Toby Ward's definition of an intranet (first committed to paper in 2001 in the Finding ROI white paper):

A private network, similar to the Internet and using the same protocols and technology, that is contained within an enterprise. It may consist of many inter-linked local area networks (LANs), desktop computers, websites and portals, and email system(s). However, in common vernacular, the intranet is the internal website home page that is for employees only -- and the other internal websites that link to it.

Wikipedia definition of an intranet:

An intranet is a private computer network that uses Internet technologies to securely share any part of an organization's information or operational systems with its employees. Sometimes the term refers only to the organization's internal website, but often it is a more extensive part of the organization's computer infrastructure and private websites are an important component and focal point of internal communication and collaboration.

No surprises, really.

Another term that causes confusion, more so than the intranet, is “portal” or “corporate portal” (sometimes referred to as an “enterprise information portal”).

Toby Ward's definition of an intranet portal (first committed to paper in version 2 (2003) of the Finding ROI white paper):

A primary website on the enterprise intranet. A web-based gateway to most, if not all, tools and information on the enterprise intranet. The portal can be a ‘catch all’ for all of the intranet, or a business unit or function specific portal (i.e. Sales or HR portal). The characteristics that best distinguish it from a standard intranet home page include:

1- application integration

2- advanced security (authentication / authorization / personalization)

3- enterprise search (search that extends beyond the intranet home page, but doesn't necessarily search every single shared drive, email folder & enterprise database).

Wikipedia definition of an intranet portal:

An intranet portal is the gateway that unifies access to all enterprise information and applications[1] on an intranet. It is a tool that helps a company manage its data, applications, and information more easily, and through personalized views. Some portal solutions today are able to integrate legacy applications, other portals objects, and handle thousands of user requests. For enterprise user, it is also known as an enterprise portal.

Now the lines blur somewhat as different consultants and vendors use different definitions (mostly to serve their sales needs). I've never seen a portal that “unifies access to all” enterprise information and applications, though “unifies access” is open to interpretation. If a simple hypertext link to a database qualifies as unified access then perhaps this is true. However, this is why my definition for the past 6 years was written to say “most, if not all, tools and information.” I don't think a portal is an “all” or “nothing” scenario, but it certainly seems to fit if the portal unifies “most” information and applications.

Why are we even talking about this?

The question once again arose last week when I wrote about the importance of strategy and planning for an intranet (see Intranet strategy & execution). An intranet strategy (which may include one universal plan or multiple plans) should encompass all internal facing websites, and apply standards across the network, including all social media, email and related systems.

The intranet strategy should include the use of a portal (where applicable), internal websites, social media, shared drives, and related knowledge management systems. Exclusions might include specialized applications that are for a small, minority audience such as senior executives and the finance team (e.g. Oracle financials, board of directors extranet, CRM system, etc.)

Here's the rub: regardless of your definition, you require a solid intranet strategy that defines what can be done by whom (roles and responsibilities) and according to defined standards (rules).

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RELATED READING:

Intranet strategy & execution

Finding ROI (Intranet ROI) white paper (free)

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An intranet strategy has definition, is well documented and shared by all stakeholders, and has key performance indicators (KPIs) or metrics. The strategy provides direction for executable actions (in the context of this article, we will treat strategy as synonymous with plan, though a strategy in the broader definition might contain many plans). For an intranet, a typical strategy would include the following elements:

• Vision

• Mission

• Target audience definition / segmentation

• Governance

• Goals

• Objectives

• Action plans

• KPIs (or CSIs)

Methodology

When looking at strategy at it relates to the process of developing or redesigning an intranet, strategy encompasses the first two phases of Prescient Digital Media's Intranet Project Methodology © 2009, Assessment & Planning.

1- Assessment – understanding the needs and requirements for the intranet

2- Planning – strategy development including the governance model and design

3- Technology – where execution begins with the selection of the technology

4 – Implementation – “the rubber hits-the-road” execution of the strategy

5- Marketing – communications, change management, and promotion

Execution

“A very general definition of the term “implementation” is execution of an idea, plan, design, model, standard, algorithm, or policy,” writes Prescient Digital Media's Cathy Mcknight in Implementing your intranet plan and other dastardly deeds. “In the realm of information technology, an implementation is the realization of a technical specification as some type of computer related system or applications. The key words being; plan, specification and realization.”

In short, if your plans are sound, then execution is relatively straight-forward: everyone knows their job, the schedule, and the budget. This of course is easier said than done and requires strong project management to ensure that all plans are executed as directed. Of course, even the best plans and projects have hiccups; all technology projects hit barriers and are challenged by problems (technology is imperfect, almost as imperfect as the people implementing the technology). To overcome these problems and challenges requires the aforementioned detailed plans, and a strong project manager or three that has experience steering intranet projects.

The intranet is not just a piece of technology; not merely an IT project, nor is it a communications vehicle or channel; the intranet is a business system that should represent and support all areas of the business. In fact, the intranet is one part technology, and many parts people and process, that requires a detailed strategy (plans) to ensure all work in tandem. No complex system such as an intranet can adequately support a company and a workforce without a thorough strategy.

Read more on intranet strategy: Intranet strategy - planning a successful intranet

Read more on implementation: Implementing your intranet plan and other dastardly deeds

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Toby Ward, a former journalist, prominent writer, speaker on intranets and intranet planning, is the President of Prescient Digital Media. To learn how to undertake effective intranet strategy please see our intranet service offering The Intranet Strategy , or download the free Good-To-Great Intranet Matrix. For more information, contact Prescient directly.

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