Software as a Service (SaaS) applications have become indispensable tools for modern businesses. On average, organizations use 130 SaaS apps, because anyone with internet access can use these tools to collaborate and work together. This is particularly true when it comes to employee experience platforms, intranet software, and internal communication tools.
While many companies are looking to cut costs by eliminating or consolidating redundant SaaS apps, intranet software remains a necessity – an essential tool that allows employees to communicate, collaborate, and share resources securely.
Now that cloud-based intranets tend to be more cost-effective than on-premise intranet solutions, especially in the long run, businesses are finding it increasingly advantageous to adopt these cloud solutions, not only for the direct financial benefits but also for the enhanced flexibility, scalability, and ease of integration they offer.
What is cloud intranet software?
Cloud intranet software provides businesses with a virtual space where employees can collaborate, share resources, and access company information in real time, all hosted on remote servers. Thanks to cloud technology, cloud-based intranets eliminate the need for on-premises hardware, which ensures scalability, flexibility, and reduced IT overhead.
With remote work becoming the norm and teams spread across different locations, a digital workplace is no longer a luxury but a necessity. Cloud intranet software can foster improved communication, boost productivity, and ensure that employees have access to the tools and information they need anytime and anywhere.
Benefits of cloud-based intranets
Enhance reliable communications
Cloud intranet software enhances internal communications by providing an up-to-date mechanism. It allows employees to access and share information seamlessly, minimizing potential misunderstandings.
Features like shared calendars, document-sharing, and integrated knowledge management tools facilitate efficient collaboration. This enables multiple team members to work concurrently, streamlining workflows, reducing errors, and enhancing overall productivity.
By granting employees access to essential tools, information, and resources, cloud-based intranet software fosters better communication and engagement between colleagues. This collaborative atmosphere leads to increased productivity and fewer work-related errors.
Cloud intranets can be accessed globally, eliminating the need for physical office setups. This not only saves on infrastructure costs but also benefits employees by cutting down on transportation expenses and commute time.
Never miss an update
The beauty of a cloud based intranet is that anyone connected to the internet can access it. Therefore they can also receive notifications wherever they are—especially if you have a mobile intranet. Whether it’s on desktop or mobile, you’re able to alert employees to new updates without interrupting their work.
Save on costs
Cloud intranets negate the need for costly IT infrastructure and ongoing maintenance. This makes them a cost-effective solution, especially when considering the robust security measures they typically offer.
Provide advanced analytics and reporting
Cloud-based intranet platforms come equipped with advanced analytics and reporting features. These tools help businesses monitor user engagement, assess communication effectiveness, and pinpoint areas needing improvement.
What to look for in cloud-based intranet software
Team collaboration tools, social networking capabilities, knowledge bases, and customizable dashboards are common for cloud intranet solutions. What really matters is how well they align with your company’s specific needs, the adaptability of the software to evolving business challenges, and the ongoing support and updates provided by intranet software providers.
But if you really need a checklist to help choose the best cloud-based intranet, here’s one:
- Collaboration tools – These are fundamental for any intranet solution. Collaboration tools allow employees to share, edit, and collaborate seamlessly in real-time. It also ensures that ideas flow freely, projects move forward efficiently, and everyone stays on the same page, regardless of their physical location.
- User-friendly interface – The success of any software largely depends on its usability. A straightforward and intuitive interface ensures that employees can easily navigate and use the software. This can either make or break the intranet user adoption from the get-go.
- Customizability – Every organization has its unique needs, culture, and branding. An intranet that offers high customizability ensures that the platform aligns with the company’s specific requirements. Whether it’s tweaking the layout, incorporating brand colors, or adding specific intranet templates, a customizable platform becomes an extension of the company’s identity.
- Robust security features – Any cloud intranet should offer multi-layered security features, including encryption, two-factor authentication, and regular security audits. This not only protects sensitive information but also instills confidence among employees to use the platform without reservations.
- Integration capabilities – The best cloud-based intranet should seamlessly integrate with other tools and software you’re already using, whether it’s CRM, project management tools, or communication apps. It should definitely reduce the need for juggling between multiple platforms, not the other way around.
- Deskless or mobile access – With the rise of remote work and on-the-go employees, mobile access ensures your field agents, traveling executives, frontline workers, or any team member away from their desk can stay connected, access resources, and collaborate effectively.
15 Best Cloud-Based Intranet Software Providers
- Axero – Unify teams with comprehensive collaborative and knowledge management tools
- Microsoft SharePoint – Build team sites for better teamwork with Office integrations
- Google Workspace (formerly G Suite) – Enhance collaboration and productivity for businesses of all sizes
- Confluence – Content-centric team workspace with deep integration with Atlassian’s suite of tools
- Igloo Flex – Unify frontline and office employees with tailored industry solutions
- LumApps – Digital headquarters for internal communications, IT, and HR
- Happeo – All-in-one digital workplace platform for remote office
- Jostle – Intranet for clarity, engagement, and employee success
- Simpplr – AI-powered intranet for employee experience
- Blink – A mobile-first, frontline-focused app for a better employee experience
- MangoApps – Digitize daily tasks and workflows for frontline and office workers
- Interact – AI-powered intranet software built for communicators
- Unily – Feature-packed intranet software for enterprise
- Workplace from Meta – Business communication platform that combines chat, video, groups and intranet
- Beezy – Personalized hub for employees with intelligent workflows
When it comes to intranets, we know a thing or two! Axero’s comprehensive intranet platform is designed to facilitate seamless internal communication, collaboration, and knowledge management within organizations.
We believe – we know – that Axero’s strength lies in the platform’s ability to streamline complex business processes and improve productivity through a suite of tools that support document management, employee directories, and project collaboration. Axero’s intuitive social intranet encourages user/employee engagement, which makes it easier for employees to connect and communicate across departments and locations.
One of Axero’s key features is our rich content management system (CMS), which allows users to manage pages, files, and media with drag-and-drop simplicity, making it accessible for users with varying levels of technical expertise.
Axero’s social collaboration tools, such as forums, blogs, and idea sharing, stimulate employee engagement and innovation by encouraging open dialogue and brainstorming. The platform’s social spaces can be customized to suit the needs of different teams, projects, or interest groups within the company.
Our robust analytics and reporting tools help administrators track engagement and understand how employees use various aspects of the intranet. This insight enables continuous improvement of the digital workplace so that the intranet evolves to meet the changing needs of the organization.
There’s more! Axero Copilot, our brand new feature currently in beta, is an AI-powered bot that elevates how people interact with your enterprise knowledge. Axero copilot helps users:
- reduce wasted time during the workday
- streamline learning and development
- increase overall productivity and performance
- elevate user experience with tailored recommendations
- leverage your existing content in a permissioned environment
But don’t just take our word for it (we can be a bit biased cause we know our intranet rocks!); see Axero in action for yourself!
Microsoft SharePoint is a robust intranet platform that excels in document management and collaboration. It allows users to create sites for any project or team, automate workflows, and share resources across an organization. SharePoint’s deep integration with Microsoft Office allows for seamless document editing and version control, making it a powerful tool for enterprises that rely on Office products. SharePoint’s complexity, however, can be a double-edged sword; its flexibility and range of features come with a steep learning curve that can be daunting for new users and small businesses without dedicated IT support.
Google Workspace (formerly G Suite)
Google Workspace is a comprehensive suite of cloud computing, productivity, and collaboration tools. It includes apps like Gmail, Docs, Drive, Calendar, and Meet, which are designed for collaborative work and communication. The platform’s strength lies in its simplicity and real-time collaboration capabilities. However, while Google Workspace is highly intuitive for personal use, managing its various services for large organizations can require significant administration, especially concerning data security and compliance, as it operates fully in the cloud.
Confluence is a web-based corporate wiki platform that provides a structured yet flexible workspace for knowledge management and collaboration. Its rich content creation tools enable teams to develop, publish, and organize documentation. Integration with Atlassian’s suite of tools, including Jira, is a standout feature, which makes it a favorite for software development teams. However, Confluence can become less user-friendly as content grows. Finding specific information in a large Confluence space can be challenging without consistent use of labels and a well-thought-out page hierarchy.
Igloo is a digital workplace solution that delivers a range of tools and features designed to improve communication, knowledge sharing, and collaboration within a company. It’s designed to centralize resources and improve internal communication. A unique aspect of Igloo is its ability to create a digital destination that reflects a company’s culture and brand. However, one potential downside is that its wide array of customization options can lead to a cluttered user experience if not strategically implemented, potentially overwhelming users with too much information or too many choices.
LumApps is an enterprise portal that blends corporate communications, social networking, and personalized content delivery to enhance employee engagement. It integrates with both Microsoft 365 and Google Workspace, providing a central hub for all enterprise tools. While LumApps is strong in personalization and social features, its effectiveness can be contingent on high-quality content creation and management, which may require a dedicated team to maintain an engaging user experience.
Happeo is an all-in-one digital workplace platform that combines intranet, collaboration, and social networking features to support internal communication and team projects. It facilitates a seamless flow of work thanks to integrations with Google Workspace and other third-party applications. Happeo’s channels, pages, and people directory support a transparent and connected company culture. However, Happeo’s reliance on Google Workspace for core productivity tools means that organizations not fully invested in Google’s ecosystem may not benefit as much from its full range of functionalities.
Jostle is designed to simplify the complexity of traditional intranets by providing a clean interface and straightforward tools for sharing news, managing events, and recognizing employee achievements. It aims to increase employee engagement with a focus on ease of use. However, Jostle may not be as suitable for organizations looking for deep customization or complex integrations with their existing workflows and tools, which can be a limitation for tech-heavy environments.
Simpplr’s modern intranet solution uses artificial intelligence to streamline communication and improve user engagement. Its clean design and smart search capabilities make finding information easier. The platform’s AI also suggests relevant content to users, enhancing personalization. However, the reliance on AI for content curation can sometimes lead to over-filtering, where users might miss out on broader organizational information that could be relevant to them.
Blink is a mobile-first employee app that provides frontline workers with access to communication tools, applications, and information for improved productivity. Blink’s focus on mobile users is a strong point as it ensures that employees who are on the move or don’t have regular access to traditional computers are well-connected. On the other hand, companies with a strong desktop-based workforce might find Blink’s mobile-first approach less aligned with their primary work practices.
MangoApps is a comprehensive platform that combines company intranet, team collaboration, and work management. It offers a wide range of modules and customization options to fit various business needs. While its versatility is a significant advantage, the platform can be overwhelming due to its breadth of features, and users may require training to utilize the system fully, which can be a resource-intensive process for larger organizations.
Interact provides a flexible and intelligent intranet platform with tools designed to improve efficiency in communication, knowledge management, and task management. These smart features, like the intelligent search function and a suggestion engine, help users find and share information. However, the platform’s extensive functionality can sometimes result in a complex user interface, which may require a well-structured onboarding process for employees to navigate effectively.
Unily is a powerful intranet and digital experience platform that delivers a wide range of content management and internal communication tools. It’s known for its enterprise-level scalability and rich personalization options. However, Unily’s cost and complexity might make it more suitable for larger organizations with the budget and infrastructure to support a high-end intranet solution.
Workplace from Meta
Workplace from Facebook brings Facebook’s familiar social features to the business environment, fostering community and collaboration across organizations. Its video and group features promote a strong sense of community. However, the informal nature of the platform may lead to challenges in maintaining professional boundaries and managing productivity impacts due to its social media roots.
Beezy integrates with Microsoft 365 to create a comprehensive digital workplace that enhances productivity and communication. It offers a familiar interface for users accustomed to Microsoft products. However, Beezy’s deep integration with Microsoft 365 means that its updates and new feature rollouts are often dependent on the Microsoft ecosystem, which can limit the speed or direction of Beezy’s own innovation trajectory.
Cloud intranet for your business
Choosing the right intranet software can be challenging, but it can make or break the success of your digital workplace strategy. The best cloud intranet software for your business will depend on a variety of factors, including your team’s size, the nature of your work, the level of customization you need, and your existing digital ecosystem.
Consider not only the immediate benefits but also long-term considerations such as vendor stability, customer support, and the potential for future integration with other tools. Think about the user experience and how the software will fit into your employees’ daily routines. The goal is to choose a platform that will be adopted and used effectively, rather than one that becomes just another tool to manage.
Remember, the best cloud intranet is one that aligns with your business objectives, enhances your company culture, and grows with your organization.