Internal communication and collaboration between employees are essential to a company’s success. A well-designed intranet site can transform the way employees, project teams and company departments interact, share information and work together.
This article explores the benefits of intranet sites, key features, and how Altosor Communication can help you create or redesign your intranet to meet your company’s specific needs.
1. What is an intranet?
An intranet is a private computer network used by an organization to facilitate internal communication, collaboration and information management. Unlike the Internet, which is accessible to the public, an intranet is reserved for company employees and is secured to protect sensitive information.
What’s the difference between an Internet site and an intranet site?
The main difference between an Internet site and an intranet site lies in their accessibility and use. An Internet site is accessible to everyone via the web and is used to share information with the public. An intranet, on the other hand, is a private network accessible only to company employees, used for internal communication and resource management.
How do I connect to an intranet?
To connect to an intranet, employees generally need a login and password provided by the company. Connection can be made via a web browser by entering the intranet URL, or by using a virtual private network (VPN) for remote access. Browsers can be configured to access the intranet site directly, facilitating access for users.
What are the different types of intranet?
There are several types of intranet, each with its own specific features4 :
- Classic intranet: Mainly used to distribute information centrally, such as news, procedures and directories.
- Collaborative intranet: Integrates collaborative work tools such as messaging, videoconferencing and project management to facilitate interaction between teams.
- Social intranet: Includes social features enabling employees to create profiles, publish, like and comment on posts, promoting engagement and collaboration.
How much does an intranet cost?
The cost of creating an intranet can vary considerably depending on the size of the company, the number of users and the functionality required. In general, a turnkey intranet can cost between €5,000 and €30,000, while a customized intranet starts at €5,000 and can exceed €50,000. Costs include development, customization, hardware, software licenses such as the Microsoft 365 licenses we install, and maintenance of your intranet.
How do you set up a company intranet?
Setting up a corporate intranet involves several key stages 8 :
- Define clear objectives: Identify business needs and desired functionalities.
- Choosing the right solution: Select an intranet software package tailored to your company’s needs.
- Structuring content: organize information and resources in a logical, accessible way.
- Manage access: define access rights and authorizations for users.
- Deploy the intranet: Set up the network and train employees in its use.
- Support and maintenance: Provide ongoing support and regularly update the intranet to meet the company’s evolving needs.
How long does it take to create an intranet site?
The duration of a project depends on its complexity and customer requirements. It can range from 4 weeks to several months, depending on the tasks involved and the volume of information to be managed. Our intranet experts can give you a precise idea of the duration of your intranet project.
1. Why use a corporate intranet?
Improving internal communication
An intranet site plays a crucial role in improving internal communication within a company. It centralizes all relevant information, making documents, announcements and procedures easily accessible to all employees. Features such as discussion forums, instant messaging and internal blogs facilitate exchanges and reinforce team cohesion. By reducing the need for cumbersome e-mail communications, the intranet offers more direct and targeted communication channels.
Centralized information
Centralizing information is a crucial aspect of an effective intranet site. It involves bringing together all important company data in one place, accessible to all employees. This includes documents, company policies, announcements, human resources and much more. By centralizing information, companies can improve operational efficiency, as employees no longer need to search for information scattered across different systems. Centralization also ensures that information is up-to-date and consistent, reducing errors and misunderstandings.
Information security
The security of information is just as important as its centralization. A well-designed intranet must include robust security protocols to protect sensitive corporate data. This includes access rights management, user authentication and data encryption. By centralizing information on a secure platform, companies can better control access to data and guarantee its integrity and confidentiality. Traceability of access and modifications also helps to detect and prevent security breaches.
Increased productivity
A well-designed intranet can significantly optimize work processes. It offers project management tools that track tasks, deadlines and responsibilities, improving efficiency and productivity. Shared calendars make it easy to plan events and meetings, while collaborative workspaces enable teams to work together on projects in real time. By offering the best working conditions, an intranet helps to make employees more productive.
Strengthening corporate culture
The intranet also plays an essential role in reinforcing corporate culture. It provides a platform where employees can share ideas, successes and events, creating a sense of belonging and promoting corporate values. Corporate social networks integrated into the intranet enable employees to connect and collaborate across departmental boundaries, fostering a culture of openness and innovation.
Facilitating teleworking
With the increase in teleworking, an intranet becomes even more essential. It enables employees to stay connected and collaborate effectively, wherever they may be. Online collaboration tools, videoconferencing and shared workspaces are key to facilitating remote working and keeping dispersed teams productive.
Our intranet design experts believe that a well-designed intranet site is a valuable asset for your company. By investing in an effective intranet, your company can create a more collaborative and productive working environment.
2. Key features of an effective intranet site
Intuitive user interface
An intuitive user interface is essential to ensure that all employees, even those less comfortable with technology, can use the intranet effectively. This includes simple navigation, clear menus and accessible tools. A well-designed interface reduces the time needed to find information and increases employee adoption of the intranet.
Ease of use for all employees
The intranet must be designed to be easy to use for all employees, regardless of their level of technological competence. This means offering tutorials, guides and accessible technical support. A user-friendly interface encourages regular use of the intranet and improves overall productivity.
Customization and flexibility
Every company has unique needs, and an intranet must be able to adapt to these specific requirements. Customization allows the intranet’s appearance and functionality to be modified to reflect the company’s culture and processes. Flexibility is also crucial to enable adjustments as the company evolves.
Customization options to reflect corporate culture
Customization options include the ability to choose themes, colors and layouts that reflect the company’s identity. This helps reinforce corporate culture and create a consistent, engaging work environment.
Data security
Data security is a top priority for any intranet. Robust security protocols, such as data encryption, user authentication and access rights management, are essential to protect sensitive information. A secure intranet ensures that company data is protected against unauthorized access and cyber-attacks.
Managing access rights and authorizations
Access rights management controls who can view and modify information on the intranet. Authorizations can be defined according to employees’ roles and responsibilities, ensuring that everyone has access to information relevant to their job. This helps maintain data security and integrity.
Integrate your Intranet with other tools
An effective intranet must integrate with the other productivity tools used by the company. This includes office suites like Google Workspace and Microsoft 365, as well as communication tools like Slack and Teams. Integration enables a smooth transition between different software and improves overall efficiency.
Compatibility with office suites (Google Workspace, Microsoft 365)
Compatibility with office suites enables employees to work seamlessly between the intranet and the tools they use every day. This includes access to emails, calendars, documents and other resources directly from the intranet.
Integration with communication tools (Slack, Teams)
Integration with communication tools enables employees to stay connected and collaborate effectively. Instant messaging, videoconferencing and file-sharing features facilitate real-time communication and project collaboration.
The bottom line is that an effective intranet site must offer an intuitive user interface, be easy to use for all employees, enable customization and flexibility, guarantee data security, manage access rights and authorizations, and integrate with other productivity and communication tools. These key features contribute to creating a collaborative and productive work environment.
To find out how to optimize your intranet and make it even more effective, contact Altosor today.
3. Intranet site redesign
Why consider redesigning your intranet site?
Redesigning an intranet site is often necessary to adapt to new technologies and changing business needs. Traditional intranets can become obsolete, with outdated user interfaces and limited functionality. Considering a redesign can solve these problems and deliver significant improvements.
Adapt your intranet to new technologies and changing business needs
Technologies evolve rapidly, and business needs change accordingly. A redesign can integrate the latest technological innovations and meet new employee and work process requirements. This includes the integration of new collaborative functionalities, modern communication tools and more efficient content management solutions.
Improve user experience and efficiency
A modern, intuitive user interface enhances employee experience and efficiency. The redesign simplifies navigation, adds useful features and makes the intranet more pleasant to use. A better user experience translates into faster adoption and more frequent use of the intranet, increasing overall productivity.
What are the steps involved in redesigning an intranet site with Altosor Communication?
1. Audit of existing systems
The audit of the current intranet is the first step in the redesign. It involves assessing the intranet’s strengths and weaknesses, identifying problems and determining where improvements are needed. This step enables us to understand what’s working well and what needs to be improved to meet the company’s current and future needs.
2. Definition of intranet site redesign objectives
Defining objectives is crucial to guiding the redesign. This involves identifying the new functionalities to be added, the improvements to be made and the expected results. The objectives must be aligned with the company’s overall strategy and meet user expectations.
3. Intranet site design and development
The design and development of the new interface are key steps. The aim is to create a modern, intuitive user interface adapted to the company’s needs. New functionalities are integrated to improve efficiency and collaboration. This phase also includes the creation of mock-ups and prototypes to validate design choices before final development.
4. Data migration
Data migration from the old intranet to the new must be carried out securely. It is essential to guarantee data integrity and minimize service interruptions. This step requires careful planning to ensure that all important information is transferred correctly, and that users can access data without problems.
5. Training and support for your teams
Training employees to use the new intranet is essential to ensure successful adoption. Ongoing support is also needed to answer questions and resolve any problems. Training can include live sessions, online tutorials and user guides.
Benefits of redesigning a corporate intranet
Improved employee satisfaction
A modern, intuitive user interface improves employee satisfaction. They find the information they need more easily and use the intranet more effectively. What’s more, a better user experience contributes to a more positive and engaging working environment.
Increased productivity and efficiency
New functionalities and improved user experience boost employee productivity and efficiency. Your human resources spend less time searching for information and can concentrate on their tasks. The integration of collaborative and project management tools also helps to better coordinate efforts and reduce redundancies.
Better adoption of new technologies
Redesigning an intranet means integrating the latest technologies and facilitating their adoption by employees. This helps to modernize the company and improve its performance. Employees are more inclined to use modern tools that meet their needs and are easy to use.
4. Creating an Intranet site with Microsoft SharePoint 365
Why choose SharePoint for your corporate Intranet?
Microsoft SharePoint is a robust collaboration and content management platform, integrated with Microsoft 365. It offers exceptional flexibility and scalability, tailored to the needs of businesses of all sizes. Here are just a few reasons why SharePoint is an excellent choice for creating an intranet:
- Integration with Microsoft 365: SharePoint integrates seamlessly with other Microsoft 365 tools, such as Outlook, Teams, and OneDrive. This enables smooth collaboration and centralized management of documents and communications.
- Flexibility and scalability: SharePoint can be customized to meet the specific needs of each company. It is also capable of adapting to business growth, offering scalable solutions that can evolve as needs change.
- Security and compliance: SharePoint offers advanced security features, including access rights management, data encryption and regulatory compliance. This ensures that sensitive corporate information is protected.
How to create an intranet with SharePoint
Creating an intranet with SharePoint involves several key steps:
Creation steps
- Select site type: Choose between a team site, which is ideal for workgroup collaboration, or a communication site, which is designed to share information across the enterprise.
- Choose a template from the many available: SharePoint offers a variety of predefined templates that can be used to speed up intranet site creation. These SharePoint templates offer consistent structures and basic functionality that can be customized.
- Customize the site to suit your company’s specific needs: Adjust intranet site elements to reflect your company’s culture and processes. This includes modifying themes, colors and layouts.
- Add features: Integrate document libraries, to-do lists, discussion forums and other collaborative tools to enhance productivity and communication.
the benefits of SharePoint Intranet templates
There are several advantages to using predefined templates to create an intranet with SharePoint:
- Faster creation: Templates enable you to get started quickly with a site structure already in place. This reduces the time needed for design and development.
- Consistent structure: Templates provide a solid foundation with essential functionality, guaranteeing a consistent user experience.
- Customization: Although templates are predefined, they can be customized to reflect a company’s culture and processes. This allows you to create an intranet that is unique and tailored to specific needs.
Microsoft SharePoint 365 offers a powerful and flexible solution for creating an effective intranet. With our Microsoft 365 consultants, and by following the creation steps and using the predefined templates, your company can quickly set up an intranet that improves communication, collaboration and productivity.
The benefits of a modern SharePoint intranet site for your company
A well-designed SharePoint intranet site is a valuable asset for any company. It improves internal communication, centralizes information, boosts productivity, reinforces corporate culture and facilitates teleworking. Key features of your company’s effective intranet site include an intuitive user interface, customization and flexibility, data security, and integration with other productivity and communication tools. Redesigning an intranet site allows you to adapt to new technologies, improve the user experience and increase operational efficiency. Microsoft SharePoint 365 stands out as a powerful and flexible solution for creating an intranet, offering predefined templates and customization options to meet the specific needs of each company.
Free appointment with an intranet expert
Altosor Communication is your ideal partner for the creation or redesign of your intranet site. Our web designers are ready to support you every step of the way, from needs analysis to employee training. We invite you to contact us for a free consultation and discover how an intranet site can transform your company’s internet communications. Together, we can create a more collaborative, productive and secure working environment.
About Altosor Communication
Altosor Communication is an innovative and versatile digital agency, specializing in website creation, SEO/SEA, and digital marketing. Our team of experienced and certified experts is dedicated to supporting companies in their digital transition and growth. We offer tailor-made solutions to optimize your online visibility and strengthen your brand image.
Expertise in intranet site creation
Our intranet design experts have extensive experience in the design and development of collaborative platforms tailored to the specific needs of each company.
SEO/SEA
The SEO SEO referencing team specializes in search engine optimization, ensuring maximum visibility and qualified traffic. We use proven SEA paid search strategies to improve your site’s ranking and attract relevant visitors.
Digital marketing strategy
Our digital marketing experts develop marketing strategies to promote your business online. Whether through advertising campaigns, social media management or content creation, we’ll help you achieve your marketing objectives and increase your sales.
Digital transformation with Microsoft 365
Altosor Communication also specializes in digital digital transformation with Microsoft 365. Our experts can help you migrate to the cloud, integrate productivity tools and set up collaborative solutions to improve your company’s efficiency.
