Choosing an intranet to replace SharePoint should not start with comparing feature lists. The decision is strategic: it defines how knowledge is shared, how processes are automated and how information is governed for years to come. Many organizations look for a SharePoint clone and miss the opportunity to rethink employee experience, integration with operational data and the real role of AI in daily work.
Before asking for proposals, it is worth answering a basic question: what specific problem do we want to solve? An intranet can help reduce onboarding time, unify data sources, speed up approvals or eliminate internal emails. Each objective requires different indicators. For this reason, the first conversation with a provider should focus on current workflows and on the metrics that are not being measured today, not on design demos.
The second issue is architecture. A modern intranet is not just a document repository: it is a platform that connects people, systems and data. Ask whether the solution can integrate with ERP, CRM, productivity tools and internal databases. At this point, it makes sense to consider a custom software application that adapts to the real processes of the company, instead of forcing employees to adapt to the rigidity of a generic product.
The third question is what role automation and artificial intelligence will play. Many companies already use AI for isolated tasks, but value appears when models act on complete processes: classifying requests, drafting responses, extracting data from documents, recommending content. Ask the provider whether it has experience in Artificial Intelligence projects applied to corporate environments and in creating AI agents that work with internal and external data sources.
The fourth issue is security. An intranet stores sensitive information, legal documents, customer data and internal conversations. You need to know how access is managed, whether there is activity auditing, how data is protected in transit and at rest, and whether the solution complies with GDPR. Also ask about cybersecurity as a whole: penetration testing, secure connection protocols and update policies.
The fifth question is information visibility. An intranet should not be a document pit with no return. It is important to know how dashboards, alerts and reports will be generated. This is where the value of Business Intelligence and tools such as Power BI comes in: when intranet data is connected with business indicators, managers can detect bottlenecks and improvement opportunities with objective data.
The sixth issue is the underlying technology platform. AWS or Azure cloud infrastructures allow the intranet to be deployed with high availability, scalability and flexible payment models. Ask whether the provider works with these platforms, whether it can configure private environments and whether it has experience in hybrid deployments that combine on-premises services and cloud.
The seventh question is related to autonomy. A provider that delivers a project and disappears is not a partner. You need to know whether your team can manage the intranet without depending on permanent consulting. Ask about training, documentation and source code delivery. A good practice is to demand an application that allows business users to configure flows, messages and indicators without writing code.
The eighth issue is total cost and timeline. The initial budget is not enough: you have to consider maintenance, licenses, training and future evolution. Ask whether the provider offers a pilot project, how long the first deliverable takes, and how return on investment is measured. An implementation that is not tied to results is unlikely to be sustainable.
It is also worth asking about the working model. Who is part of the team? Is there a technical profile, a functional profile and a security manager? How are decisions made during the project? Agile methodologies allow the scope to be adjusted with continuous feedback, but they require the client company to actively participate in work sessions.
It is also important to clarify post-implementation support. What happens when an error appears or a new functionality is needed? Does the provider offer a service level agreement? Are updates automatic? These conditions define the long-term relationship and avoid surprises when the intranet is already a critical part of daily operations.
Do not forget employee experience. The best architecture in the world is useless if people cannot find what they are looking for. Ask about ease of use, search speed, content personalization and accessibility. An intranet that requires too many clicks to perform a task will be abandoned.
Nor should you ignore integration with SharePoint. In many companies, SharePoint remains the historical home of documents and team sites. A realistic strategy does not have to eliminate SharePoint overnight. Ask whether the new intranet can coexist with SharePoint during a transition, synchronizing content and permissions to avoid access disruptions.
In addition to operational questions, it is worth evaluating the team behind the project. Does the provider have development, design and architecture profiles? Can it expand the team if the scope grows? What communication channel will be used during implementation? Having a direct contact who understands both business and technology often makes the difference between a mediocre project and an excellent one.
The final question is how to measure success. Define indicators before starting: average onboarding time, hours saved in administrative processes, response speed to internal requests, employee satisfaction. These data will help justify the investment and decide the next stages of evolution.
Q2BSTUDIO approaches this type of project from an integral perspective. It does not simply install a product: it combines custom software development, process automation, cybersecurity, AWS/Azure cloud and Business Intelligence to build intranets that generate operational results. Its approach includes a discovery phase to map processes and KPIs, an MVP in a few weeks and progressive delivery with training so that the client becomes autonomous.
Choosing the right provider is not a technical decision; it is a business decision. The previous questions help separate software sellers from real technology partners. A good partner does not just answer: it teaches you to ask better questions and stays with you after launch.
