What is an Intranet?

An intranet might sound like an outdated concept. That’s not entirely surprising, given that they predate the internet itself. Just as the internet has been incorporated into almost every aspect of our lives, an intranet can be one of the most powerful tools in a modern workplace — especially for organizations with frontline workers. It provides a space exclusively for your organization to meet your needs and support your employees. Let’s look at exactly what an intranet is, why it’s so powerful, and what you need to look for to best support your frontline teams.

What is an Intranet?

An intranet by definition is a private, secured network set by an organization to allow employees to communicate, collaborate, and manage tasks effectively. Think of it as an internal network that shares information services, connecting different parts of a particular organization.

Intranets have changed the way companies operate, especially regarding employee engagement. Previously, these networks were complicated and obscure; today, modern intranets work as a portal for entities to share what looks like internal-only updates. They allow employees to access confidential information, forms, applications, links, and the database of company records.

Unlike the Internet, which is accessible to all, organizations privately own and operate these networks. That means it’s only accessible to specific users, typically members of the company. Then, these recognized members are granted access via IP addresses, single sign-on (SSO), and other company credentials.

How are intranets used?

Organizations use intranets in a variety of ways depending on their needs. These include the following:

• Central repository. Intranets become the main repository where important information and company data are stored.
• Collaboration. These internal networks provide a way to share information that makes it easier for employees to work together.
• Personalization. They provide personalized content to employees based on their role within the company.
• Communication. They make employee directories, company news, and organization charts readily available, improving internal corporate communications.
• Easy access to information. Intranets provide easy access to information about company policies, benefits, and updates.
• Social elements. Social media features let employees create an account, post content, and status alerts, and browse a newsfeed.
• Project management. To-do lists, employee directories, status updates, and other resources aid users in project management.
• Automation. They streamline everyday activities by helping to automate repeatable tasks.

How does it work?

Now that we have learned a lot about the Internet, let’s dive deeper into it and find out how it works. Unlike the internet, the intranet works on a private/closed server, which allows the PCs that are specifically allowed to access it. An intranet has a firewall that prevents any type of server breach possible, making it safe to use. In every intranet, a CMS (content management system) is set up to allow the creation, publication, transmission, and storage of important files used within the organization. In some cases, there are many interlinked LANs in an intranet that connect them to WAN for resources and stuff.

Why use an intranet?

Intranet software is a tool for creating and managing an intranet. Various intranet software providers offer varying levels of functionality and intranet features that can help manage a company’s intranet.

The software provides a secure platform for sharing resources and data with employees. It may include file sharing, messaging, collaboration, and search capabilities. Some intranet software can host company websites and help with project management and task organization. The essence of the software is to help companies harness the full power of intranet solutions.

Some benefits

‍Implementing an intranet doesn’t just help employees stay connected and organized—it can actually transform the efficiency and productivity of an entire organization. Here are some of the biggest benefits:

• Improved communication: They facilitate effective communication across the organization, allowing employees to share news, updates, and announcements easily.
• Enhanced collaboration: With tools like shared calendars, project management software, and document sharing, they enable teams to work together more efficiently, regardless of their location.
• Increased productivity: Intranets provide a centralized place for information and resources, reducing the time employees spend searching for information and allowing them to focus on their work.
• Cost savings: By using an intranet for internal communication and collaboration, organizations can reduce costs associated with printing, mailing, and other traditional methods of information sharing.
• Streamlined processes: They can automate and streamline various business processes, such as HR tasks, expense reporting, and procurement, saving time and reducing errors.
• Better knowledge management: An intranet can serve as a knowledge base, capturing and storing the organization’s collective knowledge and expertise, making it easily accessible to all employees.
• Improved employee engagement: They can foster a sense of community and belonging among employees by providing a platform for sharing success stories, recognizing achievements, and encouraging feedback.
• Enhanced security: With proper access controls and security measures, intranets ensure that sensitive information remains confidential and accessible only to authorized personnel.
• Scalability: They can grow and evolve with the organization, accommodating new users, content, and features as needed.
• Integration with other systems: They can integrate with other enterprise systems, such as customer relationship management (CRM) or enterprise resource planning (ERP) software, providing a unified platform for accessing information and tools.

Disadvantages of Intranet

• The expense of actualizing intranets is normally high.
• The staff of the company or organization require special training to know how to use the system.
• Data overloading.
• Although the intranet provides good security, but it still lacks in some places.

Intranet vs Extranet vs Internet

It’s easy to become confused about the differences between an intranet, an extranet, and an internet. From a technological perspective, they’re very similar. The main difference between them is who can access them and what they are intended to achieve.

All three use internet technologies and protocols to allow people to share information online.

• An intranet is only available to employees of your organization, or possibly to contractors working on your behalf. It’s highly restricted and is only intended for internal use.
• An extranet is an extension of an intranet. It’s still not available to the general public, but access is wider than just your own employees. Typically, an extranet allows a subsection of your intranet to be accessed by customers, clients, suppliers, or partners.
• The Internet is a global network of interconnected computers and servers that can be accessed by anyone with an Internet connection. It is largely unrestricted and is not controlled by your organization.

The Future of Intranets

Intranets are expected to continue evolving to meet the changing needs of organizations and employees. It seems likely that potential areas of evolution will continue to travel already established paths. These include a mobile-first approach, social and collaborative features, personalization and UX improvements, and advanced analytics and insights.

As data security concerns continue to grow, intranets will likely evolve to provide enhanced security features. This may include stricter access controls, two-factor authentication, encryption, and compliance with stringent data protection regulations. Protecting sensitive information and ensuring data privacy will remain a critical focus.

Most exciting and open to possibility is the likelihood that intranets will integrate with emerging technologies such as artificial intelligence (AI), machine learning, and natural language processing. These technologies can enhance search capabilities, automate tasks, and provide personalized content recommendations, making the intranet more intelligent and tailored to individual users.

While these are just some of the potential directions for intranet evolution, it’s important to note that the specific advancements will depend on technological innovations, industry trends, and the evolving needs and expectations of organizations and their employees.