ecosystem.

Regular updates

Regular updates are an important factor to consider when choosing a CMS intranet system for your organization. Keeping your intranet up-to-date with the latest features and security patches is crucial for optimal performance and protection of sensitive information.

Regular updates ensure that your intranet stays current with evolving technology trends and best practices in content management. They also provide access to new functionalities and improvements that can enhance user experience and productivity.

By choosing a CMS intranet system that offers regular updates, you can ensure that your organization’s digital workplace remains efficient, secure, and aligned with industry standards.

Analytics integration

Having an analytics integration in your intranet CMS is crucial for gaining insights and data about the usage and engagement of your content. This feature allows you to track metrics such as page views, user activity, and search queries.

By analyzing this data, you can understand what content is most popular, identify areas that need improvement, and make informed decisions to enhance the overall user experience. Analytics integration also helps you measure the success of your communication strategies and assess employee engagement levels.

It’s important to choose a CMS that offers robust analytics capabilities to drive continuous improvement within your organization.

Branding options

A diverse team of professionals collaborating in a modern office space.

When choosing an intranet CMS, it’s important to consider branding options. This allows you to customize the look and feel of your intranet to match your organization’s brand identity.

You can use your logo, colors, and fonts to create a cohesive and professional appearance. Having branded intranet pages helps build a sense of familiarity and trust among employees.

It also reinforces your organization’s values and creates a consistent employee experience across all platforms. So when selecting an intranet CMS, make sure it offers robust branding options that align with your organization’s visual identity.

Personalized activity feeds

A diverse group of coworkers looking at personalized activity feeds.

Personalized activity feeds are an important feature to consider when choosing an intranet CMS for your organization. These feeds allow employees to see updates and notifications that are relevant to them, based on their roles, departments, or interests.

By personalizing the content displayed in the activity feed, employees can stay informed about important events, announcements, and activities without having to sift through irrelevant information.

This helps improve employee engagement and productivity by ensuring that they receive the information they need in a timely manner. Additionally, personalized activity feeds can also foster a sense of community within the organization by promoting social interactions and collaboration among employees.

In terms of security and privacy concerns, it’s worth noting that organizations using intranet CMS systems should ensure that personalized activity feeds adhere to strict access controls and permissions.

Top Intranet CMS Options for 2023

In 2023, there are several top intranet CMS options available that organizations can consider. These include Blink, SharePoint, Glasscubes, Simpplr, and OnSemble. Each of these platforms offers unique features and benefits to help improve communication, collaboration, and productivity within your organization.

To learn more about these options and how they can benefit your organization, continue reading this blog post.


Blink is one of the top CMS intranet options for 2023. It offers an intuitive user interface, making it easy to navigate and use. With Blink, you can access your organization’s intranet from any device, whether it’s a computer or a mobile phone.

It also has advanced search functions that allow you to find information quickly and easily. Additionally, Blink provides social engagement features, such as activity feeds and communication tools, which help facilitate collaboration among employees.

The system also integrates well with other applications used in your organization. With regular updates and analytics integration, Blink ensures that your intranet stays up-to-date and provides valuable insights into employee engagement and usage patterns.


SharePoint is a widely used CMS intranet system that offers a range of features and functionalities to help organizations manage their digital content. It provides a user-friendly interface, making it easy for content managers to create, store, and publish content.

With its advanced search functions, finding information within SharePoint is quick and convenient. The integration capabilities of SharePoint allow it to work seamlessly with other applications used in the organization.

Additionally, SharePoint offers strong security features to protect sensitive data. Overall, SharePoint is a reliable choice for organizations looking for an intranet CMS that can streamline communication and collaboration while ensuring efficient management of digital content.


Glasscubes is one of the best intranet content management systems (CMS).

As a content manager, I understand the importance of finding the best intranet CMS for your organization. One option worth considering is Glasscubes. It offers an intuitive user interface that makes it easy to navigate and use.

With its robust security features, you can rest assured that your sensitive information and data will be protected. Glasscubes also has device compatibility, allowing your employees to access the intranet from anywhere using their preferred devices.

The platform also offers advanced search functions, making it simple for users to find the information they need quickly. Another advantage of Glasscubes is its integration capabilities with other applications, helping streamline workflows and improve productivity within your organization.

In addition, Glasscubes provides regular updates to ensure that you have access to the latest features and improvements. You can also integrate analytics tools into Glasscubes to gain insights into how your employees are engaging with the system and make informed decisions based on data.

Furthermore, Glasscubes allows for branding options so you can customize the intranet to match your organization’s identity.

With personalized activity feeds in Glasscubes, each employee can receive relevant updates and notifications tailored to their needs, improving engagement and communication within your organization.


Simmplr is a popular, modern intranet CMS.

Simpplr is a top option for an intranet CMS in 2023. It offers an intuitive user interface that makes it easy for content managers like me to navigate and manage the intranet. The platform also prioritizes security, ensuring that sensitive information and data are protected.

Simpplr is compatible with different devices, allowing employees to access the intranet from anywhere. It includes social engagement features that encourage collaboration and communication within the organization.

The advanced search functions make it convenient for employees to find the information they need quickly. Simpplr also integrates well with other applications, making it seamless to work across various platforms.


An office worker using the OnSemble interface with various cityscape photography.

I want to talk about OnSemble. It is a CMS intranet system that offers an intuitive user interface, making it easy for content managers like you to navigate and manage digital content.

With its device compatibility, you can access the intranet from home or anywhere else. OnSemble also provides social engagement features and advanced search functions, ensuring that employees can easily communicate and find the information they need.

It allows integration with other applications used in your organization too. Regular updates are provided by OnSemble, so you’ll always have the latest features and security enhancements.

Benefits of Using an Intranet CMS

A diverse group of employees collaborating and sharing knowledge in an office.

Using an Intranet CMS can lead to improved employee engagement and productivity, streamlined communication and collaboration, enhanced knowledge sharing, efficient onboarding processes, and centralized document management.

Find out how these benefits can transform your organization!

Improved employee engagement and productivity

Employee engagement and productivity are crucial for the success of any organization. When employees feel connected to their work, they are more motivated and productive. A good CMS intranet system can play a significant role in improving employee engagement and productivity.

It allows employees to access important information easily, collaborate with colleagues, and stay informed about company news and updates. With personalized activity feeds, employees can receive relevant updates tailored to their interests, ensuring that they stay engaged with the content that matters most to them.

Additionally, features like advanced search functions make it easier for employees to find the information they need quickly, saving time and increasing efficiency. By streamlining communication processes and providing a centralized platform for information sharing, a CMS intranet system fosters collaboration among team members which further contributes to improved employee engagement and productivity within the organization.

Streamlined communication and collaboration

Streamlined communication and collaboration are essential for a successful organization. With the right CMS intranet system, you can improve communication and collaboration among your employees.

This means that everyone in your organization can easily share ideas, information, and updates with each other. They can collaborate on projects, provide feedback, and work together towards common goals.

This seamless communication fosters teamwork and enhances productivity within your organization. By having a centralized platform for communication and collaboration, you eliminate the need for multiple tools or scattered emails, making it easier for everyone to stay connected and engaged.

Enhanced knowledge sharing and information access

A diverse team of employees gathered around a computer screen.

Intranet CMS systems can greatly enhance knowledge sharing and information access within an organization. With a user-friendly interface and advanced search functions, employees can easily find the information they need, improving productivity.

The CMS also allows for centralized document management, making it simple to store and access important files. Additionally, personalized activity feeds keep employees informed of relevant updates and developments, fostering collaboration and communication across different teams.

All these features combined make it easier for employees to share knowledge and stay connected with the latest information on the intranet platform.

Efficient onboarding and training processes

A diverse group of employees engaged in a training session.

Efficient onboarding and training processes are essential for any organization. With a good CMS intranet system, you can streamline these processes and ensure that new employees get up to speed quickly.

The system can provide easy access to training materials, online courses, and resources that employees need to learn about their roles and responsibilities. It also allows managers to track the progress of each employee during the onboarding process.

By using an efficient CMS intranet system for onboarding and training, organizations can save time, reduce costs, and improve employee productivity from day one.

Centralized document management and governance

One of the benefits of using an intranet CMS is centralized document management and governance. With a reliable CMS system, you can store all your important documents in a central location, making it easy for employees to access and collaborate on files.

This eliminates the need for multiple versions of documents floating around and ensures everyone is working with the most up-to-date information. Additionally, a good CMS system allows you to set permissions and access controls, ensuring that only authorized individuals can view or edit certain documents.

This helps maintain data security and compliance within your organization. You can also track document changes, view revision histories, and establish workflows for approval processes.

Overall, having centralized document management and governance through an intranet CMS improves efficiency and reduces confusion when it comes to managing important business documents.

Remember: When choosing an intranet CMS provider for centralized document management and governance features, consider their file storage capabilities, version control options, permissions settings, collaboration tools,


Choosing the best intranet CMS for your organization is a crucial decision that requires careful consideration. By evaluating factors such as user-friendliness, search functionality, communication features, scalability, integration capabilities, and security measures, you can make an informed choice.

Reading reviews and seeking recommendations from other organizations can also provide valuable insights.

Remember to create a wishlist of features that are important to your organization and choose a CMS intranet system that meets your specific needs for improved employee engagement, streamlined communication, enhanced knowledge sharing, efficient onboarding processes, and centralized document management.


1. What is an Intranet CMS?

An Intranet CMS, or Content Management System, is a tool used by organizations for creating and managing digital content on their employee intranet.

2. How can the best Intranet CMS help my organization?

The best Intranet CMS can make storing content easier, improve internal communication, enhance information architecture and aid in organization management.

3. What features should I look for when choosing an Intranet CMS?

Look for a platform that offers easy tools for publishing content, accessing stored content and managing digital content. An ideal system should provide secure intranet login options to keep your data safe.

4. Can open-source platforms work as an effective intranet CMS?

Yes! Open-source platforms could be great solutions if you want a web-based content management system that fits your specific needs and budget while offering flexibility.

5. Is it hard to navigate through the contents in the intranet using a good CMS?

No! A well-chosen Intranet software simplifies navigation making it user-friendly even with large volumes of web content managed by your staff.

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