Is Your Intranet Pulling Its Weight? Here’s How to Know

When was the last time you checked if your intranet was pulling its weight?

If you’re like most organizations, the answer might be “uh, never?” A survey by Prescient Digital Media found that fewer than 6% of companies measure the dollar-and-cent benefits of their intranets. And yet, 76% of those same companies say proving ROI is a priority.

So why the disconnect? It’s easy to assume that ROI is the finance team’s territory, but measuring intranet performance isn’t just about numbers - it’s about making sure your investment is driving collaboration, engagement, and productivity. And when it’s done right, it’s easier than you think.

Why measuring ROI matters

Let’s start with the obvious: your intranet is a tool meant to solve specific problems. Whether it’s fixing communication gaps, reducing tool overload, or streamlining workflows, knowing how well it’s working is critical.

If you don’t measure ROI, how do you know if your intranet is actually useful - or just another budget line item collecting dust?

How to measure your intranet ROI in 8 steps

Here’s how to go from overwhelmed to ROI expert:

1️⃣ Define your goals Think about the “why” behind your intranet. Were you trying to:

• Simplify communication?
• Reduce confusion caused by too many tools?
• Save time on routine tasks?

Start here, so you have a clear focus on what to measure.

2️⃣ Pick the right KPIs The key performance indicators (KPIs) you track will depend on your goals, but here are some examples:

• Adoption rates: Are employees actually using it?
• Task efficiency: Is it saving time or just adding steps?
• Engagement levels: Are silos breaking down, or is collaboration still stuck?

3️⃣ Set your benchmarks What did success (or failure) look like before you launched the intranet? Gather baseline data - whether it’s time spent on tasks, employee feedback, or communication gaps.

4️⃣ Run a cost-benefit analysis Here’s where the math comes in. Add up your total intranet costs, including:

• Licenses and subscriptions
• Setup and maintenance fees
• Employee training

Now, stack that against productivity gains, time savings, and reduced errors.

5️⃣ Track usage and engagement Keep an eye on metrics like:

• Active users: Who’s logging in regularly?
• Time spent on the platform: Are they finding value, or just clicking around?
• Page views: Which features are popular - and which ones aren’t?

6️⃣ Ask for feedback Survey your team to get real, unfiltered opinions. Questions like “What’s working well?” and “What’s frustrating?” can uncover roadblocks or opportunities for improvement.

7️⃣ Measure productivity gains If employees are spending less time searching for information or jumping between tools, quantify those time savings. Every minute saved = dollars saved.

8️⃣ Highlight cost savings Your intranet might be saving money in less obvious ways. For example:

• Lower printing costs from digital file sharing
• Fewer travel expenses thanks to virtual meetings
• Reduced reliance on other tools

ROI is simpler than you think

When you break it down step by step, measuring your intranet ROI doesn’t feel so overwhelming. It’s about more than just proving value - it’s about identifying what’s working, fixing what’s not, and ensuring your team has the tools they need to thrive.

And the best part? When your intranet is firing on all cylinders, everyone benefits. Employees save time, frontline teams are happier, and your business gets a serious productivity boost.