What Is an Intranet? Definition, Functions, and Purpose

Clear communication is important in every workplace. An intranet is one tool that helps teams stay connected. It’s mainly used for internal communication, making it easy for employees to work together and share information. In this article, we’ll explain what an intranet is, how it works, and how your organization can benefit from using one.

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.

What is an intranet used for?

As their primary purpose, intranets improve communication, collaboration, and employee engagement. They keep employees' priorities focused, which is especially important with the current shift towards remote work within companies.

Intranet software encompasses a lot of information and services, including:

• File sharing and document management
• Calendars, marketing assets, and policies
• Blogs and news feeds
• Corporate's key events and milestones
• Quizzes and surveys
• Project workspaces where workers collaborate
• Automated business processes, including online forms
• Staff or employee directories

Having one in place helps build your workplace to foster efficiency and productivity. These intranet examples also integrate well with other communication tools businesses use, like Microsoft Suite and Skype.

How does an intranet work? Setting up an intranet network system

Intranets are essential for a strong business. But how exactly do they work?

First, be mindful that these networks are handled in-house and managed by IT facets of a company. The company's private network is only accessible to permitted users. Depending on the organization, this network can manifest as a website, a collection of collaboration tools, internal communications, or even a knowledge-sharing platform.

Like every other process in the tech industry, setting up one of these private networks involves several phases: analysis, planning, development, implementation and maintenance. Additionally, there are four main components needed to properly complete the setup: a web server, networked PCs, firewalls, and general applications.

Using a web server to host

To build your company’s intranet, you need a web server. This server is the main part of the system and includes both hardware and software.

The hardware is the physical machine that stores your data and programs. The size and power of the server depend on how many people will use it and what they’ll use it for. If your intranet needs to support thousands of users and stream videos, you'll need a strong server with lots of bandwidth. But if it’s just a simple, text-only site for a few users, a basic server will work fine.

The software part of the server helps find and send files to the right users. Because this can be tricky to set up, IT professionals usually handle it.

It’s a good idea to have a backup server. That way, if your main system goes down, you won’t lose important data.

Creating a network of PCs

Going forward, you need to install and configure the server into a network so that users can connect their PCs. To access the intranet, workers first need a connection to the local area network (LAN).

These computers must also have web browsers, such as Firefox, Chrome or Safari. Furthermore, figure out the need for having an intranet before setting up a network. This way, your private network use is optimized, allowing you to strengthen weak areas in your business.

Securing the system with firewalls

It’s important to keep your intranet safe. A firewall helps do this by acting like a gate between your internal network and the public Internet.

The firewall checks all data going in and out of your network. It follows your company’s security rules to block unwanted access. This keeps sensitive information safe from outsiders and gives you control over what data is shared within the company.

Be sure to install a firewall when you set up your intranet and keep it updated.

Incorporating general software

You can load other application software onto the intranet web server as long as it's relevant to your business. Suitable applications allow users to work to the best of their ability. These may include web-based conferencing applications or computing and comprehensive CRM tools. Integrating these apps is just one way of creating a productive intranet system.

What should an intranet include?

A good intranet should include key features that help your team work better. While every company’s needs are different, most intranet systems should have the following basic tools:

• Key resources or a handbook. An intranet should not only house high-level information but also keep key resources together.
• Announcements and top-down updates. Your intranet should be a place where workers can easily share job-related information, such as updates, announcements and newsletters.
• Company goals and KPIs. The right platform offers a place to document and centralize key goals, KPIs, and strategy for everyone to see.
• Calendar and events. It's wise to host a company calendar to showcase important events. These include company meetings, holidays, important employee dates, and more. Create the events on Google or Outlook calendars in order to sync the information into the intranet.
• Team directory. You need to find a way for employees or team members to learn how an organization is structured. Therefore, team directories allow them to navigate across the organization and learn everything they need to know.
• Interactive design. Ensure that the software is user-friendly.

The goal is to host a network that streamlines your organization process. It's a conduit for a range of business functions, including internal communication, content creation and sharing, and document management.

Advantages of an intranet

Even though digital tools are common in communication today, having a modern intranet run by a skilled in-house team still offers big advantages. Companies that use intranets can benefit in many ways:

• Better employee engagement. Intranets keep employees informed and let them give and receive feedback quickly.
• Stronger internal communication. They improve communication from leaders to staff, from staff to leaders, and within teams.
• Simple file storage. Intranets make it easy to move and store files in one central place.
• Lower costs. Since all information - like contacts, forms, and documents - is in one spot, companies save money on printing and distribution.

Disadvantages of an intranet

While intranets offer many benefits, it’s still important to understand a few possible downsides before setting one up:

• Takes time to learn. Some intranet systems can be tricky to use. They may include lots of features that are new to most employees. For beginners, file storage can feel confusing. Even if the IT team sets things up, workers still need training. If the layout isn’t user-friendly, people might have trouble using it.
• Remote workers may face access issues. Intranets can help connect remote and in-office teams, but not all systems work well for remote use. Some only run on desktop computers. Remote staff may need a VPN to log in from home or on the go.

Application of intranets

Intranets are useful for many types of organizations, not just large companies. They are often used for:

• database management activities
• supply chain management
• employee data management
• time and reports management
• payroll and leave management
• skill enhancement
• cohesive company culture
• employee performance assessment

Intranets are great for communication-focused companies that use tools like video calls, email, and messaging. These features help employees stay connected across teams.

They’re also useful for marketing companies to manage media content, customer feedback, social posts, and ads. Schools and universities benefit too - students can learn online, share files, and talk to each other in real time without needing to be on campus.

Examples of intranets

There are a number of companies that offer intranets or intranet structures for those who need it. They include:

• Microsoft SharePoint
• Happeo
• Yammeo
• Workplace by Meta
• Trimble

All of these private network software structures allow users to collaborate, communicate, and transfer data and information quickly and easily.

Frequently asked questions

Who can access the intranet network?

Intranets are private networks managed by a company. Only employees or people the company approves can access them.

What is an intranet site?

An intranet site is a private webpage or portal just for staff. It shares company updates and helps employees work better by improving communication and teamwork.

What is an extranet?

An extranet is like an intranet, but others outside the company - like contractors, partners, or vendors - can also use it.

What is the difference between an intranet and an extranet?

An intranet is only for people inside a company. An extranet includes outside users, like customers or business partners. Both are private, but they serve different groups.

Can an intranet work without the Internet?

No. You need an Internet connection to access the company’s intranet. Your device has to connect to the company’s local network (LAN).

What is the difference between Internet and intranet?

The Internet is open to everyone around the world. An intranet is private and only available to certain people, like company staff.

What are examples of intranets?

There are many intranet platforms used by both small and large companies. Examples include Microsoft SharePoint, Axero, Happeo, Workplace from Facebook, and Jostle.