Cloud-based intranet software vs custom-made platform – differences in 5 key areas

The digital transformation process floods more and more companies. It’s no longer just about implementing new tools, but more importantly about implementing flexible solutions that bring the best possible digital experience to their users. Such tools are also desirable for managing internal communication processes. Implementing an intranet is one of the most important decisions in this area. But which one should you choose to make it the best? Should you choose a custom-made platform or cloud-based intranet software? Let us show you the main differences between these two types.

What is the intranet?

Before focusing on the specific models of intranets, let’s explain what the intranet actually is. According to webopedia’s definition, an intranet is a private network that belongs to an individual organization. Only their members, employees, or authorized users can access it.  The operation of intranet sites or applications is very similar to that of standard Web sites or public applications. Likewise, individual applications on an intranet can perform different functions. The main goal, however, is to share information.

Custom-made platform vs cloud-based intranet software

When you decide, that your company should have an intranet, you will face the question: which type? Based on your needs and the company’s process characteristics, you have the option of building your own intranet or using an off-the-shelf solution. This is an important point that you need to consider. What are the differences between these two options? What points might be critical for you when choosing? Let us show you!

#1 Time from the decision to reaping the benefits

This is perhaps the most important of the differences between custom-built and cloud-based intranets – the time from deciding to launch an intranet to using it. In the case of cloud-based intranet software, you get a ready-to-go product. Of course, it will take some time to develop the right content architecture and move the content to the new ecosystem, but you can use your intranet as soon as you buy it!

In the case of building a network from scratch, you need to be aware that it will take at least a year, and you are not sure if the work will not extend anyway, as the process is complicated and depends on many factors. So, if the issue of time is crucial for you, use cloud-based intranet software.

#2 Manpower

To build your own intranet you need specialists to do it – not only to build it but also to manage it in the future, update it, service it and make sure it works properly. Even if you have an IT department, such an endeavor can put a heavy burden on them and make the other tasks they handle impossible for them to continue. So you need to invest heavily in developing the department. In the case of cloud-based intranet software, you may not even have a single IT person, and you will still have everything under control. All technological issues are on the provider’s side.

#3 Budget

Let’s not kid ourselves, financial issues are usually the most important decision factor. When building your own intranet, be prepared for a huge investment, the cost of which is actually hard to estimate accurately – it depends on the problems encountered along the way, and necessary additional activities or services.  When deciding on a cloud-based intranet software, you usually pay a monthly subscription in advance. It will possibly increase with your company’s growth – on a pay-as-you-grow basis. However, the rate for each license will be predetermined.

#4 Flexibility

Until now, it was thought that in order to have an intranet tailored to your own needs, specific to your company’s procedures, you had to have a network built by your own efforts. However, with the development of technology – it is the cloud-based intranet software that may prove to be more easily adaptable to your company’s conditions, and in less time. What’s more – the provider may have access to better and more flexible technologies than you do.

#5 Security

Network security is another important item on our list. Many companies need multi-stage security, hence many simply create it themselves. However, the thinking that cloud solutions are less secure is rather false. The provider can also provide you with multi-step authorizations, plus you have the assurance that data stored in the cloud will never disappear. You don’t have that assurance when storing data on your own server.

Workai as a cloud-based intranet software

Workai is a comprehensive cloud-based intranet software. It’s a ready-to-use solution that you can use right away and expand at the same time. With customization and personalization options, you’ll tailor it to your needs. You can easily integrate it with other systems such as MS Teams, SAP, or SharePoint. You’ll pay for it in the form of a subscription, so all costs are transparent, and you won’t incur additional costs for implementation. What’s more, you don’t need any IT skills to operate Workai!

Read more: 7 top reasons why you should choose a cloud-based intranet (workai.com)