INTRANET VS EXTRANET
The Essential Guide To Understanding What’s What
INTRANET VS EXTRANET
Let’sface it; technology can beconfusing. And it doesn’thelp when the jargonallsoundsthe same—intranet,extranet… internet vs extranet. What’sthedifference?
In thispost, we clearupsomeoftheconfusionandsetthe record straighton intranet vs extranet. Using easy-to-understandlanguage, we will setoutwhateachplatformdoesas we discuss thedifferences and similarities.
Thebottom lineis intranetsandextranets will increaseefficiencies, streamline workflows and improve communications. However, with anintranet,theemphasis is internal,whereas it’s external with an extranet.
What’sthe best optionforyou?Theaimhere is to help you make an informedchoiceabouttherightsolutionfor your business. Sharingrealexamples, we demonstrate the contributionanintranetandextranetcan make within thedigitalworkplace.
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UNDERSTANDING THE BASICS
INTRANET
An intranet is a secure online, internal communication and information network.
EXTRANET
An extranet,is a secure online, external communication and information network.
Use it to enhance your organization’s day-to-day operations.
Intranets support every business activity from water cooler chats, information and file sharing, to corporate newsfeeds, calendars, and collaborative forums.
It’s designed to support information and file sharing, rapid communication, and fluid collaboration with external partners. It could be clients, vendors, franchisees, or suppliers.
Most often, businesses use extranets to gain efficiencies and add value to customer and supplier relationships.
An intranet is for your internal people to use, whereas an extranet is for internal and external people to use together.
ADVANTAGES OF USING AN INTRANET
An intranet platform delivers many business benefits. Here are just a few highlights.
Improved Internal Communications
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From corporate messages and transactional comms to casual conversations, the intranet improves and enhances anytime, anywhere internal communications. Take your pick from instant messaging, blogs, newsfeeds, and videos to connect managers and staff no matter their location.
Streamlined Workflows And Approvals
Online workflows and approval processes speed up decision-making. And they reduce the possibility of information going missing or human error creeping in. The intranet’s online forms will increase productivity while saving you time and money.
Centralized Corporate Information
The intranet is the central, go-to hub for all company data. Using a self-service approach, employees can easily find information. Whether it’s a product specification, marketing strategy, or SOPs, the intranet is the organization’s single source of truth.
Easier Collaboration and Joint Working
With remote working now the new normal, the intranet provides endless opportunities to collaborate. Online forums and project spaces allow teams to brainstorm, share insights, problem solve, and work collaboratively. Embed Google Workspace or Office 365 apps for real-time editing and secure document storage.
ADVANTAGES OF USING AN EXTRANET
Extranets offer a simple solution for data exchange, collaboration, and knowledge sharing with external partners. Here are just a few of the many benefits.
Enhanced Data and Information Sharing
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Extranet software enables you to exchange large volumes of data with external partners in one secure platform. What’s more, interactions take place in real-time. Whether it’s inventory management, customer orders, or knowledge sharing, extranets streamline processes and provide a better customer experience.
Guaranteed Safety and Security
The latest online security features safeguard all extranet communications. Data exchanges are encrypted over a VPN, protecting confidential and sensitive data. And integrated controls restrict access to those personnel that need it. These features are critical in the context of many industries, such as healthcare.
Improved Collaboration and Knowledge Sharing
Just as your employees have more opportunities to collaborate and share knowledge, so too can your partners. Project management with external partners becomes a whole lot easier. Clients and employees can share documents, ask questions, and problem-solve in one central virtual space.
Increased Customer Satisfaction
Extranets are working for you 24/7. Clients and customers have open-all-hours access to data, tools, and information. Extranets help break down the barriers caused by different time zones, work schedules, and locations. The result is an enhanced customer experience and increased satisfaction.
FINDING COMMON GROUND
Though intranets and extranets have been developed to perform different functions, there are several similarities. The simple fact is that extranets are, in essence, an expanded form of the intranet.
As we have seen, both exist to drive collaboration.
An intranet makes it easy to communicate with your internal staff.
And it also supports cross-team communications. One uniform platform is a more effective channel for senior leaders to broadcast corporate messages. Furthermore, team pages enable collaboration on specific projects in real-time, supported by team chat and file sharing.
Extranets function in a similar way to facilitate collaboration with partners.
Instead of messy email chains and phone calls bouncing back and forth, organizations collaborate with customers and suppliers more effectively. All communication takes place in one easy-to-use platform. Information and file sharing becomes a whole lot easier, increasing access to knowledge for both parties.
FINDING COMMON GROUND
Another feature shared by intranets and extranets is that both are accessible remotely. Thus, intranets and extranets enable flexibility, convenience, and efficiency.
For intranets, this dramatically increases the efficiency and effectiveness of remote workers and non-desk-based staff. For example, service technicians simply log on from their smartphones and access all the information they need to tackle an issue. With more employees than ever telecommuting, businesses can offer flexible working without reducing engagement or productivity.
Similarly, extranets enable third-party information and communications to occur on the fly. Rather than relying on email, both parties have instant access to information through the extranet.
Finally, both platforms include impressive functionality that streamlines many standard business processes.
Intranets provide information sharing, newsfeeds, private forums, company calendars, data storage, and much more.
Extranets build on this functionality, offering higher levels of data sharing.
INTRANET VS EXTRANET: AREN’T THEY THE SAME THING?
Because intranetandextranetboth sound thesame, many mistakenly believetheydothe same thing. As we haveseen, both function in overlapping areas. However,they also have distinct differences, mainly focusingon intent.
Oneofthekeydifferences is engagement.
Engaging internal staff is often the driving force behindan intranet. Whether it’s celebrating achievements, promoting company culture, employeerecognition, or sharingcompanynews, intranetsare designed around staff engagement. They putthe ‘social’ in business socialnetworks. Intranets increase productivitybypromotingmorale,companyculture,and cross-functionalrelationships.
Although stilla fantastic tool for engaging with externalpartners, extranets have a different emphasis. Their intent is moreabout clear, efficientcommunication and the secure exchange ofdataand knowledge.
The valuepropositionofthe two technologies is, therefore, slightly different. Extranet software adds value to customers andsuppliers. The increasedtransparencyofdata,reduced errors, andenhancedresponse times contribute to more efficientrelationships with externalpartners.
By comparison, intranets are muchmore internallyfocused. They add value to theorganization itself byimprovingcommunications,collaboration,andengagement.
INTRANET VS EXTRANET –WHICH OPTION WORKS BEST?
Equipped with a betterunderstandingof the functionsofintranets vs extranets, it’s time to choose the best platformfor you.
To help you make thatchoice,hereare some real-life examples ofhow organizationsareusing thesoftware.
INTRANET USE CASES
Idaho Lottery
For MyHubcustomer Idaho Lottery, internal communications was the driving force behind the intranet. Employees work throughout the state and are often out on the road. Plus, the organization had concerns about the security of its sensitive information and data.
KenectRecruitment
MyHubcustomer Kenect Recruitment is using its intranet to support streamlined business processes and workflows. The company operates a franchise business model and has several office locations.
The introduction of an intranet has simplified internal communications. All staff are kept informed and updated through one central platform. What’s more, employees can securely share information with head office from any location.
Idaho Lottery has even set up an extranet arrangement. The extranet has made it easier to share marketing and promotional materials with external vendors.
KenectRecruitment uses intranet-embedded Google Workspace apps for more efficient operations. One example is the introduction of league tables based on branch performance. Before, the company used email to circulate league tables. However, the data quickly became out of date, which impacted its effectiveness as a motivation tool. The introduction of intranetembedded Google Sheets has transformed the friendly inter-office competition. All data is now in real-time and is readily accessible to staff.
Find out more about how Idaho Lottery is using an intranet here.
Check out the Kenect Recruitment case study for more information.
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EXTRANET USE CASES
Sass Business consultancy firm Sass provides accountancy, book-keeping, marketing, and HR to various companies, including SMEs. Sass set up an extranet to provide clients with round-theclock access to expert knowledge, documentation, and training resources.
Each client has a secure login and private folders to store confidential business information. Plus, they can access a subscription-based library packed with useful resources. The extranet means clients can draw on specialist training videos, business templates, FAQs, and help when they need it. Sass clients feel supported 24/7. And it has reduced the business’s central overheads as Sass staff are no longer on call all the time.
P4B Law Specialist employment law practice, P4B Law, uses an extranet to keep clients updated with case law changes and judgments.
The extranet allows P4B to provide tailored services to individual clients, depending on their needs and interests. And it means the practice can quickly get information out to clients.
The responsive, flexible service has increased customer satisfaction. Plus, clients have complete confidence they are accessing up-to-theminute information. And in the field of employment law, this feature is critical.
Find out more about the difference the extranet has made to Sass customers here.
More information on P4B Law’s extranet is available here.
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EXPERT HELP AND ADVICE
When considering which option is best for your business, ask yourself:
What are we trying to achieve here?
Do we want to improve our customer interactions? An extranet will help you communicate better, streamline processes, and share large amounts of data with third parties.
If the driving force is more efficient and effective relationships with external partners, then an extranet is probably the best choice.
Or perhaps your focus is more internal. Maybe you want to improve internal communications, collaboration, and employee engagement.
If employees struggle with remote working and internal communications is an issue, an intranet will work wonders.
EXPERT HELP AND ADVICE
Many companies find that an intranet is a great launching pad for a fully functional extranet.
Because of the similarities and the internal benefits on offer, starting with an intranet means employees get used to using the platform. Moving on to an extranet is then a much smoother transition.
The team at MyHub is here to help.
Our experience covers intranets and extranets of all shapes and sizes. We have the knowledge and expertise to help you make the right decision.
Sign up for a free 14-day trial of MyHub’s software or book your free demo here.
