This company operates internationally across multiple local IT systems, with inconsistent communication practices and limited digital access for frontline employees. This results in reduced transparency, knowledge gaps between plants, unclear responsibilities for content management, and a limited sense of shared organisational culture. A unified, modern intranet should address these issues by enabling consistent communication, improving collaboration, strengthening daily information access, and supporting a stronger group-wide identity.

The project followed a structured, methodical approach that combined desk research, a workshop, and 21 interviews across all subsidiaries and various organisational levels. These inputs were consolidated into a comprehensive requirements catalogue capturing strategic, functional, and technical needs for a future intranet. The catalogue formed the foundation for evaluating the 10 pre-selected intranet vendors. The four best vendors were then examined in greater depth through requirements validation, vendor clarifications, and live demonstrations, ensuring a transparent and robust assessment.

The evaluation identified Workvivo and Staffbase as the two most suitable solutions for the group-wide intranet of the company. Both platforms meet all mandatory requirements and offer intuitive, mobile-first access for all employees. They support multilingual communication functions, decentralised content governance, and seamless integration with Microsoft 365, ensuring compatibility with the existing IT landscape. Both vendors also demonstrated high professionalism and transparency in their communication, while offering implementation maturity during validation. Workvivo and Staffbase provided clear explanations of their technical capabilities, hosting models, and support structures. Their demonstrations confirmed great usability, reliable performance, and close alignment with the company’s strategic direction. The project, therefore, provides a solid, evidence-based foundation for selecting a future intranet and outlines a practical roadmap for its design, piloting, and rollout. With either of the recommended platforms, the company can establish consistent communication, strengthen organisational cohesion, and support long-term digitalisation across all subsidiaries.