Intranet

An intranet often gets confused with the Internet. While there are a lot of similarities between them, they really are two different things. Simply put, the Internet is the global World Wide Web, while an intranet is a private computer network operating within a company. Both the Internet and an intranet use similar communication protocols (like TCP/IP) and offer many of the same functional features like e-mail and bulletin boards. One main difference is that an intranet is an internal and private network. Access to a company network (an intranet) is controlled whereas access to the Internet is open to anyone with physical access. Most company intranets are set up to include Internet access as one of the functions provided but the inter company network, or intranet is a separate entity and not part of the Internet.

When they were first introduced, intranets were dismissed by critics as the latest in a seemingly endless parade of technological fads and buzzwords. That soon changed as businesses with intranets began to reap benefits that were apparent to others.

A company may wish to set up an intranet for many reasons. Among them is the speed of communication that can be gained by the broad bandwidths that are used in intranets. These speeds allow for fast e-mail systems and the rapid exchange of documents. The private internal networks offer security and protection in the form of the aforementioned firewalls as well as password-protected access and secure servers. The use of an intranet allows companies to share information internally easily and in so doing to manage the efforts of many employees quickly. Less paperwork, increased productivity, added flexibility, and versatility are other benefits that may be gained through the use of a well-designed intranet. All of this adds up to a bottom line that is attractive in any business decision: the ability to save money and increase profits.

An extranet is a part of a company's intranet that can be accessed by users outside of the company. Clients, vendors, suppliers, and business partners are just a few examples of the types of people who would benefit from this type of private network. They can exchange large volumes of data using Electronic Data Interchange (EDI), share exclusive information, collaborate on joint business ventures, participate in training programs, and share services between the companies. An extranet is a way to telecommunicate and share business information securely without having to worry about it being intercepted over the Internet. This is achieved for an extranet in much the same way that it is done for an intranet, namely through the use of extra security and privacy measures which include firewalls, password restrictions, and data encryption.

INTRANET APPLICATIONS

Intranets may be set up to provide a company with any of a number of functions. Most of these are related to communications in one form or another and use the same basic computer software applications as are used on the Internet. Often these applications are referred to as Web applications but in the context of an intranet it is important to distinguish between the "web" like functionality and the fact that it is being applied within an intranet and not on the Internet.

E-mail

The most popular intranet application is interoffice e-mail. This capability allows the employees of a company to communicate with each other swiftly and easily. If the intranet has access to the Internet, e-mail can be accessed through the Internet connection. If the intranet is running without the Internet, special e-mail software packages can be bought and installed so that employees can take advantage of its many benefits.

Electronic Publishing

An intranet has many other different applications that can be utilized by a company. These include the electronic publishing of corporate documents, electronic or Web forms, and interactive database links that allow users to access information. Newsletters, information on benefits and 401(k) enrollment, job listings and classifieds, libraries, stock quotes, maps, historical data, catalogs, price lists, information on competitors' products, and customer service data are just a few examples of these types of applications. In addition, there are several other main applications that are very popular in the intranet format.

E-forms

Every type of company has to deal with forms of some sort. This is another area where paperwork can become a problem for a business. Intranet servers can be equipped with programs that allow for forms to be filled out electronically. They could also be downloaded and printed out by the users themselves, which would cut down on the time it would take to distribute these forms manually.

Organizational policy and procedure manuals are also handy to have on an intranet. Unlike printed hard copies, online manuals can be easily accessed by all employees at any time. They are also easier to organize online, and can be indexed by subject and attached to a search engine to provide for easier navigation through the manual. In addition, changes can be made more quickly and easily when they are in this format. Converting printed materials to Web browser readable formats is fairly simple and requires either an appropriate html translator or a way for the original word processor documents to be launched with a specific application.

Inter-company Directories

Phone directories are another useful intranet applications. Again, this type of application cuts down on paperwork and the time and money it takes to produce hard copies of these directories. Instead, employee names, titles, duties, departments, phone and fax numbers, e-mail addresses, and even photographs can be stored in an online directory. They then can be easily searched and updated at any time with minimal effort. It is suggested that a few paper copies of the employee directory and other important records be kept on hand in the event that the intranet is experiencing technical difficulties.

Organizational Charts

Online organizational charts are a useful way for employees to see the hierarchy of their company. These charts can describe who reports to whom, the specific duties of a person or department, and the structure of the organization. They can be set up in either graphic or text formats on an intranet and updated every time there is employee turnover or a change in job title or responsibilities.

Chat Rooms

While somewhat complicated, intranets can be equipped with software to allow for live chat rooms or instant messages so that employees can communicate with each other online about work-related subjects. If a company is considering this form of communication, they should first form a policy about what can be discussed in an intranet chat. Chat room moderators and software to log the chats for future reference should also be considered. Despite these options, it is still difficult to see live online chats replacing traditional company meetings anytime soon.

DESIGNING AN INTRANET

There are many tools at managers' disposal to successfully implement an intranet. These include html editors, database and forms interfaces, java applets, and java script. An intranet must use these tools to be designed well enough to fully maximize its potential. When designing an intranet, careful attention must be paid to the details that will allow employees to find the information that they are looking for in an easy manner. Just because an intranet is only seen by employees and not by clients or the general public, this is no excuse for a company to take the easy way out and cut corners with design. Well-organized intranets with a pleasing graphic design sense are usually more efficient and much appreciated by the employees who use them.

According to intranet experts Anthony Schneider and Christopher Davis, "Successful process-oriented intranets look and work as differently as the processes they enable, but they share several common characteristics. First, they are built on smart information design. Second, they focus on tasks, not documents, and aim to integrate those tasks into distinct processes. Finally, the best intranets encourage collaboration by creating shared and familiar spaces that reflect the personality of the company and create a common ground for all employees."

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