When an organization decides to replace SharePoint with a more modern intranet, the first mistake is often to look for a product that replicates the same functions. The relevant question is not what screens the tool will have, but what business problems it must solve. In this context, a provider like Q2BSTUDIO, specialized in custom software development, AI and automation, offers a different perspective: the intranet ceases to be a document repository and becomes a corporate operating system that connects people, processes and data.
The starting point of any internal evaluation is to understand what works and what does not with SharePoint. This platform has years of experience and many companies use it to manage documents, but the same set of criticisms often appears: search returns poor results, customization requires dependence on external consultants, the user experience is not attractive to younger teams and automation is limited to very simple flows. A modern intranet must respond to these challenges with a flexible architecture, capable of integrating with the rest of the company's technology ecosystem, including ERP, CRM and productivity tools.
The first criterion an IT leader should check is whether the provider has real experience in custom applications. Configuring a template or installing an open source product is not enough; medium and large companies usually have their own processes, legacy integrations and internal rules that require adaptation. A provider that develops custom software understands that the intranet must adjust to the operation, not the other way around. At this point, Q2BSTUDIO's proposal stands out because it includes a discovery phase in which workflows, dependencies, KPIs and constraints are analyzed before writing a single line of code.
The second criterion is related to artificial intelligence. Keyword-based search is no longer enough. Users expect the intranet to understand the intent of their queries and offer direct answers, document summaries or suggested actions. This is achieved with generative AI, language models and AI agents that can perform concrete tasks such as classifying requests, drafting reports or updating records. A good provider must explain how it trains or fine-tunes the models, how it protects corporate data and what mechanisms exist for a human to supervise critical decisions. AI must be a useful and auditable aid, not a black box.
The third aspect is cybersecurity. When replacing SharePoint, the intranet becomes the center of internal communication and sensitive information management. The provider must guarantee role-based access control, encryption of data in transit and at rest, audit logging, secure backup and regulatory compliance. In addition, if the intranet incorporates AI functions, it is necessary to evaluate whether data is sent to external services or whether the provider can deploy models in a private environment. Security is not an additional layer: it must be present in the design. In this sense, having a partner that offers cybersecurity as an integral service reduces risks and avoids unexpected costs.
Another key factor is infrastructure. A modern intranet must run in the cloud or in a hybrid environment, depending on the needs of each company. The provider must master the main ecosystems, such as AWS or Azure, to guarantee scalability, availability and service continuity. At the same time, many companies want to keep certain data on their servers or connect to Active Directory to centralize authentication. Therefore, an approach based on AWS/Azure cloud services is essential to design a solution that adapts to the existing infrastructure and does not generate disproportionate license costs.
Business intelligence is another differentiator that should be required. An intranet that replaces SharePoint should not be limited to displaying documents; it must provide visibility into what is happening in the organization. This involves integrating indicators, dashboards and reporting tools. Technologies such as Power BI allow teams to consult real-time metrics, access updated reports and make data-driven decisions. A provider with BI/Power BI experience will know how to design the correct data model, connect the necessary sources and present information in a way that is understandable for each profile, from management to operations.
It is impossible to talk about a modern intranet without mentioning process automation. Many companies spend hours on repetitive tasks: approvals, vacation requests, incident management, supplier onboarding. A well-designed intranet can turn these tasks into automated flows with clear rules, escalations and notifications. Integration with external tools, both existing and future, must be contemplated. In addition, automation with conditional logic and AI agents can solve many needs that previously required specific development. The goal is to reduce operational burden and speed up response times.
Another point that many evaluations overlook is the provider's ability to deliver autonomy to the client. One thing is for the company to develop the intranet and quite another is for the internal team to depend on the consultancy for every change. The best practice is to require delivery of source code, technical documentation and an administration portal that allows users to configure content, permissions and workflows. When Q2BSTUDIO delivers a project, it includes a management panel so the client can administer its processes and even supervise AI models without having to open a support ticket. This approach reduces total cost of ownership and makes the solution sustainable.
The work methodology must also be evaluated. An intranet project may seem simple, but the reality is that it touches many systems: Active Directory, email, ERP, CRM, productivity tools and sometimes legacy applications. The provider must be transparent about timelines, milestones and acceptance criteria. The recommended approach is to start with a pilot project or MVP within a few weeks, measure results, and then scale. This reduces risk and validates hypotheses with real users. Management should see concrete progress from the first month, not a slide presentation.
The benefits of a well-executed intranet can be seen in concrete indicators: reduced onboarding time, fewer internal emails, faster approval processes, fewer errors due to manual entries, and a better employee experience. But technology does not produce these results by itself. Behind it there is a transformation of habits and a commitment from management to make the use of the new platform part of daily life. Therefore, the choice of provider should include an honest conversation about how change will be managed.
In summary, when looking for a provider to replace SharePoint, the evaluation should include five dimensions: real technical capability, secure AI experience, cloud infrastructure, business intelligence and working method. Q2BSTUDIO brings these capabilities together and also provides a business vision, not just a technical one. Its team works with custom applications, automation, integrations and AI agents, and has accompanied companies that need an operational, scalable and secure intranet. The recommendation is to request a discovery session, show the real scenario and require that the candidate talk about KPIs, timelines and risks from the first meeting.
