Intranet is used by organizations to improve secure communication between authorized users. This means that, in order to access an intranet, the user must have the proper credentials and connect to the organization’s local area network (LAN). For remote access, members may use a virtual private network (VPN).
What Is an Intranet?
An intranet is a private, internal network used by organizations to securely share information, collaborate and manage workflows among employees. It supports functions like document storage, communication tools and employee directories, accessible only to authorized users within the organization.
How Intranet Works
An intranet connects multiple components — like file storage, HR platforms and communications tools — into one unified interface.
It involves the following core technologies:
- Web server
- Local-area network (LAN) or wide-area network (WAN)
- Content management system (CMS)/application software
- Firewall (optional, but highly recommended)
A web server hosts the services the intranet provides, including mail services, databases, a CMS and more.
A LAN or WAN connects the devices intended to be part of the intranet, providing the network infrastructure for securely accessing internal websites and documents hosted on internal servers.
A CMS is used to organize and deliver pages and documents to members on the network, where features like search engines and personalized dashboards help members quickly find information and collaborate with others.
Security-wise, setting up a firewall is essential to protect an intranet. A firewall stands between the internet and the intranet, thereby acting as a filter for all incoming and outgoing traffic to protect the intranet from potential hackers and malicious attacks.
Internet vs. Intranet vs. Extranet
Internet
The internet is a global network of computers used to exchange vast amounts of data and information. It comprises a wide variety of networks: public, private, government-owned, academic and more — all interconnected. The internet offers many applications and services to the user, including e-mail, social media applications, online gaming, streaming and multimedia.
Intranet
While it functions similarly to the internet, an intranet is accessible only to specific members of an organization.
Extranet
Distinct from both of these is an extranet, a private network that authorized third-party users can access. Extranets allows companies to exchange information with other businesses, vendors or clients in a secure way online.
Types of Intranets
On-Premises Intranet
On-premises intranet is a private network hosted on-site within an organization’s own infrastructure, meaning it requires in-house IT resources for maintenance and updates. However, it also offers greater control over data, security and customization, making it ideal for industries with specific data compliance needs.
Cloud-Based Intranet
With a cloud-based intranet, an organization pays a cloud-based intranet provider for access to an intranet network,and uses the intranet the provider hosts and maintains. Although this avoids the cost and hassle of building and maintaining an on-site data center, it does make the organization dependent on a provider for cloud-based intranet access.
Social Intranet
A social intranet is an internal digital platform that uses social features like chat, forums and activity feeds to enhance communication and collaboration in an organization. Unlike traditional intranets, it encourages social engagement through interactive tools that are similar to social media experiences.
Mobile-First Intranet
Mobile-first intranet is built primarily for smartphones and tablets, ensuring organization members can access intranet documents and tools from mobile devices. It emphasizes simple and responsive design, helping boost flexibility, collaboration and engagement on the go.
Key Features of an Intranet
A modern intranet is made up of several features to support internal collaboration, communication and productivity within an organization. Some key features of an intranet include:
Document Management
Centralized storage for files, resources and policies allows organization members to easily access and share documents in a secure environment.
Internal Communication Tools
News feeds, company announcements and instant messaging channels help keep members informed and connected, reducing emails and promoting real-time updates.
Member Directory
A searchable directory with member or employee profiles, roles and contact information makes it easy to find and connect with colleagues across departments and locations.
App and Tool Integrations
Integration with third-party applications like Microsoft 365 or Google Workspace creates a unified digital workspace, allowing teams to access tools all in the same place and work more efficiently.
Intranet Use Cases
For most private organizations, an intranet is a must. From startups to nonprofits to Fortune 500 companies, the benefits of having a private network far outweigh the risks. For example, universities often choose to build their own intranet. The sheer size of a university, including thousands of students, professors and degree programs, makes having a centralized hub a necessity. Here are a few other applications:
- Enterprise intranet for secure business transactions and information sharing across a company
- Educational intranet for private interactions between students, educators and parents (if applicable)
- Public sector intranet for secure information sharing within federal, state and local government bodies
- HR intranet to maintain employee privacy and information within an organization
Advantages of Intranet
Ease of Centralization
Organizations have thousands of files, which need to be readily available for the users to locate, read or modify. Intranets centralize all of this data and ensure users have access to everything they need. This ready access to files, paired with a powerful search function, can lead to a significant increase in productivity among users.
Ease of Communication
Intranets can also have added social networking features that allow organization members to interact, communicate and collaborate easily, which encourages a healthy workplace culture.
Ease of Access
The intranet can be accessed at any time and, provided you know how to use a VPN, from anywhere.
Disadvantages of Intranet
Difficulty of Implementation
Implementing a custom intranet — as opposed to purchasing intranet services hosted by a third party — requires considerable technical knowledge including software, hardware, networking and communication, and DevOps. In order to implement an organization-wide intranet, the expertise of one or more engineers proficient in these fields will be necessary.
Complexity for Users
Intranets can grow to such lengths as to make it quite difficult for the novice user to navigate them. A bad intranet design can also contribute to user frustration and disengagement. In such cases, an onboarding process for new users will be of great help.
Complex Management
Behind every great intranet is a great intranet management strategy.
Due to the sheer amount of information that an intranet holds, information management is crucial to avoid chaos spreading across the organization. This includes having a carefully planned content strategy, a proper intranet page layout with logical flow of information and a good UX design, among other things.
User management, user onboarding and support, and analytics are other key tasks in intranet management.
Security Risks
Although intranets are private networks, they are nevertheless vulnerable to both internal and external security threats. External threats can include viruses, worms and other types of malware. Internal threats can include weak passwords, unencrypted data and incorrect access control policies.
Frequently Asked Questions
What is an intranet?
An intranet is a private network used by an organization to securely share information, communicate internally and store data accessible only to authorized users.
How is an intranet different from the internet and an extranet?
An intranet is private and limited to an organization’s internal users, while the internet is a public network accessible to anyone. An extranet, by contrast, extends intranet access to approved external users such as partners or clients.
Why do companies use intranets?
Companies use intranets to centralize communication, manage internal information and support workflows across departments, enhancing collaboration and data security.
