What is intranet?

An intranet serves as a company's internal network, akin to a private version of the internet. It houses crucial information, applications, and tools essential for employees to communicate, collaborate, and fulfill their daily tasks.

Key features of intranets include document creation, storage, and sharing capabilities, along with providing access to productivity tools necessary for efficient work.

Moreover, intranets often host company websites, content management systems, and enterprise social networks, fostering connectivity among employees and keeping them informed about company updates and relevant matters.

Modern intranets are typically cloud-based, allowing employees to access their workspace from any location. Particularly in the era of remote work, intranets play a vital role in dismantling information barriers and fostering team connectivity. 

Why do companies use intranets?

Intranets empower remote work by facilitating seamless connections between employees and essential resources, fostering productivity and collaboration.

Within a company's intranet ecosystem, teams can engage in real-time project collaboration, cultivating a cohesive community atmosphere while ensuring timely task completion.

The absence of an intranet often leads to hurdles in accessing vital information or solutions, potentially hindering progress. Intranets mitigate these challenges, streamlining processes and enhancing efficiency across all stakeholders.

Central to the intranet's functionality is its seamless information sharing and storage capacity, ensuring the availability of up-to-date document versions. With robust document management features, intranets simplify workflows through keyword-based search functionalities, eliminating the risks associated with paper-based documentation. 

Additionally, outdated or redundant documents can be efficiently archived, maintaining organizational clarity and focus.

Benefits of a company intranet examples

It makes hunting down information a breeze!

No matter where you punch in, your company's got a treasure trove of info stashed away. But here's the kicker: it's often scattered across different platforms like emails, Word docs, Google Drive – you name it. Talk about a scavenger hunt! But fear not, with your intranet stepping up as the ultimate information hub, your employees can kiss those search headaches goodbye. And trust me, having a robust search function on your intranet is key. It's like having a super-smart librarian at your beck and call, helping teams pinpoint exactly what they're after in a flash.

Sure, teams like HR and Legal have been savvy enough to host their onboarding guides, benefits deets, and policy manuals on the intranet. But why stop there? Any team worth its salt should be tapping into this goldmine to keep their know-how within arm's reach.

Now, let's talk shop. Your intranet isn't just a dumping ground for documents; it's a treasure trove of knowledge in all shapes and sizes – from insightful blog posts to nifty company polls. And here's the kicker: having all this intel in one spot creates a real sense of tribal knowledge among your crew. 

It's like having a secret weapon up your sleeve – shaving off precious time when onboarding newbies, holding onto wisdom even after folks have moved on, and giving your current squad the confidence to tackle tasks like champs. Knowing that the info they need is right there, ready and waiting, makes for smoother sailing, not just internally but in how you serve your customers too. It's a win-win!

Keeps your team up to date with some top-notch content!

You know that saying, "people eat with their eyes"? Well, the same goes for the content on your intranet. If it looks slick and inviting, folks are way more likely to dive right in.

A killer intranet doesn't just make it a breeze to whip up engaging content – whether it's a juicy blog post, detailed meeting notes, a killer marketing campaign plan, or even product specs – it makes it downright enjoyable. Imagine jazzing up all that info in a bland email with nothing but bullet points. Yawn, right? But with handy templates and a feature-packed editor, your team can craft pages they're downright proud to share – no sweat!

And here's the kicker: with a platform that's all about building different types of pages, your team can use the intranet for way more than just shooting the breeze. It becomes a hub for getting stuff done, keeping all your vital info neatly organized in one sweet spot. Now that's what I call working smarter, not harder! 

It will help create a culture of openness and trust.

You want your team firing on all cylinders. That starts with giving them a space where they feel comfortable speaking their minds. Fun fact: 87 percent of folks are all about working for a company that's as transparent as possible. And guess what? An intranet can be your secret sauce to making that happen.

Take it from us at Agility Online – transparency isn't just a buzzword; it's our bread and butter. Our company culture thrives on being open and honest, and our intranet, Confluence, drives that vibe. It's where the magic happens – anyone can pitch in, give props, or drop a comment on anything and everything. 

That means everyone – from the bigwigs to the newbies – is in on the action, no matter where they're clocking in from. With teams scattered all over the globe, from Sydney to Austin, sharing bits of our lives makes our massive crew feel like one big happy family.

When your team feels empowered to be their authentic selves at work, the bonds they form with their colleagues become unbreakable. It's about more than work- it's about understanding each other on a deeper level, building trust, and giving every individual the opportunity to excel. This is the essence of true teamwork, and an intranet can be the catalyst that brings it to life. 

Gets everyone on the same page.

A company's intranet with a snazzy, up-to-date organization chart is like having a GPS for your organization's structure. It lays it all out in black and white, helping everyone see where they fit in the big picture.

But wait, there's more! Individual bios or profiles? They're like adding colorful annotations to your company map. They give your team the lowdown on who's who and what they do, making it crystal clear who's responsible for what. It's like having a cheat sheet for understanding the ins and outs of your business. With this level of clarity, there's no confusion – just smooth sailing ahead! 

Helps declutter your emails and freeing up your calendar

If your inbox is bursting at the seams and your calendar looks like a game of Tetris, consider joining the intranet.

Picture this: an intranet with a slick, integrated chat feature that breezes discussions. Say goodbye to the endless chain of reply-all emails and hello to streamlined, productive conversations that keep your inbox tidy.

And here's the kicker: improved communication means everyone stays in the loop and can chime in. That means fewer marathon meetings that consume precious time from everyone's schedules. It's a win-win – less email clutter, fewer meetings, and more time to get stuff done. Sounds like music to your ears.

It will help level up your internal communication game

Think of a modern intranet as the ultimate communication hub for your organization. It's where teams gather for open discussions, individuals share their wisdom, leaders keep their fingers on the pulse, and departments dish out updates like clockwork.

But here's the real kicker: it's not just a one-way street. Nope, communication flows in all directions here. Anyone in the company can chime in with their two cents, share insights, or drop some knowledge bombs. And the best part? 

Everyone's invited to the party! They can comment, provide feedback, or just give a virtual high-five.

So what's the bottom line? With all your communication channels converging in one sweet spot, your intranet becomes the beating heart of your organization. It's where ideas flourish, bonds strengthen, and everyone gets a chance to make their voice heard. Now that's what I call teamwork!

Here are a few features that can help:

• Instant Messaging (IM): A real-time chat feature within the intranet allows for quick communication between colleagues, teams, and departments.
• Discussion Forums: Forums enable structured discussions on various topics, projects, or departments, fostering collaboration and knowledge sharing.
• Team Collaboration Spaces: Dedicated spaces for teams to share documents, collaborate on projects, and discuss ideas in a centralized location.
• File Sharing and Document Management: Secure file storage and sharing capabilities within the intranet ensure that documents can be easily accessed, edited, and shared among team members.
• Task Management: Integrated task management tools help teams organize, assign, and track tasks, ensuring everyone stays on the same page regarding project progress.
• Announcements and Notifications: Intranets can feature announcement boards or notification systems to keep employees informed about important updates, news, or events within the organization.
• Employee Directory: A comprehensive employee directory allows for easy lookup of contact information, expertise, and departmental roles, facilitating communication and collaboration.
• Integrated Calendar: A shared calendar enables teams to schedule meetings, events, and deadlines, helping to coordinate activities efficiently.
• Document Collaboration: Real-time editing and commenting features within documents enable collaborative work on files directly within the intranet.
• Polls and Surveys: Built-in polling and survey tools allow organizations to gather feedback, make decisions, and gauge employee sentiment on various topics.

Keep Data Sharing Easy And Secure

 Picture this: one central hub where all your data hangs out, waiting to be accessed. That's the magic of an intranet – it's like having your content management superhero. It swoops in and gathers all your organizational content and documents under one digital roof.

And here's where it gets even better: your employees can waltz in and find whatever they need in a flash. No more digging through endless folders or bouncing between different platforms. 

It's all right: easy to find, quick to access, and locked down tight for security. Say goodbye to shadow IT and hello to streamlined data management!

The Disadvantages of Using an Intranet

 Those are valid points. Let's explore these disadvantages further:

• Security Breaches: Centralizing sensitive company data on an intranet poses a risk, especially if proper security measures are not in place. While intranet providers strive to implement robust security features like encryption, firewalls, and user authentication, security breaches are always possible. Companies must invest in regular security audits, updates, and employee training to mitigate these risks.
• Information Overload: With their vast information repositories, Intranets can overwhelm users if not properly organized and navigable. Employees may struggle to find relevant information efficiently without intuitive navigation and a powerful search function. This can lead to frustration and reduced productivity. Designing the intranet with user experience in mind and implementing effective information architecture can help mitigate information overload.
• Adoption and Training: Introducing a new intranet platform requires thorough employee training to ensure effective adoption. Resistance to change or lack of understanding of the intranet's features and functionalities can hinder its successful implementation. Companies must invest time and resources into comprehensive training programs to familiarize employees with the intranet's capabilities and encourage usage.
• Maintenance and Upkeep: Maintaining and updating an intranet platform requires ongoing effort and resources. Keeping the intranet running smoothly, from software updates and bug fixes to content management and user support, can be a significant operational task. Companies need dedicated personnel or teams responsible for intranet maintenance to ensure its continued functionality and relevance.

How To Deploy A Modern Intranet With AgilityPortal

Building an intranet with AgilityPortal can be fast and stress-free.

At Agility Onliune, we created a turnkey intranet solution called which can be up and running in a matter of mintues. It's very easy to use, easy to maintain and has all the most-requested intranet features.

Working with us gives you access to a team of experienced intranet specialists and useful resources to ensure your intranet success.

If you want to learn more about AgilityPortal or how we can support you in deploying a intranet, please schedule a free demo with us.