What is an Intranet? Plus Other Frequently Asked Questions

This page contains a selection of questions that we frequently get regarding intranets, and our short answers to these. If you want further information or discuss intranet challenges, please reach out. We're here to help!

You can find more information on Omnia, a leading and award-winning intranet-as-a-service, by using the navigation above.

A short answer is that an intranet is a private network used within an organization to streamline work processes, enhance collaboration, and facilitate communication and knowledge-sharing among employees. Unlike public websites, an intranet is accessible only to authorized users within the organization. Modern intranets often feature social media-like tools that enable employees to blog, comment, share, and interact easily.

Learn about the top-10 features of a modern intranet in this blog post.

Naturally, the purpose of an intranet varies between organizations and you will be setting the targets for you initiative. Our experience is that these targets in most cases align with the organization's business goals, including strengthening the relation to employees, ensuring effective team collaboration, and aligning people with strategies, processes, and policies, 

The most common - and for many organizations - main purpose of an intranet can be to support efficient, transparent, and inclusive communication within the organization. The solution aids in collaboration, simplifies information sharing and finding, and helps manage internal knowledge. A well-designed intranet can significantly boost efficiency, flexibility, engagement, organizational cohesion, and productivity.

Check this blog post to learn more about how to understand if your intranet is keeping up with business and user needs.

The term 'intranet site' is often used with the meaning 'intranet' as in the solution described above. But within intranets, the content structure can be built using 'sites' so that is also an option. If the meaning is the latter, the term intranet site can be seen as a content container with defined permissions regarding who can create and edit information within the site - and where people with access rights can take part of what has been published. 

The term modern intranet is often used to draw a difference between a traditional, hirachically structured, one-way communication type of intranet and a modern intranet designed based on more contemporary needs. Typically, a modern intranet would support flexible and hybrid working environments, focusing on inclusive and participative communication. Unlike traditional intranets, it emphasizes personalized and targeted information distribution, fostering employee engagement and collaboration. Also, the modern intranet is probably connected to several of the organization's business systems. It serves as a central hub for an organization’s digital resources, consolidating information, tools, and collaboration spaces to enhance efficiency and productivity.

Learn more about how to improve internal communication with a modern intranet in this blog post. Also, check out the top-10 features of a modern intranet in this article.

A social intranet promotes interaction and engagement by allowing employees to communicate, provide feedback, and collaborate on projects. It goes beyond traditional top-down communication to create a more connected and dynamic work environment.

An intranet operates similarly to the Internet but within a private network. It uses TCP/IP standards for communication and web technologies for presenting information and interactive elements. Intranets can be hosted on local servers or in the cloud, with access restricted to authorized users. Cloud-based intranets offer easier remote access, while on-premises solutions may use VPNs for secure external access.

To be effective, an intranet should have:

Content Creation and Publishing: Tools for managing and updating content, controlling publishing rights, and archiving outdated information.

Personalized Timelines and Notifications: Features that tailor content and notifications to individual users and groups.

File Sharing and Document Management: Integration with file-sharing solutions and a system for tracking document versions and edits.

Employee Profile and Directory: A searchable directory with detailed profiles of employees, including their skills and roles.

Search Functionality: A robust search tool with filters to help users quickly find information and resources.

Collaboration Tools: Features that allow direct collaboration on files and integration with platforms like Microsoft 365 and SharePoint.

Forms and Polls: Tools for surveys and polls to gather employee feedback and insights.

Calendar: An events calendar to highlight important internal and external events.

Mobile Access and Experience: Optimization for mobile devices to ensure accessibility for all employees.

Custom Branding: Options to customize the intranet to reflect the organization’s branding.

Communities and Social Interaction: Social features that encourage employee interaction, knowledge-sharing, and engagement.

Analytics and Reporting: Tools for tracking usage, measuring engagement, and analyzing content effectiveness.

Welcome to learn more about the top-10 features of a modern intranet in this blog post. Also, for examples on intranet functionality - check out the Omnia feature list.

The Internet: A global public network accessible to anyone. It is managed by various organizations such as the Internet Governance Forum (IGF) and the Internet Society (ISOC).

An Intranet: A private network restricted to an organization’s members or affiliates, hosted either on-premises or in the cloud. It provides secure access to internal resources.

An Extranet: A controlled network that extends part of an intranet to authorized external users like partners or suppliers, providing them with limited access to specific information.

To increase intranet adoption, make it the primary communication channel and provide clear, ongoing training. Highlight its benefits, such as improved access to information and easier collaboration. Regularly update content and involve employees in creating and managing it to keep it relevant and engaging.

Start by involving employees early in the planning process to ensure it meets their needs. Provide comprehensive training and highlight the benefits of using the intranet. Encourage regular use by integrating it into daily workflows and making it the central hub for communication and collaboration. Celebrate successes and share stories of how the intranet is making a positive impact.

Please find some key advice for driving adoption of intranets in this article.

Create channels for users to provide feedback, such as polls, surveys, or the possibility to submit feedback suggestions. Regularly review and address this feedback to make improvements. Engaging with users and showing that their input leads to changes can increase overall satisfaction and usage.

Evaluate intranet results by tracking key metrics such as user engagement, login frequency, content interaction, and task completion rates. Use surveys and feedback tools to gauge user satisfaction and gather insights into what’s working well and what needs improvement. Regularly review these metrics and feedback to make informed decisions about updates and enhancements.

Learn more about how to measure intranet impact in this blog post.

Regular updates and maintenance are key. Assign a dedicated team or individual to oversee content updates and platform improvements. Implement a content review schedule to ensure information remains current, and use analytics to identify areas that need attention.

Intranets centralize communication within an organization by providing a single platform where employees can access important updates, company news, and departmental announcements. This reduces the reliance on fragmented channels like email and chat, ensuring that everyone receives consistent information. Intranets also allow for targeted communication, ensuring the right messages reach the right people, which improves overall transparency and alignment within the organization.

Read more on how to improve internal communication.

Intranets can significantly boost employee engagement by offering social features like commenting, sharing, and discussion forums. These tools allow employees to interact, share ideas, and contribute to company conversations. By making it easier for employees to connect with one another and with the organization, intranets help foster a sense of community, belonging, and active participation.

Read more on how to enhance employee engagement.

Intranets contribute to operational excellence by streamlining workflows and providing easy access to tools, resources, and information needed to perform tasks efficiently. Automated processes, centralized documentation, and integrated systems reduce errors and duplication of effort. This makes operations smoother, faster, and more reliable, ultimately enhancing the organization’s ability to meet its goals.

Read more on how intranets can help ensure operational excellence.

Intranets drive productivity by providing quick access to everything employees need in one place—documents, tools, contact information, and company updates. Features like advanced search, personalized dashboards, and task management tools help employees save time and reduce frustration. By simplifying routine tasks and enabling better organization, intranets help employees focus more on their core responsibilities.

Learn more on how to drive productivity with a modern intranet.

Intranets support frontline workers by offering mobile access to essential information and tools, ensuring they stay connected even when they’re away from a desk. This can include access to schedules, company news, training resources, and real-time communication with their teams. A well-designed intranet makes it easier for frontline workers to stay informed and perform their duties effectively, no matter where they are.

Learn more about how intranets can support Frontline Workers here.

Intranets are powerful platforms for knowledge sharing, providing spaces for employees to store, organize, and access valuable information. Features like wikis, blogs, discussion forums, and document libraries make it easy to capture and disseminate knowledge across the organization. This ensures that important insights and best practices are shared widely, preventing knowledge silos and enhancing collective expertise.

Read more on intranets and knowledge sharing.

Intranets are crucial during crises as they offer a reliable platform for disseminating critical information quickly and consistently. Organizations can use the intranet to post real-time updates, provide guidelines, and ensure that all employees are informed of necessary actions. Intranets also allow for feedback and reporting, helping organizations manage crises more effectively by keeping everyone aligned and informed. 

Challenges include low user adoption, resistance to change, and integration with existing systems. Address these by involving employees in the planning process, providing comprehensive training, and ensuring the intranet integrates smoothly with other tools and systems in use.

Learn more about Omnia's implementation best practices.

Costs can vary depending on factors like the chosen platform, customization needs, and maintenance. Consider expenses for software licenses, development, training, and ongoing support. It’s important to plan and budget for these costs to ensure a successful intranet implementation.

An intranet strategy should include a clear vision of the intranet’s purpose, goals aligned with business objectives, and a plan for implementation. It should cover key areas such as content management, user experience, technology and integrations, governance, and ongoing support. The strategy should also include a roadmap for regular updates and a plan to gather and act on user feedback.

Learn more about how to form an intranet strategy.

Best practices include intuitive navigation, clear and consistent design, and personalized content. Ensure that the intranet is responsive and works well on all devices. Make it easy for users to find what they need with robust search functionality and well-organized content. Regularly gather user feedback and make adjustments to improve usability and satisfaction.

Learn more on how to ensure a great user experience.

The intranet is a private network, accessible only to an organization’s employees, while the internet is a global public network accessible to anyone. An intranet uses internet technology but restricts access to internal communications, tools, and data.

Intranets are critical for supporting remote work by providing centralized access to company information, tools, and resources from any location. Features like document sharing, communication tools, and collaboration spaces enable remote workers to stay connected, collaborate efficiently, and maintain productivity outside the office.

Yes, most intranets are highly customizable. Organizations can tailor the intranet to match their branding, structure, and specific needs. This includes customizing the user interface, workflows, and available features to ensure the intranet aligns with the organization’s goals and culture.

Read more on Omnia and extensibility.

Improving the intranet user experience involves making it intuitive and easy to navigate, ensuring quick access to relevant content, and providing personalized experiences. Regularly update the intranet based on user feedback and analytics to ensure it meets the evolving needs of employees.

Please find further advice on improving the intranet experience using this link.

To ensure accessibility, design the intranet with inclusivity in mind, incorporating features like screen reader compatibility, keyboard navigation, and text resizing options. Regularly test the intranet for accessibility compliance and provide training to employees on how to use accessibility features. 

The main target to aim for when planning for intranet success is user adoption. If you have an intranet that all employees are using in their daily work over the long term - you are very likely to be successful. At least when it comes to common intranet benefits including improving internal communication, elevating employee engagement, ensuring operational excellence, and driving daily productivity. Other key success factors are intranet strategy, user experience, change management, evaluating results and intranet impact, and working long-term with an approach based on continuous improvements. 

Learn more about intranet success factors in the Step-by-Step Guide to Intranet Success.

Having an intranet strategy can be decisive for achieving tangible and measurable results. Start forming your strategy by defining clear business goals — what improvements do you want the intranet to drive? Then figure out how the intranet can support these goals through specific capabilities and features. Within the strategy work, establish metrics to track progress and assign responsibilities - who is responsible for achieving what objective. Also, expect to revisit the strategy an a recurring basis.

Learn more about how Omnia supports customers in forming a solid strategy.

Before starting to plan you UX, make sure that you understand your users and their needs through research and feedback. Create personas and investigate priorities for each of these. Then, prioritize creating and intuitive and personalized experience that is easy to learn and use - and that provides relevance for every user. Also, ensure that the intranet is available with great UX across all devices and meets accessibility standards. Simplicity, speed, and ease of use are common priorites that should go for all intranets.

Learn more about how to improve the intranet user experience with AI in this blog post.

To drive user adoption of an intranet, the most important 'tool' is to build a team of internal ambassadors who can champion the solution internally and support colleagues in getting up to speed. Also, communicate benefits clearly, offer hands-on training, and provide continuous support. It is also a good idea to recognize and celebrate adoption milestones to keep motivation high.

There are several methods that can be used for estimating intranet impact. Listening to user feedback via polls, surveys, and feedback channels are great first steps. Also, regularly tracking intranet metrics of relevance for your organization, such as user engagement, communication reach, content freshness, and search effectiveness, are paramount for gathering evidence of intranet results. Also, in workshops, interviews, or with similar tools, it is also possible to monitor and estimate how well the intranet supports business goals as job satisfaction, employee retention, sense of community, and more. 

Learn more about how to estimate intranet impact in this blog post.

Establish a dedicated governance team with clear responsibilities. Actively gather feedback through surveys, polls, and direct input from users. Maintain an intranet roadmap to guide ongoing development and ensure the solution stays relevant, valuable, and aligned with business goals.

Finally, we would like to encourage you to also download this document: The Step-by-Step Guide to Intranet Success.