What is an Intranet?

Quick Definition: An intranet is a private internal network within an organization that uses internet technologies to connect people and devices for a wide range of purposes. It powers the secure sharing of information, resources, and communication among a company, department, or group of authorized users. 

Intranet vs Internet: those two letters make a world of difference. The prefix intra- means "within," while the prefix inter- means "between." So, an intranet is a network happening within a single place, while the internet is a network happening between many things. 

An intranet is similar to the internet in many ways, but since an intranet is privately managed and controlled, it's possible to modify the network for unique needs. And it's not just the network that can be tweaked – special collaboration tools and intranet software can turn a simple network into a total collaboration platform.

Companies and organizations with intranets don't just make files available to people working remotely. They can transform their network into a complete digital world, where applications and devices are more responsive, communication is clearer, and collaboration is automated. The modern digital workplace and intranets are deeply connected concepts.

Principles of Effective Intranet Design

Intranets are not a static network that exists in one space. Modern intranets have evolved into dynamic, cloud-based platforms that transcend physical boundaries. In fact, organizations rely increasingly on third-party solutions that are competing to be the most powerful, versatile, and effective productivity solutions.

Whether you are building your own intranet or using a software solution, a good intranet follows several fundamental design principles. The very first intranet design principle is that an intranet needs to be used. As simple as it sounds, this means anything that gets in the way of someone understanding or using the intranet is a problem.

User-centric design is another foundational principle of effective intranets. User-centric design isn't just about whether or not the user interface is pretty (though that is a factor) – it extends to its operation, maintenance, and structure. Simplicity and intuitive navigation aren't just nice things to have, they're essential to an intranet actually being used. That design aesthetic carries into clear information structures, where content gets logically organized.

Building a network design means every additional tool, dashboard, and widget should contribute to efficiency and usability, not detract from the user experience. In other words, less sometimes really is more. Overall, a well-designed intranet prioritizes user needs, seamless navigation, and secure functionality.

Choosing the Right Intranet Software

Selecting an intranet software solution is challenging. Choosing the wrong one can be more than just inconvenient—it can be ruinously expensive. Common factors to consider when choosing what intranet software solution include: 

• User-friendly interfaces: The very best intranet is useless if it doesn't get used regularly. And nothing will turn off potential users faster than dense, confusing, and unintuitive interfaces.

• Scalability: Not many companies need an intranet that's capable of handling the number of users at places like Amazon or UPS, but planning for scalability is still essential. The solution you choose has to accommodate growing user numbers, more data, and expandable functionality.

• Customization options: From the type of data they depend on to the way they're used to talking to one another, different companies need different things. Good intranet software solutions accommodate the unique needs of each company. 

• Robust collaboration features: Document sharing, project management tools, and real-time communication are non-negotiable for most intranet solutions. But what about integration with existing systems and mobile accessibility? Make sure you have a list of necessary collaboration features you'll need from your intranet software.

• Security measures: Intranets are as prone to malicious activity and attack as networks that live solely on the internet. Proven track records of safety and security are a vital part of investing in a digital workplace.

These principles should already be familiar to entry-level or associate-level network administrators. Learning to incorporate them into an intranet is an important part of the job. The CBT Nuggets online CCNA course covers the implementation of these important networking concepts.

Intranets Enhance Internal Communication and Engagement

As technology, production, and development evolve at light speed, it sometimes feels like communication and management fail to keep up. Memos, meetings, and even emails can feel slow. But on the other hand, more and faster communication isn't always the solution. An intranet should positively contribute to an organization's communication, not make it even more confusing and annoying.

Intranet as a Communication Tool

Intranets are hubs of information, platforms for communication tools, repositories for knowledge, and a structure for collaboration solutions and architecture. Used well and incorporated into normal operations, an intranet is much more than a collection of collaboration tools, it's a way of life for the entire organization.

One advantage of intranets is the accessibility of real-time updates. If every employee is continuously connected to the intranet, it's possible to reach them instantaneously with news and announcements. Collaborative tools enable instant messaging and document sharing, but can also serve as a broadcast point for company-wide awareness of time-sensitive information.

Personalized dashboards in a company intranet can keep employees informed about content relevant to their current role. They can also improve the archiving and retrieval of relevant information (like training or policies) because the content is organized and easily navigable. 

Boosting Employee Engagement Through Intranets

Feeling powerless or unheard of are major factors of employee burnout and low morale. When employees are separated from not only one another but also the decision-makers of their organization, they can feel less like team members and more like cogs. Intranets can help prevent that sort of burnout by magnifying employees' voices and highlighting their roles.

Surveys, forums, discussion boards, and process feedback are all made possible by the right intranet software. An employee who runs into a problem, or finds an inefficiency in a process can flag it, raise awareness of it and help get it resolved rapidly.

With the right collaboration tools, employees can also interact directly with the people who produce and consume their deliverables. Intranets close the distance between departments, empowering employees to make better decisions and understand their place in the company better.

Intranet Security and Knowledge Management

Good organization and good security often go hand in hand. After all, you wouldn't trust a bank that couldn't find your account to keep your money safe. Intranet design is similar: good security measures protect while good knowledge management principles improve the discoverability and usability of company knowledge.

Ensuring Robust Intranet Security

Intranet security isn't radically different from any other type of network security. Often, one of the biggest differences between intranet security and more traditional network security comes down to the level of granularity and sophistication in security controls. 

Most intranet software boasts fine-tuned approaches to defining and managing access control. Safeguarding internal communications and resources on an intranet involves intricate user authentication mechanisms, role-based access, and nuanced permissions for different sections of the internal network. Knowing how to configure and apply custom permissions and security settings is the mark of a capable associate-level network administrator.

Detailed controls don't just improve how safe the network is; they also contribute to collaboration efficiency. When employees have precisely the access they need to fulfill their responsibilities without compromising sensitive information, they can collaborate and communicate freely with peers and colleagues.

Intranets in Knowledge Management

That level of fine-tuned access control and roles lends itself to greater sophistication and organization of company knowledge. Intranet software doesn't just provide internal communication and collaboration tools, it also acts as a centralized repository for knowledge and resources.

Depending on the intranet design, you can dedicate an entire section of the intranet to where employees can access crucial information, policies, and best practices. When employees don't have to sift through confusing folder structures and instead find what they're looking for rapidly, they can spend more time on strategic tasks.

The collaboration tools that come integrated into intranets also prevent information siloing, fostering collaboration and information exchange. Decision-making accelerates as oversights decline, and teams benefit from real-time insights and collective intelligence.

Final Thoughts on Intranets and the Future of Digital Work 

The potential future for digital workplaces and intranets is thrilling. Imagine an immersive, AI-powered VR hub of knowledge and productivity. Remember that what is available right now would be as exciting and transformative to people of just a few decades ago as a hologram AI assistant would be to us today.

So until we're all Minority Report'ing around, we'll have to make do with the frankly incredible and powerful digital workplaces from current intranets and intranet software.

Knowing how to use, navigate, and administer an intranet is a foundational skill for a network administrator. CBT Nuggets CCNA course can teach you the underpinnings of intranets and how to manage them.