Keep in touch with office through an Intranet connection

Vishnu K. Mahmud, Contributor, Jakarta

Imagine a small crisis. Your client asks for changes. All modifications to the contract must have the approval of your boss, who is currently overseas. In order to make the correct business decision, the boss needs access to the massive client files (which is currently located in the office server in Jakarta) and must discuss the situation with you.

How can you resolve the situation without megabytes of e-mail, expensive long distance calls and tons of faxes? With a corporate intranet of course. The boss will be able to access the client files, chat online with all managers involved and make the necessary decision. All without leaving his poolside deck chair.

Also known as "Groupware", an intranet is similar to the internet, albeit on a more limited scale compared to the internet's global reach. In essence, an intranet can be defined as a corporate portal or website accessible only by company personnel within their local area network and beyond. It can be accessible via the internet, secured by a username and password.

Why are more and more companies installing intranets? An intranet can be the corporate information center for an entire department, division or company. Employees will be able to share data files easier without messing about with network logins and protocols. Administration will be able to provide company documents and forms within the network for all to peruse and fill out.

Management can quickly disseminate the latest news and quarterly targets to the corporate masses. Sales executives can access and update client information from the road. Employees will be able to collaborate on projects and discussion groups even if they are in separate country offices. The benefits go on.

The additional plus is that an intranet is a private site that is only accessible by employees. You can make it as secure or as accessible as you wish.

The ideal intranet should have an easy to use interface that can be accessed from any kind of computer armed with an internet connection and web browser. With this simple interface, any computer (from an old 386 computer to the latest AMD Athlon chip) or Personal Digital Assistant would be able to access the information necessary from anytime, anywhere. With a simple interface, even the newest of computer newbies will have no problems using the intranet.

Is such a concept worth it? An intranet is like having the company's own Yahoo! website, where all the news, tools and information is at the employee's fingertips. No more costly distractions, confusing system logins and administrative delays. Companies could efficiently share and distribute information, providing a faster decision-making process, effective internal communications and instantaneous feedback.

How secure can it be? An intranet is no more vulnerable than any other web server. It must be professionally maintained and secured, with the correct patches and protocols. You can use Virtual Private Network (VPN) technology to encrypt its communication between the server and users. You can use Secure Sockets Layer (SSL). But it all comes down to the username and password. Make sure the passwords are changed frequently. Beyond that, the benefits outweigh the risks.

Executives on the road don't need their own laptops to access the company intranet as almost every hotel nowadays has an internet-enabled computer available in their business centers. You can even access them from internet cafes or warnets.

How much does an intranet cost? You would be surprised to know it does not cost an arm and leg. Web based intranet systems can be custom made from internet technologies allowing for secure yet flexible applications. There are countless of companies in Indonesia offering Intranet systems including EB Desk Indonesia, IntraPrima and M-Web Indonesia.

There are even internet sites that offer intranet features online. Websites such as Intranets (www.intranets.com) offer the same functionality, allowing organizations or groups of people to set up their own private intranet space on the internet. For those who want to try an open source version for intranets, you can download and install Linux Intranet Server.

One drawback of an intranet is there are now no more excuses for people not to check in the office, even if they left their laptops at home. With the evolution of cellular technology, people would soon be able to access the office with their hand phones. And when that happens, you can definitely take the office wherever you go. You can make all those important business decisions under a palm tree on the beach!