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Looking to add intranet or extranet services to your company’s portfolio? Here’s all you need to know about intranets.
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As digitalization gets into every nook and cranny of the workplace, companies need different ways to control and manage it. And that’s where the ‘nets’ come in.
The terms intranet, internet, and extranet are often used interchangeably as they are all based on the same technologies but differ in functionality. While the intranet is only accessible to members of an organization, the internet is open to everyone, and the extranet is an extension of an intranet.
Also, the level of data protection attainable in each network plays a key role in influencing their use in business. Understanding the key differences between the three terms is crucial to know what each entails and how they can enhance a company’s productivity. Knowing how each network works also helps a company safeguard its sensitive resources.
In this article, we’ll explore the similarities and differences between an intranet, the internet, and an extranet, emphasizing their uses and effects on the company's overall performance and productivity.
Let’s get into it with definitions!
An intranet is a private network setup for organizational communication, collaboration, and resource sharing. Employee intranets provide a secure information sharing, storage, and retrieval platform, and the intranet benefits a company by helping boost employee engagement and productivity.
An employee intranet enables members of a company’s workforce to conveniently access links, applications, and databases needed for their work.
Essentially, a company intranet works by combining the following components;
The web server is based on internet protocol (IP) and functions to host the contents of the intranet. It manages data requests from intranet users.
On the other hand, Intranet CMS enables the creation and publishing of resources on the intranet.
Thirdly, the local area networks serve as a portal for employees to access the company’s intranet.
Lastly, the firewall is intranet software that filters all incoming information requests and outgoing data packets to ensure they’re devoid of malicious codes or threats to the system. It’s an intranet tool that protects the information stored on the network and functions as a barrier between the intranet and the internet.
The internet is a widespread network of interconnected computer networks. It is the network of networks.
The internet enables information exchange amongst millions of computers and devices and provides access to various online services and applications via its cloud computing framework.
Like an intranet, the internet works through a set of standardized communication protocols, including Internet Protocol (IP) and File Transfer Protocol (FTP). However, it’s not a private network. It is a decentralized and distributed network accessible to everyone, irrespective of geographical differences. Its key components include:
An extranet is a regulated private network that leverages existing internal network infrastructure to provide an organization’s customers and partners controlled access to internal business information and resources.
Extranets are extensions of employees' intranets, and they both share the features of limited access and firewall protection. However, an extranet is accessible only to external users who an organization has given specific credentials, making sensitive information inaccessible from unauthorized access.
Additionally, an extranet enhances engagement, communication, and collaboration between an organization and its external shareholders. Its user interfaces, specifically for external users, make it easily identifiable, and the extranet landing pages make it easier for authorized third parties to navigate and access the resources they need.
A typical example of an extranet is a company’s supplier portal.
A supplier portal is a secure online platform through which a company’s authorized suppliers can effectively collaborate on different aspects of the supply chain and business activities. It also has built-in communication tools for smooth collaboration with the company’s procurement team.
It works by providing each supplier with unique login credentials. Once logged in, each supplier can access relevant information such as product specifications, order requirements, delivery schedules, and pricing details.
Each supplier is also privy to real-time inventory data on the portal, enabling them to make necessary changes to production and delivery schedules with current stock levels.
VPN, short for Virtual Private Network, is neither an intranet nor an extranet. It can, however, be used to securely connect different parts of both intranets and extranets.
It creates a secured private network over the internet through an encrypted connection over a public network involving two or more devices.
It achieves this via virtual data channels established between two endpoints preventing data breaches. So, contrary to being a means to share information like an intranet or an extension of the intranet like the extranet, they enhance security and protect communications over an intranet or extranet.
A company’s intranet functions in the following areas:
Companies can use the intranet as a central communications hub in an organization. Social intranet tools enable employees to exchange messages, share updates and collaborate on projects.
It facilitates file and company resource sharing amongst a company’s workforce to ensure a seamless workflow.
It is common for organizations to publish a directory containing the contact information of employees on their intranets, making it easier for employees to link up with one another.
Companies can store and disseminate important company policies to staff through the intranet, ensuring that employees are always updated on the latest company policies.
Intranets can serve as a platform to host training programs to support employees’ career advancement.
The main essence of the internet is to serve as a center for vast amounts of information and resources from all over the world accessible to its users.
The internet enables communication across geographical boundaries via several tools, including email, social media platforms, and video conferencing applications.
The internet is a significant platform for the conduct of online shopping. On the internet, users can browse and purchase products online.
Internet provides users access to different forms of entertainment, such as music, videos, games, and online content from websites.
Being a global information repository makes it a valuable tool for research and online learning, giving users access to academic journals and databases.
Extranets are helpful as portals to enable customers to monitor order status and access product information.
Extranets are useful for collaborative research and project development involving multiple organizations. Collaborators can share their findings, exchange data, and jointly work on projects through a secure platform.
Extranets can provide a platform for delivering training materials and programs to external partners or customers, ensuring they have the necessary product knowledge to use products or services effectively.
While the intranet, internet, and extranet share certain similarities and dissimilarities, these features bind all three:
An intranet's relative advantages and disadvantages differ from those of the internet and extranet.
One of the key features of an intranet is access control. Admittance into intranets is highly regulated and is only accessible by authorized individuals within the company. Hence information is more secure. Other crucial intranet features include search functionality, integrations such as built-in email and messaging, flexibility, collaboration, knowledge management, task management, and project management.
An intranet differs from the internet and extranet in two significant ways which are:
The primary purpose of an extranet is to facilitate collaboration between a company and its business associates in a highly secured and regulated online environment.
By creating a safe and controlled online environment for external partners, an extranet helps to streamline business relationships by enabling efficient information exchange, inventory management, and order processing.
In a nutshell, an extranet extends the company’s internal network to incorporate select external parties while maintaining the intranet's security measures and privacy policy.
A company does not necessarily need all three.
The decision to incorporate all three into a company’s network infrastructure is largely dependent on a company’s;
Smaller-sized companies may not need an extranet if they are not involved in extensive partnerships. They stand to benefit more from having internet connections for accessing public information and an intranet for internal communications and document sharing.
However, medium-sized companies will find an extranet very handy if they become involved in extensive collaboration with external partners or have to provide specific services to customers via secure online platforms. They will also benefit from having an intranet.
Conversely, large companies require all three since they maintain multiple business relationships and have complex workflows. Possessing all three networks helps them attend to their different needs.
Additionally, specialized industries like healthcare and finance, where security and privacy are top priorities, will benefit from having an intranet, the internet, and an extranet.
Assembly has the perfect guide to building an efficient workplace with the intranet. Try it today!
Assembly | The Intranet Your Employees Will Use
Organizations rely heavily on internet services, cutting across their internal private networks and extranet connections for information exchange and management.
Generally, using the intranet, the internet, and the extranet can significantly enhance a company’s ability to deliver its products and services. Moreso, access to these networks efficiently integrates data processing and fosters collaboration.
On a final note, employee engagement and intranet go hand in hand. An organization must select an intranet that enables employees to get work done faster and more efficiently.
Assembly offers a host of intranet collaboration tools that unleashes latent productivity within every organization. Book a free demo today.
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