While businesses often invest significant time and resources into developing their customer-facing websites—and rightly so—their internal website, or 'intranet,' deserves just as much focus, albeit for different reasons.
Effective online communication is critical to business success in today's digital landscape. A customer-facing website allows companies to connect with global audiences, showcase products and services, share updates, generate leads, and provide customer support. It's an essential tool for driving engagement and building relationships with customers.
Similarly, an internal website serves as a critical communication platform, but its focus is on the workforce.
Known as an intranet, this digital hub helps businesses streamline internal communication and enhance collaboration.
More importantly, it keeps employees well-informed and engaged, thereby increasing job satisfaction and productivity. While the audience is different, the intranet is just as valuable in creating a more connected and efficient organization.
What is an Internal Website or Internal Site?
What is an Internal Website or Internal Site?
An internal website—also known as an intranet—serves as a private, secure network exclusively accessible to employees within an organization. Unlike the Internet, which provides access to information globally, an internal site is designed to centralize all essential resources, documents, and applications in one place for employees, promoting efficiency and collaboration.
Adopting platforms like AgilityPortal for your internal site can significantly improve team communication and productivity. Studies have shown that businesses that implement effective intranets can boost employee engagement by 18% and cut search time for information by up to 35%. This can profoundly impact remote and hybrid teams, who need immediate access to internal documents, team calendars, and collaborative tools without the hassle of searching across multiple systems.
An internal site plays a crucial role in simplifying employees' workflows. Reasons why you must have a social intranet for your business
By providing a seamless way to access key applications, links, and databases, it ensures that everything they need is available in one centralized hub. This level of efficiency not only strengthens team collaboration but also creates a more agile and responsive organization, enabling quicker decision-making and better alignment with company goals.
An internal website, often called an intranet, is a private digital platform designed for use within an organization to facilitate communication, collaboration, and information sharing among employees.
While the terms "internal site" and "intranet" are often used interchangeably, they both refer to the same concept of a centralized online space that enhances the efficiency and connectivity of a workforce.
History of Internal Websites
History of Internal Websites
The concept of intranets dates back to the early 1990s when companies began using internal networks to share files and facilitate communication. Intranets were originally used in large enterprises to reduce paperwork and improve access to documents, forms, and company policies.
As the World Wide Web gained prominence in the mid-1990s, businesses were quick to adapt, creating browser-based internal websites. These early intranets, while initially used for document storage and company news sharing, evolved with technology. They became more interactive and user-friendly, catering to the needs of a diverse workforce.
The evolution of cloud computing in the 2000s further expanded the capabilities of intranets, making it possible to integrate with enterprise applications, customer relationship management (CRM) systems, and other business tools. Platforms like SharePoint and AgilityPortal introduced robust collaboration features, turning internal websites into comprehensive communication hubs.
Fundamental TermsUnderstanding
the difference between an internal web site and the internet is crucial. The internet is a global network accessible to anyone connected, while an intranet is a private network. It requires secure login credentials, ensuring only authorized personnel can access it. - Content Management System (CMS) - Internal websites are often built using a CMS software tool that allows businesses to manage and update their website content easily. A CMS simplifies the process of publishing company news, updating documents, and managing employee access to information.
- Extranet - Sometimes, businesses need to extend limited access to external partners, clients, or vendors. An extranet is a controlled private network that allows outside parties to access certain parts of the internal website, enabling collaboration while maintaining security.
- Single Sign-On (SSO) - Many businesses implement SSO to enhance usability and security. This allows employees to log in once and gain access to multiple systems and applications through the internal site.
- Workflows - Intranets, often include workflow automation tools that streamline business processes such as approvals, reporting, and task management. Automating workflows reduces the time spent on manual tasks and improves productivity. Intranet vs. Extranet: A 2024 Guide on The Key Differences
What do businesses use internal website for?
An internal website, also known as an intranet, is a private network organization that is used to streamline communication, collaboration, and information sharing within the company. Unlike external websites accessible to the public, an internal website is restricted to employees and authorized personnel, providing them with centralized access to vital resources. Here, we explore the key concepts, history, and fundamental terms related to internal websites and their business use.
Key Concepts- Centralized Information Hub - An internal website is a one-stop-shop for employees to access critical company resources such as policies, documents, contact directories, calendars, and announcements. This eliminates the need to search across multiple platforms, improving efficiency.
- Collaboration and Communication - Modern intranets, like AgilityPortal, are designed to foster cooperation by offering tools such as document sharing, team chat, and project management features. This adaptability ensures that teams can work together effectively, regardless of their physical location or work setup.
- Employee Engagement - A well-designed internal website improves employee engagement by providing social features like discussion forums, recognition platforms, and shared spaces for brainstorming. Engaged employees are more productive, and studies show that businesses with strong employee engagement have 21% higher profitability.
- Access Control and Security - Since internal websites are only accessible to employees, they provide a secure environment for sharing sensitive company information. Features like encrypted logins, role-based access, and secure document management ensure that only authorized personnel can access specific areas.
Benefits of an Internal Website
Implementing an intranet can do more than keep employees connected and organized; it can revolutionize an organisation's overall efficiency and productivity.
Here are some key advantages of adopting an intranet:
- Enhanced Communication - Intranets create a streamlined communication channel within the organization, making it easy for employees to share updates, announcements, and important news.
- Improved Collaboration - With features like shared calendars, project management tools, and document sharing, intranets empower teams to collaborate seamlessly, regardless of their physical location.
- Boosted Productivity - By centralizing information and resources, intranets minimize employees' time searching for what they need, allowing them to concentrate on their core tasks.
- Cost Efficiency - Utilizing an intranet for internal communication can significantly cut costs associated with traditional methods like printing and mailing.
- Streamlined Workflows - Intranets can automate various business processes, including HR functions, expense reporting, and procurement, leading to time savings and fewer errors.
- Effective Knowledge Management - An intranet can function as a centralized knowledge base, capturing the organization's collective expertise and making it easily accessible to all employees.
- Heightened Employee Engagement - Intranets help foster a sense of community and belonging among staff by providing a platform for sharing success stories, recognizing achievements, and encouraging feedback.
- Robust Security - With appropriate access controls and security protocols, intranets ensure that sensitive information remains confidential and accessible only to authorized personnel.
- Scalable Solutions - Intranets can adapt and grow alongside the organization, accommodating new users, content, and features as the business evolves.
- Seamless Integration - Intranets can be integrated with other enterprise systems, such as customer relationship management (CRM) and enterprise resource planning (ERP) software, creating a cohesive platform for accessing essential information and tools.
By leveraging the power of an intranet, organizations can enhance communication, streamline operations, and ultimately drive more tremendous success.
5 Important Features of an Internal Website
An internal website, as we mentioned above is commonly known as an intranet, serves as a vital resource for organizations, enabling employees to remain informed, engaged, and efficient.
However, the effectiveness of an intranet can vary significantly, so it's crucial to equip yours with the right functionalities to support your organization's requirements. In this article, we will explore five key features that every internal website should have.
1. Collaboration Features
Collaboration features are essential for any intranet, as they enhance employees' ability to work together efficiently.
To build effective collaboration tools, consider the following elements:
- A place for Document Management: Implement a document management system that enables multiple users to edit and collaborate on documents simultaneously.
- Instant Messaging - Incorporate a chat or messaging platform that facilitates quick and easy communication among employees.
- Calendars and Scheduling - Utilize calendar and scheduling tools to assist employees in organizing meetings and events seamlessly.
- Project Management - Adopt a project management solution that allows teams to monitor project progress and delegate tasks effectively.
2. Intuitive UI & User-Friendly Design
A user-friendly design is essential for any internal website, as it enables employees to quickly locate the information they need.
To develop an intuitive design, consider the following aspects:
- Navigation - Intranet website design must have a navigation menu which is straightforward and user-friendly, with clear labels that allow employees to easily find necessary information. Organize content logically and consistently to help users access related materials effortlessly.
- Layout - The layout of your intranet should be clean and organized, featuring a clear hierarchy that guides users through the site. Incorporate white space and other design elements to create a visually appealing interface that is easy to read and navigate.
- Visual Elements - Utilize visuals such as icons, images, and videos to enhance engagement and assist employees in quickly grasping complex information.
- Mobile Optimization - Ensure your intranet is fully optimized for mobile devices, as an increasing number of employees are accessing the internet via smartphones and tablets.
3. Personalization Features
Personalization is essential for any intranet, as it helps employees stay organized and focused on their most important tasks and projects.
To implement effective personalization tools, consider the following:
- It should have customizable Homepage - Enable employees to tailor their homepage by selecting the content and layout that best aligns with their interests and needs.
- Notifications and Alerts - Provide options for employees to customize their notification and alert preferences, ensuring they receive only the information that matters most to them.
- Personalized Content - Utilize algorithms to deliver personalized content based on employees' interests and job roles, enhancing their overall experience.
- User Profiles - Allow employees to create user profiles that highlight their skills, responsibilities, and areas of expertise, fostering a more personalized and connected workplace.
4. Security Measures
Security is a critical component of any intranet, as it safeguards your organization's data and information.
An important ascept such as a robust security measures, consider the following:
- Must have a firewalls and encryption - Implement firewalls and encryption techniques to defend your intranet against external threats.
- Access Control are a must have - Utilize access controls to ensure that only authorized personnel can access sensitive information and resources.
- Regular Software Updates - Consistently update your intranet's software and security protocols to protect against new and evolving threats.
- Employee Training - Offer training sessions for employees on cybersecurity best practices, such as creating strong passwords and recognizing phishing attempts.
5. Effective Search Functionality
Robust search functionality is essential for any intranet, enabling employees to swiftly and effortlessly locate the information they need.
A very useful enhance search capabilities, consider the following elements:
- Prominent Search Box - Ensure the search box is prominently displayed on the homepage, making it easily accessible for all employees.
- Filtering Options - Implement filters that allow users to refine their search results by categories, types, or topics, facilitating more targeted searches.
- User-Friendly Results Page - Design the search results page to be clear and readable, featuring distinct titles and descriptions that help employees quickly identify the information they are looking for.
- Advanced Algorithms - Employ algorithms to enhance the precision of search results, ensuring that the most relevant information is prioritized for users.
How To Create An Internal Website
Having explored the numerous benefits of an internal website and the key features it should include, you may be wondering how to embark on the creation process.
Fortunately, there are three primary approaches to consider when developing your internal website. Each option offers unique advantages and can be tailored to meet your organization's specific needs.
In this section we will outline these three approaches to help you decide the best way to proceed with building an effective internal website that enhances communication and collaboration within your team.
1. Do-It-Yourself (DIY)
The do-it-yourself approach enables you to create an internal website explicitly tailored to your organization's unique needs, hosted directly on your company server.
One significant advantage of this method is its customization, allowing for a bespoke platform that aligns seamlessly with your business objectives and workflows. Research shows that companies with customized internal websites experience a 20% increase in employee productivity, a promising figure that can motivate your team, and a 30% reduction in time spent searching for information.
Yet, this path is not without its hurdles.
It demands a significant level of technical expertise, making it resource-intensive and time-consuming.
Also, the software will require rigorous testing and piloting, potentially leading to escalating costs that could compromise its overall cost-effectiveness. While a DIY approach can yield a highly specialized platform, it necessitates a thorough evaluation of the resources and time needed for successful implementation.
2. Off-the-Shelf Solutions
Off-the-shelf solutions involve downloading preexisting software to build your intranet. Popular options include WordPress, SharePoint, and Drupal. These platforms often come at no cost, making them attractive to budget-conscious organizations.
Studies indicate that companies utilizing off-the-shelf solutions can see a 15% faster implementation time than custom-built options, allowing quicker access to collaborative tools.
However, it's important to note that there are significant drawbacks to consider.
While off-the-shelf platforms like WordPress, SharePoint, and Drupal may be user-friendly, a certain level of technical expertise is still necessary. This can pose challenges for inexperienced users, particularly without internal IT support.
Also, these solutions were not specifically designed for creating internal websites; for instance, WordPress is primarily a blogging platform rather than a dedicated intranet solution.
Many organizations find that the free core features are limited, requiring costly add-ons and plugins to achieve the desired functionality.
Most importantly, hosting presents another challenge. If your organization already has a server, local hosting may be an option, but lacking one means incurring additional expenses for external hosting services. Ultimately, while off-the-shelf solutions provide a quicker entry point, they may lead to unforeseen costs and limitations in the long run.
3. Cloud Intranet Software
Cloud intranet software offers a flexible and scalable solution for organizations looking to establish an internal website.
With popular platforms like Microsoft Teams, Google Workspace, and Confluence, this option allows you to access your intranet from anywhere, facilitating remote work and collaboration. Research shows that organizations using cloud intranet solutions experience a 25% increase in employee engagement and satisfaction thanks to their accessibility and ease of use.
One of the primary advantages of cloud intranet software is its minimal setup time and maintenance requirements. These platforms typically come with user-friendly interfaces and comprehensive support, enabling even non-technical users to navigate them effectively. Additionally, many cloud solutions offer robust security features, ensuring your sensitive company data is protected.
However, there are some drawbacks to be aware of. Ongoing subscription costs can accumulate over time, potentially impacting your budget. Furthermore, reliance on a third-party service means you must trust the provider to maintain uptime and data security, which can concern organizations handling sensitive information.
Overall, while cloud intranet software provides a convenient and efficient way to establish an internal website, organizations should weigh the long-term costs and dependency on external providers against the benefits of enhanced collaboration and accessibility. A specialist intranet provider like AgilityPortal hosts the platform in the cloud, so you can reduce further costs and responsibility.
Advantages of Cloud Intranets
Cloud intranets offer a range of valuable benefits that surpass those of DIY solutions:
- Cost Efficiency - For any business, maintaining budget predictability is crucial. With our cloud intranet, you gain access to all the essential features at a fixed monthly rate. This pricing model includes unlimited users and data storage, ensuring you receive excellent value and a strong return on your investment.
- Single Sign-On - Your team can access all enterprise applications and tools with a single login. This eliminates the hassle of juggling multiple screens and passwords, enhancing productivity through streamlined access to your integrated internal website.
- Enhanced Security - DIY solutions often leave users grappling with the complexities of cybersecurity, as they bear full responsibility for safeguarding against potential threats. In contrast, cloud intranet providers handle all security measures, ensuring your system benefits from the latest SSL encryption, SOC 2 compliance, secure connections, and strict internal permissions.
- Automatic Updates and Backups - Cloud providers not only manage hosting but also take care of software updates and backups. You won't need to worry about installing or maintaining complex software; you'll automatically gain access to new tools, features, and enhancements as providers continuously improve their offerings.
- 24/7 Customer Support - While online forums can provide some assistance for users of platforms like WordPress or SharePoint, nothing compares to having on-demand support. Cloud providers are available to assist you at every stage, whether you need help with design, prototyping, launching, or ongoing maintenance.
Here are several employee intranet examples that showcase a variety of features and functionalities
Microsoft SharePoint
SharePoint is a powerful intranet platform that allows organizations to create customized internal sites for enhanced collaboration and document management.
Key Features
- Centralized storage, version control, co-authoring, and automated workflows streamline document handling.
- Team sites, discussion boards, shared calendars, and integration with Microsoft Teams facilitate effective teamwork.
- Create and publish responsive web pages with customizable templates and targeted content.
- Enterprise search capabilities provide personalized results and content recommendations.
- Granular permissions, data loss prevention, and auditing tools ensure data security.
- Seamless integration with Microsoft 365 apps and third-party applications enhances productivity.
- Track site usage and engagement metrics for informed decision-making.
PricingSharePoint is available through Microsoft 365 plans or as a standalone product.
Pricing includes:
- Microsoft 365 Business Basic: $6/user/month
- SharePoint Online Plan 1: $5/user/month
- SharePoint Online Plan 2: $10/user/month
With its robust features and flexible pricing, SharePoint is an ideal choice for organizations seeking to improve communication and collaboration.
Learn more: SharePoint Intranet In A Box – A 2023 Comprehensive Guide
Google Workspace
Google Workspace (formerly G Suite) is a comprehensive suite of cloud-based productivity and collaboration tools.
Key features include:
- Gmail: Professional email with custom domain
- Google Drive: Cloud storage and file sharing
- Google Docs, Sheets, Slides: Collaborative document creation and editing
- Google Meet: Video conferencing
- Google Chat: Team messaging
- Google Calendar: Shared calendars
- Google Sites: Simple intranet creation
- Admin Console: Centralized management
Pricing tiers (as of 2024):
- Business Starter: $6/user/month (annual plan) :30GB cloud storage per user - Video meetings up to 100 participants
- Business Standard: $12/user/month (annual plan): 2TB cloud storage per user - Video meetings up to 150 participants
- Business Plus: $18/user/month (annual plan): 5TB cloud storage per user - Enhanced security features
- Enterprise: Custom pricing: Unlimited storage (or 1TB per user if fewer than 5 users - Advanced security and compliance features
All plans include 24/7 support. Google Workspace's integration of familiar tools and cloud-based collaboration features make it popular for businesses of all sizes.
AgilityPortal
AgilityPortal is an innovative employee engagement platform designed to enhance communication and collaboration within organizations.
It features a variety of tools aimed at improving organizational culture and productivity, including:
- Tailor dashboards to display relevant information and updates for each employee.
- Upload, share, and manage documents with version control and e-signature capabilities.
- Create collaborative spaces for teams to work together effectively on projects.
- Foster a sense of community through discussion forums and social feeds.
- Organize daily tasks with an intuitive to-do list feature that supports natural language processing.
AgilityPortal also integrates with various email platforms, allowing users to manage communications efficiently in one place.
Pricing: $3 per user per month (no hidden costs)
AgilityPortal does not publicly list its pricing on its website; interested users are encouraged to contact the company directly for detailed pricing information. The platform offers a 14-day free trial, allowing organizations to explore its features without commitment.With its comprehensive suite of tools, AgilityPortal aims to create a seamless digital workplace that boosts employee engagement and collaboration.
Build Your Customized Internal Website with AgilityPortal's Intranet Solution
Are you ready to unlock the power of a cloud intranet with AgilityPortal? With our innovative platform, you can create an internal website that truly engages your workforce. Our team has years of experience in crafting user-friendly intranets that enhance communication and collaboration.
Experience AgilityPortal firsthand with a free demo of our intuitive intranet solution. Plus, take advantage of our 14-day risk-free trial to explore all the features before making a commitment.
If you're short on time and resources, our design service is the perfect solution. Our dedicated experts will work closely with you to deliver a fully customized intranet in 40 days or less—guaranteed!
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