Intranets

An intranet is a private network which is deployed within an organisation using internet protocols. Intranets are primarily used to share information with internal staff. Unlike the internet, intranets often have an inherent logic based on the day-to-day processes and activities carried out by staff to both do their job and interact with their organisation. This may be reflected in the language that is used and the information architecture. They present information targeted at supporting the organisation and its areas of information, service and business differentiation.

Australian Government intranets are used to facilitate information sharing and communications across an agency or department.

Tell Me About?

Intranet applications

A growing number of applications have been successfully implemented on an intranet. Examples include:

• distributing information within an organisation (organisational newsletters)
• automated communications
• workflow management
• data collection from disparate workstations
• distributing video and sound files to the desktop
• combining data from multiple sources (databases, text files, mailing lists, etc)
• online procedure manuals
• registration forms for courses
• surveys.

Who runs or ‘owns’ the intranet?

Generally the ‘owner’ of the Intranet is determined by internal politics. In essence, the system could be implemented either as a centralised system or a decentralised system (or a combination of both). It is not uncommon for organisations to start with a centralised approach (where the IT or marketing department is responsible for its operation) and then progressively move to a more decentralised approach (where the individual sections have responsibilities for selected areas).

Design and content

The design and content of intranet sites should reflect the different motivations of intranet users. Successful Intranet sites assemble useful information, organise it into logical systems, and deliver it in an efficient manner. They allow employees to get exactly what they need quickly and then move on.

Institutional intranets are no longer just for a technological minority. Patchy, heterogeneous design and a lack of cohesive central planning can cripple any attempt to realise productivity gains through an intranet.

Navigation: time is money

The following real-life example is of a company with a highly computer literate work-force that intensely uses computers and systems in their daily work practices. For other organisations, the level of computer and system usage may not be as high, therefore the calculation of savings would need to be reworked for that organisation.

Example

Sun Microsystems’s internet and intranet sites are models of a consistent, in-depth approach to design for the web. User surveys show the average Sun employee uses about 12 intranet pages per day, and about 2 new intranet sub-sites each week. Sun estimates that their redesigned intranet user interface could save each employee as much as five minutes per week through consistent, company-wide application of design and navigation interface standards. The aggregate savings in Sun employee time may amount to as much as $10 million dollars a year, through avoiding lost productivity and by increasing the efficiency with which employees use the company’s intranet sites.

Why Must I?

Many requirements for Australian Government internet sites also apply to Australian Government intranet sites.

How Do I?

• Designing and Managing an Intranet (AGIMO, Better Practice Checklist)

Who Can Help?

Intranet Peers in Government (mailing list, forums and more)

For assistance contact:

Better Practice
Australian Government Information Management Office
Department of Finance and Deregulation
better.practice@finance.gov.au