Intranet

Offices use computers, phones and other electronic devices to communicate with one
another. To keep the information safe, companies use intranets and employee portals. Internet
technologies is a double edged sword. Businesses widely use internet technologies for
communicating and collaborating within the organizational boundaries. Intranets are private
networks with restricted access within a company that uses protocols and software to transmit
proprietary information. Basically, it acts like a public web site but have restrictions that
authorized users must abide by. Intranets are used for employees to communicate with one
another securely and privately, however, it may also be the same site users go on. Some of top
best-designed intranets of 2016 include American Cancer Society, DORMA, Enbridge, Inc. and
Intermountain Healthcare (Schade, A., Pernice, K., Caya, P., 2016). Intranets work similarly like
the internet, using TCP/IP protocol and features like e-mail and typical World Wide Web
standards (Intranet, 2016).
Why use an intranet
Intranets are efficient in business by cutting down search time and streamlining
communication within the business, increasing productivity. Some intranet communication tools
businesses use are discussion groups, intranet forms, and bulletin boards (Benefits of Intranet to
Business, 2016). Intranets are commonly used in businesses, health care, institutions and
governments. Intranets do not need an internet connection, and can get on the internet, but those
on the internet cannot access the intranet (Intranet, 2016). Employees working on projects can
collaborate faster, better and more easily on intranets. Organizations use intranets because it is
private and secure. The private networks offer security and protection while the broad
bandwidths allow for speedier communication. Extanets are part of the intranet which allows
those outside of the company to exchange data using Electronic Data Interchange (EDI),
telecommunicate and share business information securely. Such example is a healthcare intranet
which requires clients to enter their password and username to access content on the site. Speed
and privacy is the main factors, however, design plays a major role as well in the success of
intranets. Intranet design is important because employee resistance may arise if it is not user
friendly or lags while downloading.

Possible issues corporate intranets have been user adaptation, resistance and training. Do
not assume that employees will use the intranet simply because it is there. Employees must see
the benefit using the technology and how it can reduce or eliminate search time (Steiner, 2015).
When implementing intranet, be aware of the different technical levels of the employees. Also,
the lack of executive sponsorship can lead employees thinking using the intranet is a secondary
system (Steiner, 2015). To encourage user adoption, give those that are vocal about the tool the
opportunity to influence others. The advocates can better influence their peers since they work
with them daily on projects and can show the benefits of using the system.
Design
Toby Ward of Prescient Digital Media explains there are five winning intranet
characteristics proven to make successful intranets (Ward, T., 2016). Engagement is one of the
keys to a successful intranet. Engaging with users with surveys, chats and other means
encourages employees to interact with users. Secondly, there should be standards and guidelines
applied to all sites. If the business is global, a core international intranet team should be
responsible for global intranet strategy and standards (Ward, T., 2016). The site should be easy
to navigate and be user friendly. The intranet should maximize its potential, which save the
company time and money. Keep the site clean, simple and not heavily embedded with java,
multimedia, flash animation and media-rich content (Ward, T., 2016). Too much content can
slow the speed at which content is loaded which would negate reduction of search time. The
intranet should focus on the departmental process which allows for easier access by employees
(Intranet, Designing an Intranet, 2016)
Cost of intranet
Costs vary on volume of business needs and capabilities. To use an intranet, there should
be hardware, software, utilities and an existing TCP/IP network and an extra server (Intranet,
Cost of, 2016). Running an intranet depends on hardware and software upgrades, labor for
maintenance, publishing and archiving costs. While it may seem costly, intranets save
organizations money by cutting down communication time. The less communication time
increases performance and productivity. Overall, intranets save companies time and money when
used to its full potential. It can help cut down costs, reduce paperwork, increase productivity,
increase the return on investment and keep all documents secure.

Reference
Reference for Business. (n.d.). INTRANET. Retrieved April 12, 2016, from
http://www.referenceforbusiness.com/small/Inc-Mail/Intranet.html
Schade, A., Pernice, K., & Caya, P. (2016, January 10). 10 Best Intranets of 2016. Retrieved
April 11, 2016, from https://www.nngroup.com/articles/intranet-design/
Steiner, J. (2015, March 23). 4 Reasons Employees Don't Use Your Corporate Intranet.
Retrieved April 12, 2016, from http://www.portalsolutions.net/blog/4-reasonsemployees-dont-use-your-corporate-intranet
Vernekar, A. (2016, April 6). Benefits of Intranet to Business. Retrieved April 12, 2016, from
http://www.buzzle.com/articles/benefits-of-intranet-to-business.html
Ward, T. (n.d.). Best Practices: Five Winning Intranet Characteristics. Retrieved April 12, 2016,
from http://www.prescientdigital.com/articles/best-practices/best-practices-five-winningintranet-characteristics