With the advent of the internet and the worldwide web that connects us, we can honestly say that humanity’s outlook will never be the same. While the internet is mainly composed of an unending chain of servers and access points, many organizations use something called the intranet, meaning a slightly closed network. An intranet typically holds information specific to an organization and can usually be accessed by an employee with the appropriate credentials. The uses of the intranet are many: from accessing files to even chatting with other members.
Intranet Definition
The intranet is the prime method of saving and sharing files that aren’t meant for the public eye in a way that only members of the organization can see. The intranet is known for being a highly connective web of information that is only shared between those with appropriate access credentials. One will find that they are usually unable to find the same information on the traditional internet as it is company-specific. This is why it is referred to as intranet as it is primarily an internal communication network.
If anyone in an organization is curious about what is an intranet in a computer, the answer is simple! The intranet can be many things, one among them is an organization-wide server which serves as a storage for files that can be accessed by anyone in the organization. The best part is that with the appropriate setup, one can even access the intranet via a stable internet connection as long as they have the necessary credentials for access. This method of contact allows for greater mobility and speed of organization if done right. The intranet also has its security measures to maintain the privacy of any data stored within. The intranet serves as a central source of information and communication. While the advantages and disadvantages of the intranet are many, one can safely mention the advantages and disadvantages of intranet with a little research.
Why Use the Intranet?
While the internet is a vast interconnected network, the sheer vastness of this worldwide network makes it difficult to have the kind of connection that intranets offer. An intranet can be used in tandem with other tools like corporate directories and CRM tools. Thanks to the hierarchy of privacy of files, even payroll software can be integrated into a company’s intranet. The key is to increase efficiency and save time during productivity hours. This combination of openness coupled with privacy makes it possible for the business application of intranet.
The intranet of each company or organization is quite different in the sense that each intranet is tailored to meet a specific requirement based on the culture of each organization. Intranet can even be a forum where multiple employees can voice their ideas on anything from basic company policy to product launch details.
The intranet doesn’t necessarily have to be only usable by members of the organization either. One can find that some organizations make parts of their intranet access to the public for communication or dissemination of information. In such cases, safety measures are put in place to reduce the probability of leaking confidential information.
Advantages of Intranet
Increased Efficiency and Mobility
The intranet will be accessible from almost anywhere in the world as long as one has a stable internet connection and credentials. This allows for almost immediate access of any important files uploaded into the intranet. This increases productivity and allows for instant feedback as well.
Better Use of Time
If company policy is sound, all vital files will be uploaded to the secure intranet where they will be available for anyone to access almost instantly. This ensures that information transfer takes much less time and reduces the overall time required for people to read and process files.
Saves Money
The idea of having a file room where all documents are carefully stored is entirely novel. However, the advent of the intranet has made it much easier to store documents which need to be reviewed daily. Having such information on hand at any time removes the time necessary to search for such files physically. This reduction in time spent, coupled with the abolishment of actual physical storage spaces, is a much more cost-effective method.
FAQs on What Is an Intranet? Features and Uses
1. What is an intranet, and how does it function within an organisation?
An intranet is a private, secure computer network used exclusively by an organisation. It uses the same technology as the internet (like web browsers and servers) but is accessible only to authorised members, such as employees. It functions as a central hub for internal communication, information sharing, and collaboration, protected from public access by firewalls and password-protected logins.
2. What are the most common features of a business intranet?
A typical business intranet includes several key features designed to streamline operations and enhance communication. These commonly include:
- Document Management: A central repository for storing, sharing, and managing company documents, policies, and manuals.
- Employee Directory: A searchable database of employees with their contact information, department, and role.
- Company News & Announcements: A space for sharing official updates, achievements, and internal news.
- Collaboration Tools: Features like forums, project workspaces, and internal blogs that allow teams to work together effectively.
- Workflow Automation: Systems for handling routine processes like leave requests, expense claims, and IT support tickets.
3. What are the key benefits of implementing an intranet for a business?
Implementing an intranet offers significant advantages for a business by improving internal processes. The primary benefits are increased productivity through quick access to information, enhanced collaboration among different departments, improved internal communication by centralising announcements, and a stronger corporate culture as employees feel more connected and informed. It also reduces costs by digitising many paper-based processes.
4. What is the fundamental difference between an intranet, an extranet, and the internet?
The main difference lies in their level of accessibility and purpose.
- The Internet is a global, public network accessible to anyone.
- An Intranet is a private network, restricted to employees within a single organisation.
- An Extranet is a semi-private network that extends an organisation's intranet to authorised external users, such as suppliers, partners, or key customers, for specific business purposes.
Think of it as: Internet (public library), Intranet (your home), and Extranet (your home's guest room, accessible only to invited friends).
5. How does an intranet specifically improve collaboration and communication among employees?
An intranet acts as a central digital workspace that breaks down communication silos. It facilitates collaboration by providing shared project sites where team members can co-edit documents, track progress, and communicate in dedicated forums. This ensures everyone is working from the most current information, reducing email clutter and preventing version control issues. It also promotes cross-departmental communication through company-wide announcements and social features.
6. Who can access a company's intranet, and what security measures protect it?
Access to a company's intranet is strictly limited to authorised personnel, typically employees. Security is enforced through several layers. Each user requires a unique username and password. The entire network is protected by a firewall, which acts as a barrier to prevent unauthorised access from the public internet. For remote access, employees often need to use a Virtual Private Network (VPN) to establish a secure, encrypted connection.
7. What are the potential disadvantages or challenges when using an intranet?
While beneficial, intranets present some challenges. The initial implementation cost and complexity can be high. If not managed well, it can lead to information overload, making it difficult for employees to find relevant content. Poor user adoption can render it ineffective, and like any networked system, it carries a risk of security breaches if not properly maintained and updated. Continuous management and content moderation are essential for its success.
8. Can you provide some real-world examples of how an intranet is used in a large company?
In a large company, different departments use the intranet for specific tasks. For instance, the Human Resources (HR) department uses it to host employee handbooks, publish policy updates, and manage online leave applications. A sales team might use it to access the latest product specifications, pricing lists, and competitor analysis reports. Meanwhile, the marketing department could use it to collaborate on campaign plans and share brand assets securely.
