Uses of Intranet

The information placed on an intranet server can be accessible by all the users on a network regardless of geographical location, as intranet is extendable to remote workers through controlled access to internal information. Intranet provides a central place to the people of an organization to produce and consume information, communicate and collaborate with each other. The intranet can be used for the following purposes:

• Information Publishing: This means to deliver news, announcements, e-mail and telephone directories, policies and procedure manuals in easy and more accessible mode.

 • Internal e-mail: This allows a two-way flow of information, i.e., users can get information and send their requests, queries and complaints to the concerned persons. In other words, intranet e-mail can serve as help desk for the users. In addition this will promote forum discussions. • Document management: Intranet makes documents available to the users on request. This boosts the accessibility to information.

 • Workflow: This would enhance the online administrative processes in each department, such as human resources, sales/marketing, finance and management, also Online training: Intranet can provide online training to its users.

ADVANTAGES OF THE INTRANET

 Intranet provides a platform that easily allows its users to get required information from any department of the organisation whenever needed. It is a powerful tool for collaborating, project managing, data collecting, and presenting results of analyses. Numerous benefits are associated with the use of the intranet as the web technology can be applied in wide area networks as well as small-to-medium sized local area networks.

The Intranet Can Promote a Paperless Office The intranet technology is an excellent way to publish large number of frequently changing documents within a corporation e.g., company policies, Organizational Problems and Intranet Technology 1025 Let us take an example of the Company Policy, which is printed and distributed to employees in the form of ring binder. If we simply put the Company Policy on the intranet we can quantify the savings. If the cost to publish and distribute the manual is Rs 300 and 1,000 people in the company need a copy, the first print run costs Rs 300,000. If 20 percent of that information is out-of-date three months later and has to be revised, republished and redistributed, the update will cost Rs 60,000. The same information can be published and updated on the intranet without any additional cost. procedure manuals, directories, newsletters, technical support manuals etc.Besides, by posting these documents electronically, an organisation can save money on printing and distribution. As an example, consider the case of a human resource department. In order to fulfil its objectives, it needs a lot of paper to be circulated in its offices in printed and published form. An intranet can make the information distribution timely and accurate to the staff members working at the headquarters as well as to those who are working in remote offices within and outside the country.

Similarly, in order to maintain an updated record about the employees, essential information can be collected through the intranet. All the employees can have access to the updated rules and regulations and their personal records. For example, they can check the following from intranet: policies and rules and regulations; details of health and other benefit programmer; the number of vacations that are accumulated in their account; details about present and past customers/clients and partner companies; any change in the organisational set-up; details of performance related compensation schemes; forthcoming important events; information on new employees in the office; etc. They can submit their requests/applications regarding various requests and can get response through intranet. This not only saves time in sending and receiving but also saves money that is involved in printing and handling and distribution.

By JOSHUA HELENA M

BAPRM 42571