Intranet: Definition and Purpose
An intranet is a private network that allows employees within an organization to access information and communicate with each other through a web-based platform. The purpose of an intranet is to provide a centralized and secure platform for employees to access the resources they need, streamline communication and collaboration, and improve productivity.
Build or Buy: Key Decisions for Intranet Implementation
When it comes to implementing an intranet for your organization, you have two options: build it in-house or buy a ready-made solution from a vendor. Both options have their advantages and disadvantages, and the decision will depend on the specific needs and resources of your organization.
Building an Intranet: Advantages and Challenges
Customization
One of the main advantages of building an intranet in-house is customization. You have complete control over your intranet’s design, functionality, and content, which means that you can tailor it to meet your organization’s specific needs. If you choose this option, you’ll need to be sure you have the right people internally with the skills and time necessary to build the intranet.
Data & security
Another advantage is that you have control over the data stored on the intranet, ensuring its security and privacy.
Integration
Integrating the intranet with your existing systems can be easier when building in-house.
However, building an intranet also comes with several challenges.
Time & resources
Building a custom intranet requires significant time and technical expertise to design, develop, and implement. In addition, you will need to allocate ongoing resources for maintenance and updates to ensure the intranet remains secure and functional.
Time-saving
Buying an intranet solution from a software vendor can save time for organizations by eliminating the need for in-house development and deployment. A vendor-supplied intranet comes pre-configured with all the necessary components, including hardware, software, and support services, making it a one-stop shop for all your intranet needs. This eliminates the need for technical expertise and reduces the time required for implementation and deployment. Furthermore, a vendor-supplied intranet is usually faster to implement compared to building one in-house, allowing organizations to start using it and realizing its benefits sooner. As a result, buying an intranet from a software vendor is an ideal solution for organizations that want to save time and focus on other critical business initiatives.
Implementation & maintenance
When you buy an intranet, the vendor and implementation partner look after the technical aspects of the implementation, making it a more hassle-free process. As a SaaS solution, the vendor takes care of maintenance and updates, freeing up in-house resources. Additionally, a vendor-supplied intranet is supported by experts with extensive knowledge and experience in the field, providing organizations with access to the latest features and functionality. Buying an intranet is best for organizations that want to simplify the implementation and maintenance process and ensure a smooth and reliable digital workplace experience.
Security & Integrations
When buying an intranet, you’ll want to be sure your vendor offers top-level security and integrations.
If you buy an intranet built on SharePoint, like Powell Intranet, you benefit from Microsoft-level security and peace of mind knowing that data is stored in your Microsoft 365 tenant. Buying a SharePoint intranet also means you’ll be able to easily integrate all the Microsoft 365 tools your employees use daily. In fact, it will leverage your M365 investment by making its applications more easily accessible.
Customization
However, buying an intranet platform can come with its challenges. The level of customization can be limited compared to building in-house, and you will depend on the vendor for support and updates.
This is where your choice of intranet vendor makes a big difference. Not all ‘intranets-in-a-box’ are created equal; some allow for more customization than others. With Powell Intranet, for example, you have the option to fully customize the intranet for your organization and branding. You can use company colors and logos or do deep customization for a unique look and feel.
Cost
For small organizations with less than 100 employees, the cost of buying an intranet can be prohibitive. For very small organizations, building an intranet may be a more cost-effective solution.
However, for a large organization, an intranet solution like Powell Intranet can save money because it offers pre-made templates that organizations can use to create a customized intranet with minimal effort and cost. By leveraging these templates, organizations can reduce the time required to design, develop, and deploy an intranet, lowering the overall cost of ownership. Furthermore, Powell Intranet offers various cost-effective pricing options, making it an affordable solution for organizations of all sizes.
Key Factors to Consider
When deciding to build or buy an intranet, there are several key factors you need to consider, including the size and structure of your organization, your budget, technical expertise, integration with existing systems, speed of implementation, and future scalability.
It’s essential to carefully weigh these factors against your specific needs and resources.
Company size & structure
Building an intranet from scratch is better suited to small organizations requiring a simple intranet with very basic features like document storage. If you have a large, complex organization with a range of departments and functions, you may need a more sophisticated intranet solution that SaaS intranet providers can offer.
Budget
Your budget is another important factor to consider, as building an intranet from scratch can be a costly process, while buying an intranet can be more cost-effective, especially if you choose a vendor that offers a flexible pricing model.
Technical expertise
Technical expertise is also an important consideration. If you have the in-house technical expertise to build an intranet from scratch, you may prefer this option, but if you do not have the necessary technical expertise, buying an intranet from a software vendor may be the better choice.
Integration with existing systems
The integration with existing systems is another key factor to consider, as an intranet that integrates seamlessly with your existing systems will increase efficiency and reduce complexity.
Speed of implementation
The speed of implementation is also a significant factor, as buying an intranet can provide a faster implementation time, while building an intranet from scratch can take months or even years to complete.
Future scalability
Finally, it is important to consider future scalability. You need to ensure that the intranet solution you select is capable of growing and evolving to meet the changing needs of your organization.
In summary, building an intranet from scratch is a good option for small organizations with simple intranet needs, while buying an intranet is the better option for large organizations that want to maximize the value and impact of their intranet.
Conclusion
Implementing an intranet for your organization is a significant investment that has the potential to bring significant benefits in terms of communication, collaboration, and productivity. Whether you decide to build or buy your intranet, it’s crucial to consider all the key factors involved to ensure that you make the right decision for your organization. Ultimately, the choice between building or buying will depend on your specific needs, resources, and goals.
Need help finding the right intranet vendor for our project? Download the free ClearBox Consulting Intranet & Employee Experience Platforms report and compare 30 intranet providers.