The ROI of Custom vs. Out-of-the-Box Intranet Solutions

Choosing the right intranet solution is a strategic decision that impacts not just your digital workplace experience, but also your long-term return on investment (ROI). Today’s organizations face two primary choices: a ready-to-go out-of-the-box (OOTB) intranet or a fully custom-built solution. While each offers its own set of advantages, their ROI varies depending on your business size, needs, and scalability goals.

Understanding Out-of-the-Box Intranet ROI

OOTB intranet solutions, especially those built on SharePoint Online and Microsoft 365, are known for their speed to deploy, ease of use, and cost-effectiveness. These solutions come pre-packaged with modern design templates, essential communication features, and integration with tools like Microsoft Teams, Power BI, and OneDrive.

The ROI of OOTB solutions is immediate:

• Low deployment costs: No heavy customization or development means minimal upfront investment.
• Faster time to value: You can get the platform up and running in weeks, not months.
• Minimal IT dependency: Business users can manage content and site structure with ease.

For small and mid-sized companies, these factors translate into reduced overhead and quicker adoption, ensuring that the intranet starts delivering value from day one. Enterprises already using Microsoft 365 licenses can build feature-rich intranets without additional licensing costs, further increasing ROI.

Evaluating Custom-Built Intranet ROI

Custom intranet solutions offer unmatched flexibility and alignment with specific organizational needs. Unlike OOTB solutions, custom intranets allow businesses to design the user experience, workflows, branding, and feature set from the ground up.

Although the initial investment is higher, the long-term benefits are substantial:

• Tailored functionality: Custom integration with business apps, CRMs, or legacy systems improve user efficiency.
• Personalized experiences: Role-specific dashboards and advanced search functions improve navigation and engagement.
• Scalable architecture: Built with future growth in mind, custom intranets can accommodate evolving business models.

Custom solutions may take longer to deploy and require ongoing IT support, but they ensure tighter process alignment and greater control over your digital workplace. The return is realized over time, especially in large organizations with complex collaboration or compliance needs.

Productivity, Adoption, and Employee Experience

While cost and implementation time are critical, ROI is also measured in employee experience and productivity. OOTB intranets generally come with user-friendly interfaces and consistent navigation, reducing the learning curve and accelerating adoption. Built-in communication tools and integration with Microsoft 365 ensure employees can collaborate effectively.

Custom intranets, however, offer deeper personalization. Features such as multilingual support, dynamic org charts, personalized content feeds, and integrations with non-Microsoft tools drive higher engagement. In environments where employee satisfaction, brand alignment, and granular control are essential, a custom solution can deliver exponential returns over time.

Maintenance and Long-Term Value

OOTB intranets typically include updates and enhancements as part of the service agreement or licensing, reducing the burden on internal IT teams. However, their feature sets can be limited and extending them often requires third-party tools.

Custom intranets offer longevity and adaptability. With a dedicated support model and continuous optimization, these platforms evolve with your business. While maintenance costs may be higher, the value derived from having a platform that fits your operations like a glove often justifies the expense.

A Hybrid Approach: Best of Both Worlds

Many organizations are embracing a hybrid model, starting with SharePoint Online’s OOTB intranet templates and gradually layering in custom features as needed. Microsoft’s modern SharePoint experience enables businesses to do this efficiently using Power Platform tools, AI services, and external connectors.

This phased approach allows businesses to:

• Launch quickly with essential features.
• Improve user adoption before scaling.
• Reduce upfront costs while maximizing long-term value.

Partnering with AVASOFT to Maximize ROI

Whether you’re choosing an OOTB model or a custom intranet, AVASOFT ensures your digital workplace investment delivers. We assess your current state, define your business goals, and design intranet strategies that balance cost-efficiency with high-impact outcomes. From rapid deployment on SharePoint Online to end-to-end custom builds, we help enterprises achieve digital transformation while maximizing ROI.

Ready to build a smarter intranet? Connect with AVASOFT to explore the right model for your organization.