Web-Based Intranet Services

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.

There are a few disadvantages to Web-based intranet tools: Security can be an issue if the service doesn't properly authenticate users, and some products won't work through a network firewall without special reconfiguration. And although established companies such as Lotus and Novell offer Web-based versions of their groupware products, many other firms in this market face uncertain futures. When you work with a Web-based software provider, always be sure there's a provision to recover your company's data if the provider goes out of business or if you decide to switch to a different provider.

Evaluating the Service
When you evaluate Web-based intranet services, find out exactly what they offer. But don't always expect the service that has the most features to be the best. If you only need one or two features, find a tool that focuses its efforts in those areas. You want a service that has the security you need, including password protection and secure online connections, to work over the Web. You also want to know how easy it is to set up and use a service. Finally, ask yourself whether or not you can afford the price and if there are similar products that cost less.