1. INTRANET VS EXTRANET
The Essential Guide To Understanding What’s What

2. INTRANET VS EXTRANET
Let’s face it; technology can be confusing. And it doesn’t help when the
jargon all sounds the same —intranet, extranet… internet vs extranet.
What’s the difference?
In this post, we clear up some of the confusion and set the record
straight on intranet vs extranet. Using easy-to-understand language,
we will set out what each platform does as we discuss the differences
and similarities.
The bottom line is intranets and extranets will increase efficiencies,
streamline workflows and improve communications. However, with
an intranet, the emphasis is internal, whereas it’s external with an
extranet.
What’s the best option for you? The aim here is to help you make an
informed choice about the right solution for your business. Sharing real-
examples, we demonstrate the contribution an intranet and extranet can
make within the digital workplace.
BOOST

3. An intranet is a secure
online, internal communication
and information network.
Use it to enhance your
organization’s day-to-day
operations.
Intranets support every
business activity from water
cooler chats, information and
file sharing, to corporate
newsfeeds, calendars, and
collaborative forums.
INTRANET
An extranet,is a secure online,
external communication and
information network.
It’s designed to support
information and file sharing,
rapid communication, and fluid
collaboration with external
partners. It could be clients,
vendors, franchisees, or suppliers.
Most often, businesses use
extranets to gain efficiencies and
add value to customer and supplier
relationships.
EXTRANET
UNDERSTANDING THE BASICS
An intranet is for your internal people to use, whereas an extranet is for internal and external people to use together.

4. ADVANTAGES OF USING AN INTRANET
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Easier Collaboration and Joint Working
With remote working now the new normal, the intranet provides endless opportunities to collaborate. Online
forums and project spaces allow teams to brainstorm, share insights, problem solve, and work collaboratively.
Embed Google Workspace or Office 365 apps for real-time editing and secure document storage.
Centralized Corporate Information
The intranet is the central, go-to hub for all company data. Using a self-service approach, employees can
easily find information. Whether it’s a product specification, marketing strategy, or SOPs, the intranet is the
organization’s single source of truth.
Streamlined Workflows And Approvals
Online workflows and approval processes speed up decision-making. And they reduce the possibility of
information going missing or human error creeping in. The intranet’s online forms will increase productivity
while saving you time and money.
Improved Internal Communications
From corporate messages and transactional comms to casual conversations, the intranet improves and
enhances anytime, anywhere internal communications. Take your pick from instant messaging, blogs,
newsfeeds, and videos to connect managers and staff no matter their location.
An intranet platform delivers many business benefits. Here are just a few highlights.

5. ADVANTAGES OF USING AN EXTRANET
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Increased Customer Satisfaction
Extranets are working for you 24/7. Clients and customers have open-all-hours access to data, tools, and
information. Extranets help break down the barriers caused by different time zones, work schedules, and
locations. The result is an enhanced customer experience and increased satisfaction.
Improved Collaboration and Knowledge Sharing
Just as your employees have more opportunities to collaborate and share knowledge, so too can your
partners. Project management with external partners becomes a whole lot easier. Clients and employees can
share documents, ask questions, and problem-solve in one central virtual space.
Guaranteed Safety and Security
The latest online security features safeguard all extranet communications. Data exchanges are encrypted
over a VPN, protecting confidential and sensitive data. And integrated controls restrict access to those
personnel that need it. These features are critical in the context of many industries, such as healthcare.
Enhanced Data and Information Sharing
Extranet software enables you to exchange large volumes of data with external partners in one secure
platform. What’s more, interactions take place in real-time. Whether it’s inventory management, customer
orders, or knowledge sharing, extranets streamline processes and provide a better customer experience.
Extranets offer a simple solution for data exchange, collaboration, and knowledge sharing with external partners. Here are just a few of the many benefits.

6. FINDING COMMON GROUND
Though intranets and extranets have been developed to perform different functions,
there are several similarities. The simple fact is that extranets are, in essence, an
expanded form of the intranet.
As we have seen, both exist to drive collaboration.
An intranet makes it easy to communicate with your internal staff.
And it also supports cross-team communications. One uniform platform is a more
effective channel for senior leaders to broadcast corporate messages. Furthermore,
team pages enable collaboration on specific projects in real-time, supported by
team chat and file sharing.
Extranets function in a similar way to facilitate collaboration with partners.
Instead of messy email chains and phone calls bouncing back and forth,
organizations collaborate with customers and suppliers more effectively. All
communication takes place in one easy-to-use platform. Information and file
sharing becomes a whole lot easier, increasing access to knowledge for both
parties.

7. FINDING COMMON GROUND
Another feature shared by intranets and extranets is that both are accessible
remotely. Thus, intranets and extranets enable flexibility, convenience, and
efficiency.
For intranets, this dramatically increases the efficiency and effectiveness of
remote workers and non-desk-based staff. For example, service technicians simply
log on from their smartphones and access all the information they need to tackle an
issue. With more employees than ever telecommuting, businesses can offer flexible
working without reducing engagement or productivity.
Similarly, extranets enable third-party information and communications to occur
on the fly. Rather than relying on email, both parties have instant access to
information through the extranet.
Finally, both platforms include impressive functionality that streamlines many
standard business processes.
Intranets provide information sharing, newsfeeds, private forums, company
calendars, data storage, and much more.
Extranets build on this functionality, offering higher levels of data sharing.

8. INTRANET VS EXTRANET:
AREN’T THEY THE SAME THING?
Because intranet and extranet both sound the same, many mistakenly believe they do the same thing. As
we have seen, both function in overlapping areas. However, they also have distinct differences, mainly
focusing on intent.
One of the key differences is engagement.
Engaging internal staff is often the driving force behind an intranet. Whether it’s celebrating
achievements, promoting company culture, employee recognition, or sharing company news, intranets are
designed around staff engagement. They put the ‘social’ in business social networks. Intranets increase
productivity by promoting morale, company culture, and cross-functional relationships.
Although still a fantastic tool for engaging with external partners, extranets have a different emphasis.
Their intent is more about clear, efficient communication and the secure exchange of data and
knowledge.
The value proposition of the two technologies is, therefore, slightly different. Extranet software
adds value to customers and suppliers. The increased transparency of data, reduced errors,
and enhanced response times contribute to more efficient relationships with external partners.
By comparison, intranets are much more internally focused. They add value to the organization itself
by improving communications, collaboration, and engagement.

9. INTRANET VS EXTRANET
– WHICH OPTION WORKS BEST?
Equipped with a better understanding of the functions of intranets vs extranets,
it’s time to choose the best platform for you.
To help you make that choice, here are some real-life examples of how
organizations are using the software.

10. INTRANET USE CASES
Idaho Lottery
For MyHub customer Idaho Lottery, internal
communications was the driving force behind
the intranet. Employees work throughout the state
and are often out on the road. Plus, the
organization had concerns about the security of
its sensitive information and data.
The introduction of an intranet has simplified
internal communications. All staff are kept
informed and updated through one central
platform. What’s more, employees can securely
share information with head office from any
location.
Idaho Lottery has even set up an extranet
arrangement. The extranet has made it easier to
share marketing and promotional materials with
external vendors.
Find out more about how Idaho Lottery is using an
intranet here.
Kenect Recruitment
MyHub customer Kenect Recruitment is using its
intranet to support streamlined business
processes and workflows. The company
operates a franchise business model and has
several office locations.
Kenect Recruitment uses intranet-embedded
Google Workspace apps for more efficient
operations. One example is the introduction of
league tables based on branch performance.
Before, the company used email to circulate
league tables. However, the data quickly became
out of date, which impacted its effectiveness as a
motivation tool. The introduction of intranet-
embedded Google Sheets has transformed the
friendly inter-office competition. All data is now in
real-time and is readily accessible to staff.
Check out the Kenect Recruitment case study for
more information.
IN

11. EXTRANET USE CASES
Sass
Business consultancy firm Sass provides
accountancy, book-keeping, marketing, and HR to
various companies, including SMEs. Sass set up
an extranet to provide clients with round-the-
clock access to expert knowledge,
documentation, and training resources.
Each client has a secure login and private folders
to store confidential business information. Plus,
they can access a subscription-based library
packed with useful resources. The extranet means
clients can draw on specialist training videos,
business templates, FAQs, and help when they
need it. Sass clients feel supported 24/7. And it
has reduced the business’s central overheads as
Sass staff are no longer on call all the time.
Find out more about the difference the extranet
has made to Sass customers here.
P4B Law
Specialist employment law practice, P4B Law,
uses an extranet to keep clients updated with
case law changes and judgments.
The extranet allows P4B to provide tailored
services to individual clients, depending on their
needs and interests. And it means the practice can
quickly get information out to clients.
The responsive, flexible service has increased
customer satisfaction. Plus, clients have
complete confidence they are accessing up-to-the-
minute information. And in the field of employment
law, this feature is critical.
More information on P4B Law’s extranet is
available here.
EX
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12. When considering which option is best for your business, ask yourself:
What are we trying to achieve here?
Do we want to improve our customer interactions? An extranet will help
you communicate better, streamline processes, and share large amounts
of data with third parties.
If the driving force is more efficient and effective relationships with
external partners, then an extranet is probably the best choice.
Or perhaps your focus is more internal. Maybe you want to improve
internal communications, collaboration, and employee engagement.
If employees struggle with remote working and internal
communications is an issue, an intranet will work wonders.
EXPERT HELP AND ADVICE

13. EXPERT HELP AND ADVICE
Many companies find that an intranet is a great
launching pad for a fully functional extranet.
Because of the similarities and the internal benefits
on offer, starting with an intranet means employees
get used to using the platform. Moving on to an
extranet is then a much smoother transition.
The team at MyHub is here to help.
Our experience covers intranets and extranets
of all shapes and sizes. We have the knowledge
and expertise to help you make the right
decision.
Sign up for a free 14-day trial of MyHub’s
software or book your free demo here.