Intranet Software

Intranet software provides an online private communications network that is accessible only by a select group of people, such as an entire business or specific teams. This network provides users with a centralized environment with which they can communicate, collaborate, and share documents and media files.  Read the full software guide...

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What is Intranet Software?

Intranet software is a tool that gives companies the ability to create a private, secure and localized network that can only be used by internal employees, stakeholders and authorized personnel.

An intranet platform serves as the single centralized location for users to access both internal and external resources. It can empower employees with its robust and purpose-built communication tools, giving users the ability to communicate with each other, collaborate on important tasks and projects, as well as share relevant documents and other vital information. Modern intranet solutions help organizations build and set up an internal communication portal that can also be utilized for sharing and accessing corporate files, business-related updates and other information.

A standard intranet solution offers a wide variety of features and applications, including content management, employee database management, policy management, calendar management, private network management, knowledge base management, online forums and activity/news feeds. The content management feature allows users to create, manage and publish relevant content that can be shared or distributed to internal personnel and stakeholders. The employee database feature gives businesses the ability to record and manage the contact details and job information of all employees.

The policy management feature within an intranet platform helps with framing specific guidelines for drafting corporate policies that are tailored for various business scenarios. The calendar management feature can enhance the user experience by allowing them to manage and share multiple calendars, so everyone can stay up-to-date with future events and meetings. The private network function helps secure corporate communications and other relevant corporate data from unauthorized access by utilizing private networks such as a local area network (LAN) or a wide area network (WAN).

Another basic feature of intranet software is knowledge base management. This feature allows users to store vital information as well as support data and articles in a centralized knowledge base. This is useful for finding information that is crucial to a specific issue, task or project.

Intranet solutions are widely used by a number of large organizations that require a variety of custom functionalities within a branded intranet portal. While an intranet platform can be utilized by just about any company, this category of software is very common in certain types of institutions, such as colleges and universities, healthcare facilities and nonprofit organizations.

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Types of Intranet Software

An intranet is defined as a restricted and private communications network that is hosted via the World Wide Web. Each intranet network is usually open or accessible to a specific group of individuals, such as the members of a team, department personnel or company employees. Intranet software is often implemented to provide employees with a centralized platform for team collaboration, allowing them to communicate efficiently, share media, train, offer and receive feedback in real-time, as well as to collaborate on various tasks and processes.

An intranet solution enables organizations to cherry-pick or bundle specific features and capabilities from other types of software solutions, such as business content management platforms and internal communication solutions. Many intranet software systems are also designed to seamlessly integrate with commonly used business process solutions, which are accessible to users from within the intranet portal. This type of software is often categorized based on the deployment method, i.e. on-premise deployment or cloud-based intranet.

On-premise intranet software

When you opt for on-premise intranet software, you buy the software and bear all the costs associated with acquiring the hardware, performing the installation process, the testing, the deployment and implementation, the maintenance process, as well as any upgrades required in the future. In order to fully utilize the intranet platform, you are required to pay a one-time licensing fee to get full access to the software’s features and capabilities.

On-premise intranet software is usually the preferred choice of businesses and organizations that want to create an intranet with increased security capabilities and additional compliance checks. This type of intranet solution allows for easy modifications and customizations to fit the requirements of any company. Unfortunately, on-premise solutions are often costly and are not ideal for smaller businesses and startups with limited resources.

Cloud-based intranet software

Cloud-based deployment refers to software solutions that are deployed online, via the cloud. This means the intranet software is hosted and maintained by the vendor. Any future updates and maintenance processes are all shouldered by the vendor. With this type of intranet solution, you have the ability to configure the system and launch the software directly from a web-based intranet portal. Opting for a cloud-based intranet platform provides your organization with the key advantages of security, innovation and enhanced employee experience without the added costs.

Cloud-based solutions often follow a subscription-based pricing structure and a cloud-based intranet solution is no exception. Vendors of this type of software will have a number of subscription packages available, ranging from basic all the way to enterprise-grade plans with all the bells and whistles. All you have to do is choose a pricing plan that suits your requirements as well as your budget and sign up for that particular plan. The deployment period is often quicker and more convenient when compared to the on-premise option. Some vendors offer a free trial, which is a great way to determine whether or not the intranet platform is a perfect fit for your organization.

How to Choose Intranet Software

Intranet software is a type of solution that plays a significant role in helping businesses and organizations create an intranet or a private and secure network for their internal communication and team collaboration requirements. Usually, a best-in-class intranet solution only allows users to access the intranet portal from their authorized devices, including their smartphones, tablets and other mobile/remote devices. There are, however, a few key factors that you have to consider when choosing the right intranet platform for your organization.

Mobile support and accessibility

Mobile access is pretty important when choosing an intranet solution. You are, after all, aiming to create a private and secure network, i.e. a digital workplace for corporate communications and team collaboration that will be used by your entire workforce and stakeholders. Mobile support and accessibility mean users don’t have to be tethered to their computer terminals just to access the intranet portal. They can access the information they need, communicate and collaborate with team members, regardless of their location.

Intuitive and user-friendly

Ease-of-use is another huge factor you need to consider when purchasing intranet software, or any software product for that matter. This is because ease-of-use has a significant impact on the software’s usability and adoptability, meaning your employees and other intended users will adopt the product quicker and use it more often. Now, ease-of-use can be affected either way by the software’s user interface. So it’s also important to find an intranet solution with an intuitive user-interface to help ensure a good user experience.

Opting for an intuitive intranet platform that doesn’t require extensive employee/user training can only be a good thing. You may also want to choose an intranet software solution that provides design elements that can easily be customized to match your organization’s requirements, especially when it comes to branding and company culture.

Integration support with third-party applications

The intranet software you will want to purchase should be one that supports seamless integration with third-party solutions. It should be able to integrate well with your other existing business solutions, such as your core HR software, contact management solutions, employee engagement tools, content management systems, communication tools, etc. Through seamless integration, your employees and stakeholders can easily access different business applications using a robust, interactive intranet network.

Benefits of Intranet Software

An intranet is generally defined as “a localized or restricted communications network, especially a private secure network created using World Wide Web software.” In practice, an intranet is a private network system that is implemented by an organization to maintain the privacy and security of all its resources, while still allowing its employees and stakeholders to access those resources via an intranet portal using an authorized device, i.e. their computers and mobile devices like smartphones and tablets.

There are a number of benefits that any organization can expect from implementing the right intranet software. A couple of the more notable ones are as follows:

Improved collaboration regardless of location or time zone

Intranet software essentially provides all the capabilities and functions of the internet, only it’s more private and secure. It can empower employees across locations and time zones by providing them with a centralized internal communication platform to share files, interact and collaborate. Even personnel working at different sites or employees stationed overseas will have access to the same company resources when finding the information they require.

Improved productivity and information-sharing capabilities

Making sure the information made available to an entire organization is consistent and accurate can be a bit of a challenge, especially for large companies that operate and have a large number of employees in various locations. However, with features like knowledge base management, calendar management, content management, employee database and policy management, modern intranet solutions can serve as a highly efficient centralized platform tailor-made for easy information-sharing and a secure corporate communications network.

Common Features of Intranet

2-Factor Authentication Adds an additional layer of security by requiring an extra step in the login process. Usually external devices are required for this or a text message with a verification code is sent to the user when trying to login.
API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Batch Permissions & Access Control user or group access and permission settings for software or other systems.
Calendar Management Manage and update calendars for scheduling or consolidation of events across teams, departments or business functions.
Call Recording Record telephone calls and other audio sources.
Chat Live text chat with customers, website visitors, mobile contacts and others.
Contact Management Manage large amounts of personal or business contacts in a centralized system.
Contact Sharing Share contacts across teams or platforms to give access to others or to migrate address books across different systems.
Customer Management Manage customer databases and/or track outstanding shipments, payments and more.
Document Comparison Compare and contrast different versions of documents and browse revision histories to consolidate collaborative changes.
Email Integration Integration with email clients or providers to create and send emails as well as view received emails within an application.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
File Sharing Share files with colleagues, customers or other stakeholders for easier access across platforms, collaboration and/or version control.
File Transfer Transfer large files to colleagues, customers or other stakeholders. This is often used for files too large to transfer via email and other conventional transmission methods.
Google Apps Integration Integration with the G Suite, including Gmail, Google Docs, Google Sheets, Google Calendar, etc.
History/Version Control Track revision history, file versions and other changing data, commonly used in collaborative applications.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Project Management Manage projects from conception through the planning stage to delivery and post-project reporting phases. This allows organisation teams to organise resources, plan budgets and improve efficiency in the delivery of project objectives.
Scheduling Schedule tasks, resources, appointments, payments, communications, etc.
Supplier Management Manage suppliers and purchases required in the day-to-day operation of a business.
Video Support for video elements and other moving picture graphics.

Latest User Reviews of Intranet Products

Fintan Murphy
19 Oct 2018
"A Digital Workspace for any G Suite customer."

My favourite aspect of Happeo is the social features. For me this is the unique selling point of Happeo as a solution. Other produ...

Jeffery Warner
18 May 2020
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The app is simple to use and provides a high level of encryption. The interface is familiar to those who have used older IM apps in ...

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Its interface is quite simple and intuitive which makes it an excellent option so that anyone can learn to use this application with...

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