What Is An Intranet? Definition and Uses...

An intranet is basically a private web based network. It uses all of the technology of the internet but is safe and protected behind a firewall that keeps unauthorized personnel out. Companies have been using them for years as a method of streamlining their internal communications.

Because a web browser can run on any type of computer, the need to maintain multiple paper copies of documents that are constantly changing can be eliminated. Documents like training manuals, internal phone books, procedure manuals, benefits information, employee handbooks, requisition forms, etc. can be maintained as electronic documents and updated at almost no cost. The savings in paper and other material costs can be significant

But the most powerful aspect of an intranet is its ability to display information in the same format to every computer being used. That allows all of the different software and databases a company uses to be available to all employees without any special equipment or software being installed on their systems.

This universal availability of information is sparking an era of collaboration unlike anything ever seen before. The departmental barriers that exist in many companies are slowing breaking down because now colleagues can share information readily using the company intranet.

Options for implementing an intranet

There are a variety of options for setting up an intranet. They include building your own intranet technology, purchasing and installing third-party software, or purchasing access through an extranet ASP. Here is a quick summary of the advantages and disadvantages of each approach:

1. Building it yourself
Advantages: Complete control of user interface design; ability to customize level of functionality; integration into internal systems, and direct access to user activity.

Disadvantages: High up-front development cost; requires staff expertise in the development of extranets, commitment of internal staff for 6 months to a year for planning, execution, review and implementation; and an ongoing commitment of internal staff for internal and client support, hosting, maintenance and upgrades.

2. Purchasing/installing third-party software
Advantages: Proven track-record of packaged solution; ability to choose functions and to
customize user interface, more rapid implementation compared to building it yourself.

Disadvantages: High up-front purchase cost; commitment of internal staff for customization and implementation; on-going commitment of internal staff for internal and client support, hosting, maintenance and upgrades; and extensive internal and client training

3. Using a Service Provider (ASP)
Advantages: Proven track-record of the application; low cost of entry and predictable cost over time; virtually immediate implementation; no commitment of internal staff for internal support, hosting, or maintenance; and upgrades at no cost by extranet experts, and savings on internal server use.

Disadvantages: Less freedom in user interface design, and fixed functionality.

In the final analysis…
The approach you choose depends on how you work, the technical and financial resources at your disposal, and how rapidly you need to move forward.

Intranet Implementation: The Advantages Of A Web-Based Solution

The traditional approach to implementing an intranet is to purchase a software package, modify it for your needs, and install it on your system.

Over the past few years, another option has grown in popularity – the implementation of a web-based solution.

As you consider the choice between installed software and a web-based intranet, here are some considerations:


1. The most important requirement of any intranet is that everyone uses it.

To assure broad-based participation, the intranet must be easy to implement, simple to use, cost-effective to maintain, and offer each individual user the power to post, access and use content in a way that serves their specific needs. In short, the intranet must have value to everyone.

Web-based intranets are designed around this concept. The interface and navigation are consistent with their use of the web – an environment in which they feel in control, using familiar tools.

In contrast, the business world is littered with countless elegant and feature-rich soft-ware based intranets that have failed. Why? Because they represented an alien environment into which the user was expected to venture. Few employees had the time or the interest (or courage) to enter, rendering the intranet impotent, with the powerful tools unused.

This is the plight of traditional, out-of-the-box software solutions. Unlike web-based intranets, they force users into a constrained environment requiring in-depth training, built around rules designed for the group, rather than the individual.


2. Software intranets have unpredictable costs: in time, attention and money.

Software based solutions require extensive internal support. The ongoing expense in both staff time and money takes the focus of your IT group away from mission-critical tasks.

System integration, Implementation, maintenance, technology upgrades, training and user support are all on-going tasks that represent a significant, recurring investment. The cost can be substantial, far exceeding your initial license cost and monthly fee.


3. Web-based intranets offer a predictable cost and cutting-edge technology.

Most web-based solutions offer a fixed monthly fee that covers all maintenance, technology upgrades, training and user support. The costs are predictable, the technology evolutionary, and it's all done with minimal involvement of your IT staff.

It's for these reasons that companies needing broad-based participation in a changing environment are choosing web-based intranets over traditional software solutions.