How Intranets Function

It's surprising how just a few letters can change things! Intranet is more than a typo of Internet. The prefix "intra-" is derived from Latin, meaning "within." This makes sense, as an intranet operates similarly to the Internet, but is restricted to a specific entity such as a business, school, or government organization.

For instance, Mytour.com is a website hosted on a server linked to the Internet. Anyone around the globe with Internet access can visit Mytour.com and read articles like this one.

Imagine the employees of Mytour using a different website, HSWIntranet.com, to post community events, read updates from founder Marshall Brain, and access the company phone directory. HSWIntranet is hosted on a server at Mytour's headquarters in Atlanta, connected solely to the company's local area network (LAN). Only employees with a special network password can log into the company intranet. HSWIntranet.com is not an Internet site; it is an intranet site.

The Internet and an intranet both operate using a communication protocol called TCP/IP (transmission control protocol/Internet protocol), which links hosts and users through a network. Both use Web pages to display content on users' computers, relying on Web programming languages such as HTML, Java, Flash, and XML to create pages with text, images, audio, and video.

Certain companies and organizations allow their business partners and clients to access their intranet sites remotely from locations outside the company's LAN. These extensions of the intranet are referred to as extranets.

In this Mytour article, we'll explore the key benefits of using an intranet, especially for small and large businesses. We'll also discuss how to plan and develop an intranet and provide the technical specifications for setting it up.

Let's begin by reviewing the benefits of implementing an intranet.

Intranet Advantages

The primary benefit of using an intranet for both small and large businesses is its low cost to implement and maintain, leading to a significant increase in return on investment (ROI) [source: Net Access]. Most modern office computers are already capable of connecting to the Internet and browsing the Web, so there's no need to purchase new hardware or overhaul the company’s network. The only new purchase required is a Web server (both hardware and software) to host the intranet. The most commonly used Web server software, Apache, is free.

Another key advantage of intranets is enhanced information sharing and collaboration within an organization [source: Digital Web Magazine]. Take a software company’s sales department, for instance. Rather than each salesperson managing their own sales lead lists and saving them individually, all leads can be posted and tracked on a centralized Web site on the corporate intranet [source: Intranet Roadmap]. Salespeople can share product pitch scripts, training videos, and industry reports. Instead of sending out numerous group emails, all the information is housed in one accessible location, saving time and money in the process.

Intranets become even more effective when they’re integrated with corporate databases. Suddenly, all the information on the corporate network becomes searchable and accessible via a simple Web interface. This can lead to additional savings for a company. Rather than purchasing and licensing software for each desktop, the company can transition to Web-based applications accessed through a Web browser [source: Devware]. Peoplesoft is an example of a Web-based application that can be hosted on a corporate intranet, allowing human resources to manage employee records and customer service representatives to track help requests, all via an intranet Web site.

Another financial advantage of intranets is their scalability and adaptability [source: Intranet Roadmap]. A small company can easily convert a basic desktop PC into a Web server, create a few basic HTML pages, and have it up and running at minimal cost. As the company expands, it can invest in a more powerful Web server, hire a Web developer to design more interactive intranet pages, and make a growing array of information and software available online.

In addition to their financial benefits, intranets can play a significant role in shaping and enhancing a company’s culture [source: Intranet Roadmap]. Executives can maintain blogs on the company intranet to inform employees about new and exciting developments. Employee relations teams can post newsletters, maintain event calendars, and organize volunteer initiatives through the intranet. Employees themselves can create blogs and build Wikis to document every aspect of corporate life.

For companies that also have high-traffic, dynamic Internet websites, their intranet can serve as a testing ground for new ideas and emerging Web 2.0 features [source: Information Week]. For instance, a company might consider launching its own online social network or an Internet TV channel. All technical challenges and usability issues can be ironed out on the internal intranet before rolling out the new features publicly.

Now that we've explored some of the benefits of using an intranet, let's discuss how an organization can plan and develop its own intranet.

Building an Intranet

When planning an intranet, the key factor is assigning someone to take charge [source: Intranet Roadmap]. This role could be filled by one person or, in larger organizations, by a group of employees. This lead individual or team will be responsible for determining the content to be shared on the intranet and the technologies to be implemented in its development.

After the intranet team is formed, they must address several crucial questions that will influence the intranet’s scale, cost, and features. Here are some key factors to consider when designing an intranet:

[sources: Intranet Roadmap and HomeWorlds].

To launch the intranet successfully, the team will also need to address several technical aspects. Below are some basic technical questions that must be considered during the planning stage:

[sources: Intranet Roadmap and Intranet Concepts].

Once the key questions are addressed, the intranet team must create a proposed budget to present to the key executives. In larger companies, this would typically involve the chief technical officer (CTO) and/or the chief information officer (CIO). The budget should factor in cost estimates for the following items:

[source: Intranet Roadmap].

Once the budget has been approved, the next step is to begin setting up the intranet. In the following section, we will review the technical essentials for establishing a secure and functional intranet.

Setting up an Intranet

To establish a secure and dependable intranet, the following components are necessary:

[source: University of South Carolina School of Library and Information Sciences].

A Web server consists of two main components: hardware and software. The specific hardware you choose for an intranet Web server depends on factors like the intranet’s scale, the type of content to be shared, and the number of users accessing it at any given moment.

For instance, if your intranet consists of simple text-based pages with only a few users accessing them, a basic server will suffice. However, if you plan to stream video to thousands of employees simultaneously, a powerful server or even a network of servers with high bandwidth is necessary.

The server software is responsible for processing all requests for files hosted on the server, locating the files, and delivering them to the requesting computer. Apache is the most widely used web server software and it is available for free. The second most popular server software is Microsoft Internet Information Server.

When it comes to setting up and configuring the Web server within a network, a company must evaluate how essential the intranet is to its daily operations. The more integral the intranet is to core business functions, the greater the need for redundancy within the system [source: Intranet Journal].

For organizations where the intranet is less critical, it's acceptable to place everything—Web server, databases, applications, and content—on a single server [source: Intranet Journal]. However, for companies that rely on their intranet for essential Web-based business applications, it's wise to implement a backup server or even a cluster of networked servers to share the load. It’s also advisable to keep databases on separate machines to ensure continued access if one server fails [source: Intranet Journal].

To access the intranet, employees must connect their computers to the organization's local area network (LAN). Additionally, they should have web browsers like Internet Explorer, Firefox, or Safari installed on their devices.

Firewalls, both hardware and software, serve as the gatekeepers, acting as barriers between the external internet and the internal corporate intranet. They inspect every incoming and outgoing data packet to detect any unauthorized or suspicious activity [source: Vicomsoft]. A firewall is crucial for maintaining intranet security, especially if the intranet extends to an extranet or allows remote access from outside the corporate LAN [source: Intranet Journal].

To create, publish, and manage intranet content, most businesses utilize a content management system (CMS), a web-based tool that simplifies the process of creating consistent web content without requiring knowledge of HTML or other programming languages [source: KM Column]. The CMS can either be hosted on the web server or on a dedicated application server.

Companies can also install other software on the intranet web or application server as needed. This could include web-based conferencing tools, project management applications, or even comprehensive CRM systems like SAP or PeopleSoft.

If you prefer not to handle server setup or software installation, you can opt for a hosted intranet service. With this option, your intranet is managed and hosted by a third-party provider for a monthly fee, and you can access it by logging into the provider's platform.

Now, let's delve into what the future of intranets looks like.

The Future of Intranets

The evolution of intranet trends closely follows that of the Internet. Currently, the term 'Web 2.0' dominates discussions, emphasizing social media and user-generated content, in contrast to the static, one-way structure of Web 1.0.

A large number of the most visited websites are powered by Web 2.0 concepts. This explains the surge in popularity of blogs, the rise of Wikipedia, and the overwhelming success of social networking platforms like MySpace, Facebook, and LinkedIn.

Corporate intranets are being revamped as the Net Generation enters the workforce. These individuals grew up in a world where communication technology was already a staple, and many don't remember a time before MySpace or being without their mobile phones.

Employees from the Net Generation expect their employers to adopt similar communication styles. Email is just the beginning for them. They want to create their own company blogs, subscribe to RSS feeds from their colleagues and managers, help build a corporate Wiki, and connect with others on a company-wide social network.

Recently, companies have come to realize the importance of 'intranet 2.0' to attract and retain young talent. A survey of chief information officers found that just 18 percent of U.S. companies host blogs on their intranet, and only 13 percent have corporate Wikis. However, 40 percent are actively developing or testing these initiatives [source: Prescient Digital].

Corporate intranets will become even more essential as businesses increasingly turn to web-based applications to manage core operations like SAP and PeopleSoft. Companies are discovering that on-demand web services are more cost-effective and user-friendly compared to hosting software in-house. These applications can all be integrated into the corporate intranet, granting secure access with a single network password.