Keep in touch with office through an Intranet connection

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!