ComputerLink articles by Brian Pitre

Benefits of Having an Intranet

In a recent discussion with a client organization, I was surprised to hear someone remark that "our organization is probably too small for an Intranet." Intranets can benefit small companies by improving access to information, as well as the accuracy and timeliness of communication. Internal business processes can fundamentally change and improve in most corporate environments regardless of size through Intranets. 

Companies that leverage Intranet technologies to streamline their corporate communication are developing the new "Corporate Information Center." Since smaller companies are often more dependent than large companies on outside organizations, vendors and customers, their corporate information center is vital to centralize and improve information exchange. And, incorporating outside organizations into Intranets is economical - $19.95 a month would cover the cost for a dial-up connection rather than a wide area network, which could cost thousands a month.

Intranet technology also provides communication with your partners and suppliers at an increased level of interactivity, making your business as informed, reactive and competitive as a larger organization. The improved interactivity that results from Intranet use increases the opportunity for your business to form close, highly effective and efficient business partnerships. The information that is exchanged over Intranets is inherently reliable since it comes from the source - everyone in your company can publish information.

The ability to quantify a return on investment (ROI) before implementing an Intranet has lead many companies to invest in the technology. Companies are discovering that Intranets provide an ROI because of the many articles on the Internet that have chronicled their effectiveness. Remarkable ROIs are not rare occurrences. For example, Lockhead Martin’s implementation of an Intranet returned 1,562 percent; Cadence, Inc. - 1,766 percent; US West - over 1,000 percent. Once you look at the savings possibilities, it makes dollars and sense.

New software development tools have burst on the scene to easily incorporate legacy databases into an Intranet environment. This means that you do not have to replace existing software or systems. In fact, Intranets extend their capabilities by making the information contained within these systems more widely available. Databases enable Web pages to be generated on the fly, enabling more people within your organization to readily access key information. 

The following are three basic functions an Intranet can perform to improve processes at your company:

• Deliver internal corporate information such as company telephone directories, internal job postings, human resources information and administration, internal company forms, handbooks, and newsletters. 
• Move information in your company from person to person, between departments, within other companies, across the country or around the world. 
• Support daily business functions such as order processing, tracking and delivery status, remote sales force communication, engineering project status, customer support, and electronic data interchange (EDI). 

In order to implement an Intranet with ease, begin defining roles and responsibilities for all personnel in your company at all stages of the implementation process. Define acceptable usage policies for content posted on the Intranet, and publish it there for personnel to read. Then create a standard graphic look for your Intranet so it has a unified "look and feel." Determine acceptable standards for software and technologies to ensure a stable web environment (just keep in mind that highly restrictive procedures decrease innovation). The policies and procedures you identify will help balance your Intranet’s stability and clarity and give you freedom to innovate.

Regardless of size, companies that begin to understand and embrace Intranet technology will have a significant competitive advantage. They will flatten the classic trickle down flow of information from the top down to empower the entire company. This effective communication of information will allow everyone on your team to know the game plan and collaborate because "Information is Power."