Discover the new generation
company intranet
company intranet
- Brahim Jaouane
- February 27, 2025
10 Tips to choose the best CMS intranet
Today’s workplaces are more digital than ever, and as a result, companies struggle to ensure that employees are connected and productive. Of all the solutions available, one that helps tremendously is a well built intranet. Consider it as the organization’s digital headquarter; intranet is a place where anyone can communicate, collaborate, and look for required information all at the same time within one system.
Content
A robust Content Management System (CMS) is a prerequisite in today’s modern and proactively functioning digital workspace. This is so as an intranet system is not simply a “nice to have” tool but the heartbeat of communication within every organization. A powerful intranet facilitates information access, knowledge exchange, and collaborative teamwork among employees, acting as the lifeblood of communication within the firm and enhancing productivity across teams.
However, settling on a CMS that matches the size and scope of the organization can be challenging due to the overwhelming variety of options. How is it possible to pick a CMS that best suits the company’s requirements, has growth potential, and most importantly is actively utilized by the employees?
This guide will come in handy at this point. We will highlight essential features and design practical tips that should be considered while searching for a CMS intranet solution. Additionally, we will unpack the reasons eXo Platform selected as one of the preferred platforms for businesses across the world. Furthermore, eXo Platform will not only be analyzed theoretically, but also with works and case studies so that the effects the right intranet solution has on organizational work can be clearly seen.
Ready to get started? Let’s dive in and explore how the right intranet can transform the way your organization works.
Understanding CMS Intranet
A CMS intranet is essentially a private network within your organization that allows employees to create, manage, and share content seamlessly. It’s not just a fancy file storage system—it’s a central hub for internal communication, document management, and collaboration. Think of it as the digital glue that holds your team together, no matter where they are.
🚀 Why Does Your Business Need a CMS Intranet?
A well-designed and powerful CMS intranet can do wonders for your organization. It can:
- ⚡ Boost employee engagement: By providing a space for social interaction, recognition, and feedback.
- 📢 Streamline workflows: By centralizing tools and resources, so employees spend less time searching and more time doing.
- 🧐 Enhance knowledge sharing: By serving as a storage place of important documents, best practices, and current affairs within the company.
- 🤝 Boost Collaboration: Enable teams to collaborate in real-time, whether they are in the next room or next country.
- 📈 Improve Productivity: Structure work processes, centralize data, and assist employees retrieve important information quicker.
But don’t just take our word for it—studies back this up too. For example, a McKinsey report found that companies with effective intranets can improve employee productivity by 20-25%. And according to Deloitte, organizations with social intranets see higher employee engagement and retention rates. Additionally, a Gartner report highlights that organizations with robust intranets experience a 30% reduction in email volume, as employees rely on the intranet for communication and collaboration instead of clogging up inboxes.
These numbers aren’t just impressive—they’re a clear reminder that the right intranet can transform how your team works, communicates, and stays connected.
Key Features to Look for in a CMS-Driven Intranet
Your CMS intranet is its digital heartbeat—it powers how your team creates, shares, and collaborates every day. Choose wisely, and you’ll boost adoption, streamline workflows, and future-proof your investment. But with so many options out there, how do you choose the right CMS intranet that fits your needs and grows with your organization?
Let’s break it down with some key features and tips to help you make the best decision.
Here are the key features to look for:
1. Easy-to-Use Page Builder
Your CMS intranet should make life easier, not harder. A visual, drag-and-drop page builder enables anyone — not just IT — to create and update content without writing a single line of code. After all, the goal is to simplify work, not add another layer of complexity. That’s why choosing a CMS intranet should have a visual, drag-and-drop page builder so anyone can create or update content without writing a single line of code.
An easy-to-use- page builder is critical for adoption. If the CMS intranet feels clunky or confusing, employees will resist using it, and your investment could end up gathering digital dust. So, what should you look for? Here are the essentials:
- Intuitive navigation: Menus and features should be easy to find, even for the least tech-savvy team members.
- Customizable dashboards: Let employees personalize their workspace to show the tools and information they use most.
- Mobile responsiveness: In today’s hybrid work environment, your intranet needs to work just as well on a phone or tablet as it does on a desktop.
🤔 Why It Matters:
User adoption is the #1 challenge for intranet success. According to the Nielsen Norman Group, employees are 50% more likely to use a platform that’s intuitive and visually appealing. Furthermore, a Forrester report found that companies with intuitive digital tools see a 20% increase in employee productivity.
So, when it comes to your CMS intranet, simplicity isn’t just a nice-to-have—it’s a must-have. Choose a CMS intranet that feels natural to use, and you’ll set your team up for success from day one.
Let HR post policy updates or IT share guides—no coding needed. A visual builder turns every employee into a content creator.
💡 Pro Tip:
Test it with non-tech users during demos. If they can build a page in minutes, you’ve got a winner.
2. WYSIWYG Editor
A robust “what you see is what you get” editor lets users format content as they go, so they can focus on their message, not the markup.
🤔 Why It Matters:
You’ll lower the barrier to publishing content and encourage more people to contribute — making your intranet a true knowledge hub.
According to Gartner, companies with self-service content creation see a 15% faster content publishing rate, which reduces IT bottlenecks.
💡 Pro Tip:
Check for rich text options (tables, lists, images, videos) to ensure your content stays engaging.
3. Content Workflows
Approval processes built into the CMS keep everything in check before it goes live.
🤔 Why It Matters:
Your legal, HR, and communications teams can review updates so that every page stays accurate and on-brand. A McKinsey report found that streamlined approval processes can improve content accuracy by 25% and reduce content errors by 19%.
💡 Pro Tip:
Ask if the workflow is customizable — being able to set multiple approval stages will help as your company grows.
4. Smart Publishing Controls
Look for the ability to schedule content and set expiry dates so outdated information disappears automatically.
🤔 Why It Matters:
Your CMS intranet stays current without manual upkeep, so employees always see the most relevant information. According to PwC, 89% of employees trust and use platforms that are kept up-to-date.
💡 Pro Tip:
Pick a CMS intranet that can send publishing reminders. That way your team never forgets to take down event notices after they’ve passed.
5. Granular Permissions
Your CMS intranet must allow fine-tuning of who can view, edit, or publish each piece of content.
🤔 Why It Matters:
Sensitive data stays protected, and different departments can manage their own sections without stepping on each other’s toes. Verizon’s Data Breach Investigations Report notes that 74% of data breaches involve privileged access misuse, making granular permissions a vital security feature.
💡 Pro Tip:
Look for group-based permissions that sync with your HR directory — this simplifies setup and keeps permissions up to date automatically.
6. Multilingual Support
If your company spans multiple countries, multilingual capabilities help you reach everyone.
🤔 Why It Matters:
Your CMS intranet feels personal and accessible for all employees — no matter their language. According to CSA Research, 76% of customers prefer content in their native language, which also applies internally to employee experience and engagement.
💡 Pro Tip:
Check if your CMS intranet can show different language versions of a page side-by-side to make translation easier for your team.
7. Multi-Site Support
Your intranet might need different portals for HR, IT, sales, or regional offices.
🤔 Why It Matters:
A CMS that supports multiple sites under one roof simplifies maintenance and gives each team its own customized space — all while keeping branding and structure consistent. Gartner reports that organizations using multi-site CMS solutions reduce overhead costs by up to 30% due to centralized management.
💡 Pro Tip:
Test how easy it is to copy pages across sites. That’ll save a ton of setup time as new teams come on board.
8. Version Control
Being able to roll back to a previous version is like an undo button for your intranet.
🤔 Why It Matters:
Mistakes happen. Version control lets you quickly restore the last correct version, so you can update with confidence. A McKinsey survey found that organizations with version-controlled content processes experience a 22% drop in error rates.
💡 Pro Tip:
Make sure the CMS intranet lets you compare versions side-by-side — it’s incredibly helpful for seeing what’s changed.
9. Audit Logs
Audit logs show you who made changes and when.
🤔 Why It Matters:
If something goes wrong — or you just want to see who updated a page — audit logs help you trace it back. Plus, they support compliance and security policies. According to IDC, companies that maintain detailed audit trails reduce compliance risks by up to 35%.
💡 Pro Tip:
Look for audit logs that can be exported or filtered by user or date. It’s a must-have for reporting and reviews.
10. Powerful Search with Tagging and Metadata
Your CMS intranet is only helpful if people can find what they need.
🤔 Why It Matters:
Employees spend up to 19% of their week looking for information (McKinsey), so smart search — powered by tags, metadata, and predictive results — cuts that time down dramatically.
💡 Pro Tip:
Test the search by looking up a few dummy documents during a demo. The faster you find them, the better the CMS intranet.
🎯 Final Thought
By choosing a CMS intranet with these features — and testing them thoroughly — you’ll set yourself up for long-term success. The goal isn’t just to go live; it’s to help your team work faster, smarter, and more collaboratively every single day.
Discover the new generation
company intranet
company intranet
Why eXo Platform Stands Out
eXo Platform is a powerful and versatile CMS intranet solution that stands out for several reasons:
If you’re searching for a CMS intranet that ticks all these boxes, eXo Platform should be on your radar. Here’s why:
- User-Friendly Interface: Designed for users of all technical backgrounds.
- CMS Driven: Works seamlessly with business apps like Microsoft 365, Google Workspace, and more.
- Powerful Search: Unified, full-text search helps employees find information fast.
- Collaboration First: Offers chat, video conferencing, and project management tools for better teamwork.
✅ Conclusion: Making the Right Choice for Your Business
Choosing the right CMS intranet is a big decision, but it doesn’t have to be overwhelming. By focusing on these 10 key features — ease of use, WYSIWYG editing, content workflows, publishing controls, granular permissions, multilingual & multi-site support, version control, audit logs, and powerful search — you can create an intranet that truly works for your team.
Remember, the goal isn’t just to implement a new tool—it’s to build a digital workplace that empowers your employees, fosters collaboration, and drives your organization forward. So take your time, explore your options, and choose a platform that aligns with your vision for the future.
If you’re looking for a platform that combines flexibility, robust features, and an easy-to-use interface, eXo Platform is definitely worth exploring. The right intranet could be the game-changer your business needs to stay ahead in the digital age.
Ready to transform the way your team works? Let’s get started! 🚀
FREE DATASHEET
eXo Platform : The Open-Source
Digital Workplace Platform
Download the eXo Platform Datasheet and discover all the features and benefits
FREE DATASHEET
Download the eXo Platform Datasheet and discover all the features and benefits
❓ CMS Intranet FAQ – Everything You Need to Know
🖧 What is an intranet?
intranet is a term used with abundance whenever the subject of internal communication and collaboration is brought up which makes defining it a bit challenging. In its simplest form, an intranet is an internal website for your organization. It is used mainly for top-down communication where employees can access corporate news, policies and announcements.
💡 What is a CMS Intranet?
A CMS intranet is a secure internal platform that allows employees to create, manage, and share content across the organization. Think of it as your company’s digital headquarters—where communication, collaboration, and information management come together in one place.
🚀 Why is a CMS intranet important for my business?
A CMS intranet helps businesses streamline communication, improve collaboration, and boost productivity across departments. It replaces scattered tools and email overload with a unified, structured digital workplace.
A well-designed and powerful CMS intranet can do wonders for your organization. It can:
- Improves employee productivity (up to 25% according to McKinsey)
- Encourages knowledge sharing and team collaboration
- Centralizes workflows and key resources
- Reduces internal emails and communication silos
- Enhances employee engagement and retention
🔍 What features should I look for in a CMS intranet?
Look for features like page builders, WYSIWYG editors, permissions, version control, search tools, and multilingual support. These features ensure your CMS intranet grows with your team and remains easy to use.
Key features include:
- Drag-and-drop page builder
- WYSIWYG editor
- Content workflows and approval processes
- Smart publishing controls (schedule/expiry)
- Granular permissions and access controls
- Multilingual and multi-site support
- Version control and audit logs
- Powerful search with tagging and metadata
These features ensure your intranet is user-friendly, secure, and scalable as your company grows.
🤔 How do CMS intranets improve productivity?
They help teams:
- Spend less time searching for information
- Automate routine publishing tasks
- Reduce errors with version control and workflows
- Collaborate in real-time across geographies
- Eliminate redundant communication via centralized content
According to McKinsey, employees waste 19% of their week searching for internal info. A smart intranet cuts that dramatically.
🛡️ Are CMS intranets secure?
Yes, when implemented with best practices:
- Granular permissions prevent unauthorized access
- Audit logs track all changes for accountability
- Version control protects against errors and data loss
- Integration with HR systems keeps access up to date
Security is a top priority—especially for sensitive data and compliance-heavy industries.
🌍 Can a CMS intranet support global teams?
Absolutely. The best platforms offer:
- Multilingual support to localize content
- Multi-site functionality for departments or regional offices
- Consistent branding and structure across all locations
This ensures every employee, regardless of language or location, has access to the same tools and information.
🧰 What is a WYSIWYG editor and why does it matter?
WYSIWYG = “What You See Is What You Get.” It lets users format content without needing to know code. It encourages more employees—especially non-technical ones—to contribute, speeding up knowledge sharing across the organization.
📅 How do publishing controls help?
They allow you to schedule posts, set expiry dates, and automate reminders—ensuring your intranet is always up to date.
Publishing features like:
- Scheduled posts
- Auto-expiry of old content
- Notifications for publishing deadlines
…ensure your intranet stays relevant and clean without needing constant manual maintenance.
📂 What is metadata and why is it useful for intranets?
Metadata is extra info (like tags, categories, authors) that helps organize and retrieve content easily. When paired with a powerful search engine, metadata makes finding content fast and accurate—even in large organizations with thousands of documents.
✅ Which CMS intranet platform is recommended?
One of the most comprehensive and scalable solutions is eXo Platform. It’s designed for modern digital workplaces and offers:
- Intuitive page building and publishing tools
- Enterprise-grade collaboration features
- Seamless multilingual and multi-site management
- Robust permissions and compliance features
It’s used by organizations globally and comes backed with real-world case studies and success stories.
🔗 Want to dive deeper?
Explore our full breakdown of 10 Tips to Choose the Best CMS Intranet and discover how the right features—combined with a platform like eXo—can transform your workplace.
- Tags: Digital workplace, intranet, Tips & Tricks
I am a Digital Marketing specialist specialized in SEO at eXo Platform.
Passionate about new technologies and Digital Marketing.
With 10 years' experience, I support companies in their digital communication strategies and implement the tools necessary for their success.
My approach combines the use of different traffic acquisition levers and an optimization of the user experience to convert visitors into customers.
After various digital experiences in communication agencies as well as in B2B company, I have a wide range of skills and I am able to manage the digital marketing strategy of small and medium-sized companies.
Related posts
- All
- eXo
- Digital workplace
- Employee engagement
- Open source
- Future of work
- Internal communication
- Collaboration
- News
- intranet
- workplace
- Knowledge management
- Employee experience
- Employee productivity
- onboarding
- Employee recognition
- Change management
- Cartoon
- Digital transformation
- Infographic
- Remote work
- Industry trends
- Product News
- Thought leadership
- Tips & Tricks
- Tutorial
- Uncategorized
Leave a Reply
( Your e-mail address will not be published)
Connexion
0 Comments