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Glossary Item

Intranet

An intranet is an internal communications and collaboration platform accessible only to an organization's staff. Often described as a 'private version of the Internet,' an intranet offers the familiarity of a web experience but with content and tools tailored exclusively to your business's needs and available only to your team members. 
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Intranet meaning and definition

It’s a secure network where a company’s employees and trusted partners can share information, communicate effectively, and work together effectively. It is also a home base where companies store and organize policies, guidelines, and standard operating procedures.

Some of the key things an intranet can provide are:

  • A way to safely share internal information
  • Improved communication between leadership and employees
  • Increased alignment between cross-functional teams


An intranet acts as a company’s digital HQ and go-to resource for employees to stay informed. It’s an invaluable tool for keeping teams connected to each other and their company’s culture and mission.

Traditionally, many organizations use SharePoint or custom platforms as their intranet. But as the world of work has changed, new user-friendly solutions have emerged, with benefits to meet the evolving needs of employees.

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Benefits of an Intranet

The benefits of implementing an intranet are vast, affecting many aspects of workplace dynamics and operational efficiency:

  • Improved communication: Centralized announcements, social intranet features, and the dissemination of company news keep everyone in the loop, fostering a more informed workforce.
  • Enhanced collaboration: Whether your teams are under one roof or spread remotely across the globe, intranets offer a variety of tools to collaborate, from document sharing to team workspaces.
  • Streamlined processes: Automate and integrate workflows, from leave requests to expense approvals, all within the intranet. This reduces manual tasks and frees up time for more strategic activities.
  • Cultivation of company culture: By making the company’s mission, values, and resources readily accessible, an intranet can reinforce company culture and enhance employee engagement.

Uses of an intranet

An intranet serves multiple functions within a growing business:

  • Resource distribution: From HR documents to training materials, employees can find all necessary resources in one place.
  • Project management: Keep all project-related correspondence, schedules, and files in one dedicated space that’s accessible to all project members.
  • Knowledge sharing: An intranet is a repository for company knowledge, best practices, and market intelligence, enabling employees to make better-informed decisions.

Intranets, internet, and extranets: understanding the differences

Each of these networks serves a distinct purpose, catering to different communication and information management needs.

What is an Intranet?

Think of an intranet as a private internet just for your company. Only employees or members of your organization can access it. It’s like a secure clubhouse where all the internal communications, documents, and tools your team needs are housed.

What is the Internet?

The internet, on the other hand, is a vast public network that anyone can access. It connects millions of people and businesses worldwide, allowing them to share information, communicate, and interact globally. It’s like a public square where everyone meets.

What is an extranet?

An extranet is similar to an intranet, but it’s designed to be accessed by specific external users like suppliers, partners, or customers. You can think of it as a VIP area within the clubhouse where special guests who aren’t part of your organization can interact with select resources.

Best practices for intranet management

To maximize the effectiveness of an intranet, consider these best practices:

  • User-centric design: Ensure the intranet interface is user-friendly and responsive to encourage usage.
  • Regular updates: Keep content fresh and relevant to maintain user engagement and ensure the intranet remains a valuable resource.
  • Feedback channels: Implement mechanisms for users to provide feedback on the intranet’s functionality and content, promoting continuous improvement.
  • Security measures: Since intranets often contain sensitive information, robust security measures are essential to protect against unauthorized access and data breaches.


To underscore the value of an intranet, consider this: according to a recent study by the Nielsen Norman Group, companies with well-implemented intranets report an average 30% increase in operational efficiency due to improved communication and faster information retrieval. 

This vividly illustrates how an effective intranet can be a game-changer, empowering your team to work smarter and accelerating your business towards its growth goals. As you contemplate the future landscape of your business, remember that an intranet isn’t just a tool—it’s an investment in your company’s cohesion and success.

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Lisa Steingold

Lisa Steingold is the Content Marketing Manager for Whale. She's authored 4 books and is obsessed with helping teams unlock the next level of growth. (And riding her bicycle)

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