SharePoint vs. Intranet: Which Is Right for Your Organization?

Finding one digital tool to connect everyone isn’t always simple when your organization spans across desks and job sites. SharePoint is widely known and used by companies that already use Microsoft 365, but it’s not the only option, and it may not be the best fit for frontline-heavy teams who rely on speed, mobile access, and ease of use.

This article breaks down the key differences between SharePoint and dedicated intranet platforms, so you can make the right call for your people—wherever they work.

What is SharePoint?

SharePoint is a Microsoft platform designed to help organizations store, organize, and manage digital content. It’s often used for document sharing, internal collaboration, and as a foundation for a company-wide digital portal.

Because it integrates deeply with tools like Teams, Outlook, and OneDrive, SharePoint is a natural choice for businesses already using Microsoft 365. But while powerful, it’s not plug-and-play. Creating an intuitive, employee-friendly experience with SharePoint usually means significant setup, customization, and IT support.

What is an Intranet?

An intranet is a private digital workspace that supports communication, workplace collaboration, and knowledge sharing across an organization. Unlike general-purpose platforms, intranets are built specifically to connect employees with the tools, updates, and resources they need to do their jobs, no matter where they are.

For frontline-heavy teams, that means mobile-first access, quick navigation, and intuitive interfaces that don’t require training. A successful intranet, such as Igloo Software, acts as the single source of truth. It keeps everyone aligned, informed, and included, whether at a desk or on the move.

Is SharePoint an Intranet?

SharePoint wasn’t built to be an intranet out of the box. It’s a strong platform for storing documents and collaborating in the Microsoft 365 ecosystem, but getting it to feel like a true intranet takes work, and it may never truly live up to the expectations or needs of the organization.

That often means IT time, custom development, and extra tools to create a smooth employee experience. And if you’ve got a frontline workforce that needs easy access from a phone, not a desktop, SharePoint may come up short due to a lackluster mobile experience and login requirements. In contrast, intranets designed for communication and connection from the start tend to get you where you need to go faster, with much less lift.

What’s the Difference Between SharePoint and Intranets?

SharePoint and intranets can support internal communication, but they approach it differently. SharePoint leans on customization and Microsoft integrations, while intranets focus on delivering a complete, ready-to-use experience, often with mobile-first access and frontline needs in mind.

Let’s break down the most significant differences in how each performs across the areas that matter most.

Accessibility and Inclusivity

Access is essential for organizations with deskless or shift-based employees. Intranets can be mobile-first, giving employees a direct line to company updates, resources, and conversations.

Reaching that level of access with SharePoint typically means custom configuration or third-party add-ons. Out of the box, it leans more toward office-based use. According to a report from SWOOP Analytics, 99.76% of employees access intranets from desktops. If inclusivity and real-time communication across teams are priorities, a purpose-built intranet will likely deliver a better fit immediately.

Deployment and Scalability

Rolling out a communication platform shouldn’t take months of planning and IT support. Intranets are often built for quick deployment, with pre-configured features that let you hit the ground running. They’re designed to grow with your organization without constant rework.

SharePoint, on the other hand, usually requires more upfront setup. Customizing it into an intranet experience can take significant time and resources. As your organization grows, ongoing maintenance and scaling of this setup often requires continued involvement from IT or external partners.

User Experience and Adoption

For any tool to be successful, people have to use it. Intranet platforms are designed with that in mind: clear layouts, mobile access, and straightforward navigation that help everyone, from field staff to head office, get what they need quickly.

SharePoint can offer a more complex experience. It provides a lot of functionality, but that depth can be overwhelming without training. Many teams struggle to get full adoption, especially if the software feels too technical or complicated to use in everyday work.

Challenges with Implementing SharePoint

SharePoint can work well for some teams, but getting it to function like a true intranet comes with trade-offs. One of the biggest hurdles is the setup. It often requires a high level of customization.

Then there’s the learning curve. SharePoint’s interface isn’t always intuitive for employees who aren’t already familiar with Microsoft tools. And for frontline workers, mobile access isn’t seamless without added configuration. These gaps can lead to underused features, missed messages, and frustration on all sides.

For a closer look at potential trade-offs, check out our guide to SharePoint pros and cons.

SharePoint Alternatives

SharePoint isn’t your only option if you’re looking for a more straightforward way to keep everyone connected. Intranet platforms explicitly built for internal communication offer features that work out of the box: no coding, no patchwork add-ons, and no long rollout.

These platforms are designed with the entire workforce in mind, especially employees without desks or consistent computer access. You’ll get mobile access, targeted messaging, content management, and employee engagement tools in one place. A dedicated intranet can make things easier for teams that need to move fast and stay connected from day one.

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How to Evaluate the Right Solution for a Frontline-Heavy Workforce

Choosing between SharePoint and a dedicated intranet shouldn’t just be about key features. It should start with how your people work. Do they check email daily? Are they mostly mobile? Do they need real-time updates or access to policies and forms without logging into a desktop?

These questions are essential for frontline-heavy organizations. Look for a platform that supports mobile-first access, has simple navigation, and doesn’t require training. You should be able to publish updates, launch content, and gather feedback without involving IT every step of the way.

Which is Best for Your Organization?

The right choice depends on your people, goals, and resources. SharePoint might be a good choice if your workforce is primarily office-based and your IT team has the time and capacity to customize a solution.

But if you need to reach every employee, including those on the floor, in the field, or out in the community, a platform built for communication and accessibility may serve you better. Look for something easy to roll out, simple to use, and flexible enough to grow with your organization. The best solution is the one your team will use.

Questions to Ask Before You Decide

Before committing to any solution, ask yourself and your team a few key questions:

• Who needs to access this platform, and how often?
• What tools do we need to integrate with?
• Can we maintain it without a dedicated developer?
• Will it scale as we grow without creating silos?

These questions help uncover the real needs behind your intranet decision. The goal is to make communication easier for everyone.

Ready to Find the Right Fit?

Choosing between SharePoint vs. intranet platforms depends on how well each supports your people, especially those working beyond the desk. Your workforce isn’t one-size-fits-all. Your intranet shouldn’t be either. Whether your teams are in offices, on job sites, or constantly on the move, they all deserve tools that make work easier, not more complicated.

If you’re rethinking your approach to internal communication, we’re here to help. See how Igloo Software simplifies how you connect and support every employee.

Explore what that could look like in your organization.