Intranet
An intranet is a private computer network designed for use within an organization, enabling secure communication and collaboration among employees. Utilizing Internet Protocol (IP) technologies, intranets facilitate the sharing of project management tools, corporate directories, and teleconferencing capabilities, thereby enhancing data sharing efficiency and security. Typically, intranets are protected by strict firewalls to prevent external access, which allows sensitive organizational information to remain secure. They offer various internal services, including email, message boards, and databases for storing personnel details and forms.
Intranets have evolved significantly since their inception, transitioning from static websites to more dynamic platforms that incorporate features like instant messaging and social media-like interactions. This evolution has improved communication speed and employee engagement within organizations. While intranets provide numerous advantages, such as enhanced security and real-time updates, they can also present challenges, including costs related to setup, maintenance, and employee training. Additionally, overly complex systems may hinder usage and productivity, especially for employees who are less tech-savvy. Ultimately, intranets serve as vital tools for enhancing organizational efficiency and promoting a cohesive corporate culture.
Intranet
"Intranet" (also known as a private business network) is a generic term for a private computer network within an organization. An intranet network utilizes Internet Protocol (IP) technologies in order to safely facilitate communication between individuals or work groups. They are used to share project management tools, corporate directories, and teleconferencing. This helps improve an organization’s data sharing capabilities by making them more efficient, safe, and quick.
An intranet generally includes Internet access with strict firewalls so that outside computers cannot directly reach users of the network. Smaller companies sometimes protect their intranet using private IP address ranges. Typical services of an intranet include internal e-mail systems, a message board service, and databases that store the organization’s forms and personnel information. An intranet can also host several private websites and have an extension called an extranet, where approved outside parties can access the intranet.
Brief History
The first intranet networks developed out of static websites that were used by employees to access information at an organization’s central location. Frontier Technologies released the first intranet software in 1996. Called "Intranet Genie," this early program was a client server application that contained server software and a series of software components that allowed users to securely share documents and other communications. Similar products followed from other software companies, and the term "intranet" eventually became the official term for content shared on a private computer network.
As the Internet began to expand, intranet software changed as well. The dominant design became web portals, which are specially designed web pages that collect information from various sources in an unvarying manner. This helped simplify installation and management of intranets and only required an organization to have a uniform web browser on their computers.
Web-based intranet products helped to reduce the cost of development and application. In the mid-2000s, the functionality of intranets improved so that they could be further customized. Users could now build custom websites, tests and surveys, and more dynamic forms.
As social media outlets such as Facebook became increasingly popular in the 2000s, online communication became quicker and easier. With these developments, more social features began to be integrated into intranet software. These features included instant chat functions, communication walls, and the ability for employees to see when another employee they follow has made a post or updated information. Features like these have improved communication speeds and interactivity, as employees could now correspond with one another much like they would on their personal social media at home.
Intranet products continued to increase in their functionality and complexity into the 2010s. For many large organizations, in-house web pages grew to such a degree that separate departments exist to edit, manage, and maintain them. Internet metrics can be used on these large intranets to measure overall user activity.
Intranet vs. Internet
An organization’s intranet and public website on the Internet are two different spaces for information. The main difference is that an intranet can only be accessed by in-house employees and approved outside users, while the public website can be accessed by anyone with an Internet connection. They contain different user interface designs and many different applications.
The public Internet website is essentially used by customers and other outside parties who are interested in purchasing a product from the organization or gathering information that the organization is sharing with the public. Employees use the intranet for their everyday work within the organization, which can range from instant messaging and teleconferencing to managing reports and documents.
An intranet’s main function is for employees to perform tasks and manage projects. The public website is more for promotional purposes. Because of this, an intranet network should look different than the public site. This way, employees know which network they are using and do not inappropriately share information.
A company’s intranet is generally more complex than its public website, and often contains anywhere from ten to several hundred or thousands of pages. This is due to the large amount of in-house work that is contained within the intranet. Since intranets contain more information than single websites, they typically run at greater bandwidth speed than the public Internet.
Advantages
An intranet offers an organization several advantages over the public Internet. When an intranet is managed well, an organization’s highly sensitive information is secured from any nonemployees. Information stays within the intranet network through encrypted computer security systems. This security also applies to communication between employees and the documents that may share. Any teleconferencing done within an intranet is also secure.
Intranets ensure that employees can easily view the tasks and information relevant to their responsibilities. The databases contained within an intranet allow for employees to store and retrieve documents easily and from any of the company’s workstations. When information is updated on an intranet, the relevant employees can instantly see it, leading to more efficient turnarounds and real-time updates. All of these advantages may subsequently lead to higher productivity, a more efficient business operation, and the promotion of a common corporate culture.
Disadvantages
Employees who are not comfortable with technology might get frustrated when trying to use an intranet network. For this reason, training is crucial, but it can come at a large cost. Sometimes the cost of setting up an intranet can be considerable. This cost depends on the size of the organization and the complexity of the network they wish to establish. After an intranet network is set up, there are typically frequent upgrades and maintenance that can cost a significant amount annually.
Intranets that are too complex may not be used to their greatest potential, which can lead to decreased productivity. This complexity can also increase the need for a full-time information technology (IT) department, which adds further costs. The more complex a system is, the greater the chance for network failures as well.
Intranets may also limit access to computers in certain physical locations, such as the company’s office. Although virtual private networks (VPNs) and other systems may circumvent this, it can still provide a challenge for remote employees. Internet-based technologies, such as cloud computing, offer greater flexibility, though they are potentially less secure.
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