What Is Intranet?
An intranet is a computer network used exclusively by employees of a company for information sharing, improved communication, teamwork tools, operational systems and other computing services. Although most of the technology is based on the Internet protocol suite, the term is used in contrast to open networks like the Internet.
A company-wide intranet can serve as a key hub for internal communication and teamwork and serve as a single point of access for both internal and external resources. The technologies for local area networks (LANs) and wide area networks are used to create an intranet in its most basic form (WANs). The infrastructure of many contemporary intranets includes search engines, user profiles, blogs, mobile apps with notifications and event planning.
Uses Of Intranet
Depending on their needs, businesses use intranets in a variety of ways. They consist of the following:
- Collaboration: These internal networks give employees a way to share information and facilitate teamwork.
- Central repository: Intranets become the primary location for storing crucial information and company data.
- Easy access to information: Access to information about corporate benefits, policies and updates is made simple by intranets.
- Personalization: Employees are provided with individualised content via intranets based on their position within the company.
- Communication: They improve internal corporate communications by making employee directories, company news and organisational charts easily accessible.
- Project management: Users are helped in project management by resources such as to-do lists, employee directories, status updates and others.
- Social elements: Employees can create an account on social media sites, post content and status updates and browse newsfeeds.
- Automation: Intranets help to automate repetitive tasks, which streamlines daily operations.
How Do Intranets Work?
Employees must be logged into the company LAN and have a unique network password to access the intranet. Through a virtual private network (VPN) or another secure connection, remote employees can access the intranet. The VPN enables users who are not actually connected to the required LAN to sign into the intranet and access all the same data and features as those who are.
An intranet may also consist of many interlinked local area networks (LANs), as well as leased lines connecting to wide area network resources. TCP/IP, HTTP and other internet protocols are used by the intranet’s web server. An intranet typically has connections to the outside internet and external resources through one or more gateway computers.
A web server that handles requests for data stored on the server is necessary for a safe and dependable intranet. The requested files are located by the web server, which then sends them to the correct user. To oversee the creation, distribution and administration of intranet content, a content management system should be set up.
An intranet section becomes a part of an extranet when it is made available to clients, partners, suppliers or other parties outside the organisation. For extranet extensions on intranet networks, a firewall is especially crucial.
The intranet security of a company depends on firewall software. It serves as a barrier between the public internet and the exclusive intranet. All incoming and outgoing data packets are monitored by the firewall to make sure no unauthorised or suspicious requests are present. Additionally, firewalls prevent the intranet from being compromised by malware and other malicious attacks.
Intranets are offered by hosted software applications. An organisation purchases intranet software that accomplishes the same tasks as conventional intranets rather than having its own private server. Some contemporary intranets function like social media apps and connect to a variety of corporate applications. Platforms for the employee experience are another name for these programmes.
Generally speaking, the intranet resembles a secure version of the internet. Companies can use tunnelling to send confidential messages over a public network. To connect one section of their intranet to another, they use specialised encryption, decryption and other security measures.
Advantages Of Intranet
Workforce productivity
Users who use intranets can find and view information more quickly and use applications that are appropriate for their roles and responsibilities. Users can access data stored in any database the organisation wants to make available at any time and from anywhere inside the company workstations using a web browser interface, increasing the employees’ capacity to complete their tasks more quickly, accurately and confidently so that they have the right information. Additionally, it aids in enhancing the services offered to users.
Time
Employers can use intranets to provide information to staff members as needed; instead of being constantly interrupted by email, staff members can link to relevant details at their convenience.
Communication
Intranets can be effective communication tools within an organisation, supporting vertically strategic initiatives with an overall global impact. The kind of information that is easily communicated includes the initiative’s goal and purpose, as well as who is driving it, the results so far and who to contact for more information. Staff members can stay informed about the organization’s strategic focus by having access to this information on the intranet. Chat, email and or blogs are a few examples of communication.
The time Nestle operated several food processing facilities in Scandinavia is a great real-world illustration of how an intranet aided a business in communicating. Every day, a number of enquiries had to be handled by their central support system. Nestle quickly noticed the savings after making the decision to invest in an intranet. According to McGovern, the savings from the decrease in query calls far outweighed the intranet investment.
Business operations and management
Across the internetworked enterprise, intranets are also being used as a platform for the development and deployment of applications that support business operations and decisions.
Workflow
A general term for reducing delays, such as scheduling meetings and scheduling vacations automatically.
Cost-effectiveness
Instead of maintaining physical documents like procedure manuals, internal phone lists and requisition forms, users can view information and data via a web browser. This could potentially reduce the cost of printing, duplicating documents, protecting the environment and document maintenance costs for the company.
Enhance collaboration
All authorised users have quick access to information, facilitating teamwork. The ability to communicate in real-time using integrated third-party tools, like an instant messenger, encourages the sharing of ideas and eliminates communication barriers to help increase productivity in a business.
Cross-platform capability
Web browsers that adhere to standards are available for Windows, Mac and UNIX.
Built for one audience
Numerous businesses impose computer requirements, which might enable intranet developers to create applications that are only required to function with one browser (no cross-browser compatibility issues). It is highly advantageous to address one’s “viewer” specifically. Users can customise their intranet based on role (job title, department), individual (Congratulations Jane, on your third year with our company! ) or both because intranets are user-specific (requiring database/network authentication prior to access).
Promote common corporate culture
Within the intranet, every user has access to the same information.
Supports a distributed computing architecture
The management information system of a business, such as a timekeeping system, may also be connected to the intranet.
Employee Engagement
Offering tools (such as forums or surveys) that encourage peer-to-peer collaboration and employee participation can increase employees’ feelings of value and involvement because “involvement in decision-making” is one of the key factors influencing employee engagement.
Disadvantages Of Intranet
The following issues can arise when implementing an intranet:
- Low user participation rates can lead to a lack of the communications, documents and content that the intranet needs to function properly.
- The high cost of labour results in poor intranet user support. As a result, when bugs in software or other issues occur, they are not quickly fixed.
- To make sure the network is functioning properly and that the content is current and pertinent, management is required, including routine inspections and maintenance checks.
- Network management and responsibility are made more difficult by improper ownership or ownership that is divided among groups.
- Problems arise from a lack of mobile devices and remote support, which restricts remote workers’ access to intranet information.
Differentiate Intranets, The Internet And Extranets
The internet, intranets, and extranets are three different types of networks, though they share some characteristics.
Internet
Everybody has access to the public network that powers the internet. There are no restrictions on who can access the internet, but users must have access to a computer with internet access. Though there is no limit to the number of users on the public internet at once, it is more open to intrusion than an intranet.
Intranet
A private network of computers is used by an intranet. It is only accessible to authorised users and systems. Additionally, they must use the required LAN or VPN to connect to the intranet. A certain number of users can typically be accommodated on an intranet.
Extranet
An extranet is an intranet that provides access to specific data and applications to users outside of an organisation. A portion of the company’s intranet is accessible to outside parties like clients, suppliers and partners.
What Are Intranet Best Practices?
Intranets were created roughly at the same time as the internet and have changed alongside it. In the contemporary digital workplace, some best practices for an intranet strategy include the following:
Multichannel approach
Other team collaboration tools should be included in the main intranet application of a modern intranet. It should centralise various applications, such as line-of-business programmes, virtual conference tools and collaboration and communication tools.
Optimize for remote work
Many older intranet platforms weren’t designed with remote or mobile workers in mind. Applications on the intranet ought to be accessible without a company laptop or desktop computer. Remote workers should be able to access resources through intranets without constantly being online.
JOSTLE
On the intranet platform of Jostle, staff members can post updates and shoutouts in the newsfeed. Remote workers can easily access the intranet using the mobile version.
Modern user experience
To help ensure user participation, intranet platforms should be engaging. They frequently resemble consumer apps that prioritise usability and user experience. A user-customizable smart homepage is beneficial.
Regular engagement
User engagement is increased and a sense of community is fostered when new content is consistently posted. Based on employee interests, smaller groups can be formed within a company using intranets. Peer-to-peer recognition of accomplishments can also be made possible with their help. Encouraging communication among employees on the corporate intranet helps to strengthen company culture and gives insight into what the employees need.
Examples Of Intranets
Intranet platforms are available from large vendors and smaller startups. They include the following:
- Facebook Workplace
- Happeo
- Blink
- Microsoft SharePoint
- Zoho Connect
- HyperOffice Atlas
- HCL Connections
- Samepage
- Jostle
- Axero
- Passageways OnSemble
- Simpplr
- Microsoft Yammer
- Staffbase
- Workvivo