What is a cloud-based intranet?
In today’s fast-paced business environment, companies need an efficient and effective way to communicate, collaborate, and share information among their employees. This is where a cloud-based intranet comes in. Simply put, a cloud-based intranet is a platform or software hosted on the cloud and accessible to employees through a secure website. It allows organizations to create a centralized location for information, tools, and resources that employees need to work effectively.
Unlike traditional intranets installed on a company’s servers, cloud-based SharePoint intranets are hosted on remote servers and accessed via the Internet. This means employees can access the intranet from anywhere and on any device, making it an ideal solution for companies with remote or distributed teams.
Starting your intranet journey from scratch? Learn what an intranet is here.
What are the advantages of a cloud-based intranet?
A cloud-based intranet offers many benefits for both companies and employees. In this section, we’ll explore some key advantages.
Better internal communication
One of the main advantages of a cloud-based cms intranet is that it improves internal communication within a company. By having a centralized platform, employees can easily access and share information. This helps reduce misunderstandings and ensure everyone is on the same page.
With real-time updates, employees can stay informed about projects, ask questions, and provide feedback. This can help build a stronger sense of community within the workplace.
Improved collaboration and productivity
A cloud-based all-in-one intranet can improve internal communication and productivity within a company. Employees can work together better with shared calendars, project management software, and document sharing.
For example, employees can use the intranet to collaborate on documents in real-time, eliminating the need for back-and-forth emails and increasing work speed. This can also reduce the risk of errors, as multiple people can review and edit documents simultaneously.
Accessibility
A cloud-based mobile intranet is accessible from anywhere, on any device. This means that employees can access the intranet from home, on the go, or from remote locations, which can help to improve productivity and collaboration.
Better employee engagement
By providing employees with access to important information, tools, and resources, a cloud-based intranet can help to increase employee engagement and satisfaction. Employees who feel more connected to their colleagues and the company are more likely to be productive and motivated, which can ultimately lead to improved business outcomes.
Learn about how to measure intranet engagement.
Enhanced analytics
Many cloud-based intranets provide enhanced analytics and reporting features, which can help businesses to track user engagement, measure the effectiveness of communication and collaboration, and identify areas for improvement.
Reliable security
Another advantage of a cloud-based intranet is that it can improve security within a company. With traditional intranets, companies had to invest in expensive servers and IT infrastructure to ensure their data was secure. With a cloud-based intranet, however, you can rely on the measures provided by the cloud provider like intranet governance.
Cloud providers have invested heavily in security measures such as encryption, firewalls, and multifactor authentication, making it much more difficult for hackers to access company data. This can help reduce the risk of data breaches and cyber attacks, which can be costly and damaging to a business’s reputation.
Always up-to-date
One of the challenges with traditional intranets is that they require regular updates and maintenance to ensure that they are running smoothly. With a cloud-based intranet, however, updates are automatically applied by the cloud provider, ensuring that the software is always up-to-date.
This can reduce the burden on IT departments and ensure employees can access the latest tools and features without downtime.
Cost savings
Cloud-based intranets can also save on the cost of building an intranet. Traditional intranets require expensive servers and IT infrastructure to ensure data security. With a cloud-based intranet, however, you can rely on the measures provided by the cloud provider. This can reduce the costs of IT infrastructure and maintenance.
How to choose the best cloud-based intranet solution?
When choosing a cloud-based intranet solution, there are several factors to consider. Here are some key considerations to keep in mind:
- Features: Look for a solution that offers the necessary intranet features, such as document sharing, project management software, and communication tools.
- User experience: Ensure the solution is user-friendly and easy to navigate, so employees can quickly find the necessary information and tools.
- Integration: Consider whether the solution can integrate with other software and tools you use
- Cost: Compare the prices of different solutions and select the one that provides the best value for your money.
How to implement a cloud-based intranet?
Implementing a cloud-based intranet requires careful planning and coordination with all stakeholders involved. Here are some key steps to follow:
- Define your goals and objectives: The first step is to define the goals and objectives you want to achieve by implementing a cloud-based intranet. This will help you determine the features and functionality that you need.
- Choose a cloud provider: Once you have defined your goals and objectives, you must choose one that offers the features and functionality you need. Consider factors such as security, scalability, and pricing when deciding.
- Customize your intranet: Once you have chosen a cloud provider, you can start customizing your intranet. This includes adding your brand logo, selecting a color scheme, and setting up user permissions.
- Migrate your data: Before using your new cloud-based intranet, you must migrate your data from your old intranet or other systems. This may involve transferring files, updating databases, and configuring integrations.
- Train your employees: You can provide user guides, host training sessions, and offer support resources.
- Test and launch: Once you have customized your intranet, migrated your data, and trained your employees, you must test it thoroughly to ensure everything works as expected. This may involve running a pilot program with a small group of employees before launching it to the entire organization.
- Monitor and maintain: After launching your cloud-based intranet, it’s essential to monitor it regularly to ensure that it continues to meet your needs. This may involve updating software, fixing bugs, and adding new features and functionality as needed.
What are the costs associated with a cloud-based intranet?
Cloud-based intranets offer a compelling alternative to traditional on-premise solutions. But we know your final concern is cost. Here’s a breakdown of the key factors that impact the price tag:
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Subscription fees: Typically the biggest expense. Many vendors use a “per seat” pricing model, where the cost scales with the number of users. Pricing can vary depending on the feature set you choose.
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Deployment and setup: Cloud providers may offer basic setup or require additional fees for customization and integration with existing systems.
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Training and support: Ongoing user training and technical support can be included in the subscription or offered as an add-on service.
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Storage: Some cloud services charge extra for exceeding included storage limits, especially if you plan to store large files.
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Data migration: Migrating data from an existing intranet to the cloud can incur a one-time cost.
Beyond the basics:
While the above covers the core costs, consider these additional factors:
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Contract length: Signing a longer-term contract might offer discounts compared to month-to-month plans.
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Customization: Highly customized intranets with unique features will likely cost more than basic pre-built templates.
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Integrations: Connecting your intranet with other cloud-based tools may require additional fees or connectors.
The bottom line:
Cloud-based intranets offer a potentially cost-effective solution, especially for businesses that value scalability and avoid upfront infrastructure investments. However, the final cost depends on your specific needs and chosen features.
Pro tip: Carefully evaluate your requirements and get quotes from different vendors before making a decision. Consider scalability and future needs to ensure the chosen plan fits your long-term goals.
Cloud-based intranet, what conclusion?
Implementing a cloud-based intranet requires careful planning and communication with employees, but the right solution can transform the workplace and streamline business operations. By leveraging the power of cloud technology, companies can create a modern and efficient workplace that empowers employees to work together more effectively and achieve their goals.
If you’re interested in implementing a cloud-based intranet solution for your company, we invite you to download our free whitepaper, “Finding the right path to your intranet”. This guide provides practical advice and insights on choosing the right solution for your business needs and how to implement it effectively. By downloading this whitepaper, you’ll gain valuable knowledge that can help you transform your workplace and improve collaboration, productivity, and communication among your employees. Take advantage of this opportunity to learn from our experts – download our whitepaper today!