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.

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.