Web-Based Intranet Services

Small businesses that want an intranet but don't have the funds or staff to build one can use inexpensive Web-based services that provide many of the same features. These "instant intranet" sites give your employees a way to communicate with one another, access company documents, and store files — either in the office or on the road.

Web-Based Intranet Services Explained
Intranet services use a variety of names, including "groupware" and "teamware." Before you select a product, look at its feature set carefully; each tool offers a slightly different package of services, and it's important to determine which one will best meet your needs. Their feature sets vary, but most include group calendars, a contact manager, a document manager, quick publishing, bulletin boards, virtual conference rooms, e-mail, and online file storage. What makes these Web-based services different from standard applications is that instead of downloading a program or installing shrink-wrapped software, you access and use these tools over the Internet through any standard Web browser.

Pros and Cons
Although larger corporations might install enterprise groupware applications such as Lotus Notes, small businesses usually don't have the resources for these large-scale systems. Web-based intranet services cost much less — most charge either a one-time fee of up to $50 or a monthly fee for each user, usually between $5 and $25. Web-based intranet services offer many advantages: They can enhance team productivity, save money, encourage communication, protect sensitive data, and keep employees up-to-date. These services are also very easy to set up and use; if you know how to use a Web browser, you know how to use an intranet service.