An intranet is basically a private web based network. What it uses is all of the technology of the Internet but is considered safe and protected behind a firewall that keeps unauthorized personnel out. For years, companies have been using them as a method of streamlining their internal communications.
The need to maintain multiple paper copies of documents that are constantly changing can be eliminated because a web browser can run on any type of computer. 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
However, the ability to display information in the same format to every computer being used is considered the most powerful aspect of an intranet. 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
For setting up an intranet, there a variety of options. Aside from building your own intranet technology, this will also include 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.
You can build it yourself Pros. You will have the ability to customize level of functionality, integration into internal systems, and direct access to user activity and also have complete control of user interface design.
Cons. Staff expertise is required in the development of extranets, high up-front development cost, and also 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.
When purchasing or installing third-party software. What are the 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. There are high up-front purchase cost and also 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.
When 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. There is less freedom in user interface design as well as fixed functionality.
In the final analysis… Depending on how you work, the technical and financial resources at your disposal, and how rapidly you need to move forward is the approach that you choose.
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