Intranets have changed significantly. They’re no longer simply an electronic bulletin board; rather, they serve as a source of information for employees, a means of communication among colleagues and a platform to allow employees to move their workflow without barriers or obstacles.

There are two ways to create an intranet. Some organizations opt for off-the-shelf software, which promises to be set up quickly. Other organizations choose to build a customized version of an intranet from scratch. When both of these options are implemented correctly, both will add value to an organization. The question is, which one is better for you?

Understanding Off-The-Shelf Intranets

Off-the-shelf intranets are made to be used across multiple businesses and require little to no customization. Many off-the-shelf intranets have standard features (such as document libraries, communication tools, etc.) and include search capabilities. All of this is done through an “off-the-shelf” platform, which means that it is delivered via the cloud. Therefore, employees can access it from anywhere.

The major benefit of using an off-the-shelf intranet is that you can deploy a fully functioning intranet rapidly. Teams may also have less technical expertise when launching an off-the-shelf intranet. An organization could utilize an off-the-shelf intranet to fix immediate communication problems or to get all their information centralized rapidly.

A high level of predictability is associated with off-the-shelf solutions. There is a large number of users who have been testing and refining these platforms. Internal teams, therefore, don’t need to be concerned about keeping up with updates on the systems.

That being said, just because something is an “off-the-shelf” solution, it doesn’t mean it has to fit every single business.

The Appeal Of Custom-Made Intranets

A custom-built intranet is created specifically for an organization. Every function, user interface, and process of the system was developed based on what the organization needed. Because every detail of a custom solution is designed around an organization’s needs, this results in a better experience for all users.

The reason why custom solutions are able to offer so much flexibility is because if there is a need for a specific tool or a new way of doing things by a certain group within an organization, then that tool or process can be added directly into the intranet. Thus, instead of having to change how you do business to accommodate a piece of software, your software will allow you to continue using the methods of business that you have been using.

Another benefit of a custom-built intranet is the potential for additional integration with existing systems. With a custom intranet, you should be able to integrate it fully with your current systems. This means that the data and information that is available within your organization should be accessible from your intranet. Also, you should be able to perform most of the day-to-day functions required to run your business through your intranet rather than needing to switch back and forth between different applications and systems.

As stated previously, developing a custom intranet is a time-consuming process that requires a solid plan and active collaboration among all stakeholders and the development team. When this process is completed effectively and efficiently, it will create a true homegrown platform that is uniquely suited to meet the needs of an organization.

Speed vs. Precision

One of the key areas in which these options differ is speed to implementation. The off-the-shelf option is designed for immediate action; it will enable an organization to start working on their issues right away without having to wait for several months for a customized solution.

Custom-built intranet systems require more time as they go through a process of design, test, and revision. While this extra time can provide value to organizations that need specific features, it ultimately depends on the importance of urgency and time for each organization.

Cost Is Not Just About Price Tags

You might be tempted to just look at the cost for each option and go with the one with the lowest up-front cost. Off-the-shelf solutions are typically less expensive than custom-made intranet systems to purchase. Off-the-shelf solutions also tend to follow a subscription pricing model, where the customer pays a monthly or yearly fee to use the product. This allows the customers to spread out their payments over time rather than making an upfront payment for the full product.

A custom intranet solution will normally require a larger upfront investment. The development, design and support of your company’s intranet solution will contribute to the overall cost of implementing the solution.

Costs should also include the value you receive from the solution. If the solution improves employee productivity, eliminates confusion, and provides a better way for employees to collaborate, it could provide a significant return. In some cases, a higher upfront cost may result in greater long-term benefits.

Integration With Daily Work

An intranet should not feel separate from everyday tasks. It should support the flow of work rather than interrupt it.

Off-the-shelf solutions often come with integrations for popular tools. This allows employees to connect their existing systems and keep everything in one place.

Custom intranets can go even further by integrating deeply with internal processes. For example, they can support niche workflows or industry-specific needs. This might include features like sharing resources across departments or enabling collaboration around specialized content, like sharing a waste management industry glossary or providing regulatory updates.

When an intranet becomes part of how work gets done, it moves from being a tool to being a central hub.

Maintenance And Support

Any intranet will require maintenance over time. The content you post to your intranet will eventually lose relevance. The features of your intranet need to function properly. And, when users have a question about how something works, they will need support.

Off-the-shelf (pre-built) solutions typically handle most or all of the maintenance as part of their service agreement. Whereas a custom-built solution will require ongoing support. However, if done correctly, one of the advantages of having support from the developer who created your solution is that your developers are able to make changes continuously based on user feedback. Both types of solutions require the proper strategy to maintain them.

Making The Right Choice

There is no clear answer as to which of these two options is “better.” Rather, each organization will have its own set of goals, available resources, and priorities that determine which is best suited to their organization.

An off-the-shelf (or “vanilla”) intranet solution is the way to go for teams who require a fast, reliable solution with proven features. A custom (or “tailored”) intranet solution is the way to go for an organization who has specific needs or wants to align their employees in a more profound manner.

Having clear objectives will enable you to evaluate the two options much more effectively and ultimately choose a path that will support long-term success.

Intranets are not just technology platforms. Intranets reflect how an organization communicates and works with each other. Whether you purchase your solution off the shelf or have it built by someone else, the value of an intranet is determined by how well it meets the people using it. Both methods offer some advantages that could be valuable to your organization.