You want to implement an intranet solution in your company, but you are still hesitating between a SaaS solution and an "On Premise" software ?
This article reveals all the good reasons to switch to a SaaS solution: follow the guide!
SaaS keeps pace with AI: according to Microsoft's 2024 Work Trend Index, 75% of knowledge workers already use generative AI at work.
What is a SaaS intranet?
SaaS (Software As A Service) is a model whereby software is hosted and provided by a third party and made available to its customers via the Internet. With SaaS, there is no dedicated hardware or software for the company to acquire, install or update. The provider is solely responsible for the hosting, maintenance and evolution of the software.
Traditionally, SaaS and On-Premise software are contrasted (see below).
In concrete terms, a SaaS intranet is software provided by a third party, instead of being installed on the company's internal network. The users use the software's features through an Internet connection: they can access it wherever they are. They can use any device to access the software, whether it is a computer, a tablet or a smartphone. This means that company data and tools are always available, even on the go.
Migrating is, above all, about reaping the benefits of a modern intranet.
The SaaS model is now widely popular, because of its great flexibility and the quality of the user experience it offers.
How is a SaaS intranet different from other intranet solutions?
Prior to the advent of SaaS technologies, companies were using embedded software installed on the internal network. As a result, they were often forced to install additional software, make updates and/or purchase licenses. This is what we call the "On Premise" model.
Some companies are also considering an open-source intranet solution, but often find themselves facing the same hosting and maintenance challenges as with on-premises software.
Today, SaaS and On Premise models are two diametrically opposed approaches, each having repercussions on management, manpower, costs, etc. A SaaS intranet differs from other solutions in the following ways:
- Installation and maintenance: SaaS can be described as an out-of-the-box system, as the provider is responsible for all aspects of the software, hosting, maintenance and security. In the case of integrated software, the IT department is responsible for purchasing, installing and regularly updating the in-house software.
- Systems integration: the SaaS model is designed to allow for the seamless integration of additional services as needed. Having a SaaS intranet can lighten the workload of your IT teams since it is one less software to maintain.
- Cost: the cost of integrated software is not always affordable, especially for smaller companies. Especially since this type of software is not designed to adapt to changes in a company (e.g.: a growth situation). The advantage of SaaS lies in the fact that billing is based on the actual use of the software, which makes it an economical solution for companies of all sizes.
7 good reasons to use a SaaS intranet solution
Reason #1: Controlling expenses
The "On Premise" model is usually expensive. A SaaS intranet solution helps control expenses, since the company saves the cost of hardware and pays according to its actual needs, instead of paying a lump sum for software.
This is a point that our analysis of intranet CMSs and hidden costs documents in detail: the listed price of an on-premises or open-source solution often masks much higher costs.
Reason #2: Reduced workload for IT teams
The SaaS solution provider is fully responsible for this, including maintenance and troubleshooting. This reduces the workload of the IT department, which can use the time saved for more strategic tasks.
Reason #3: Improved internal communication
With a SaaS solution, it is no longer necessary to install software for new employees. All they need to do is to be given access to the online tool! This facilitates their integration and allows them to benefit more quickly from internal communication tools.
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💡To go further, discover 6 examples of internal communication strategies
Reason n°4 : The use of the intranet in all situations, even remotely
With SaaS, your company's intranet is no longer tied to a single workstation. This means that users can use the applications provided at any location, even when they are on the move. All they need is an Internet connection.
📢To go further, find out how to facilitate communication with field teams?
Reason #5: Increased security
With the SaaS model, all data is stored remotely, in the Cloud. Security problems (e.g. cyberattacks) and data loss due to hardware failures are therefore reduced to a minimum.
🚀To go further, discover the best practices to ensure the security of your Intranet
Reason #6: The rapid implementation of all the new software features
We have seen that a SaaS solution's provider is responsible for all of its aspects. This also includes updates, which the company no longer needs to manage internally. Users therefore always benefit from the most recent version of the intranet.
Reason #7: Lack of necessary equipment
While a SaaS intranet solution does not need any physical space to operate (since everything is stored in the Cloud), integrated software requires hardware: servers, dedicated premises... At a time when many companies are looking to optimize their real estate expenses and costs, SaaS offers a welcome flexibility.
How to choose your SaaS intranet solution?
A fluid and efficient intranet is an excellent lever in an internal communication strategy. Thanks to this tool, your employees will indeed benefit from a place where all the information related to the company is centralized, but also from a reinforced corporate culture and a better management of projects, meetings and events.
Therefore, the choice of an intranet solution must be made carefully. It is a decision that should not be limited to the sole question of cost: several other parameters should guide your choice. Here are some of them:
- The possibility (or not) of creating a Digital Workplace ;
- The solution's security level ;
- The possible connection with other tools already used by the company: in this respect, Microsoft 365 is unbeatable, especially since it is possible to add natural extensions to SharePoint and upload applications to Teams;
- The flexibility of the solution (is the access to the software instantaneous, as soon as the contract is signed?);
- The quality of the user experience: if it is mediocre, the intranet will not be used or will be little used by the employees and will represent an unnecessary burden for the company. Hence the importance of placing the user at the center of the approach;
- Scalability: does the software publisher update their solution often? Do the regular improvements support the development of my business ;
- Accessibility: this notion encompasses several aspects, namely accessibility for employees with disabilities, but also for employees who travel frequently, employees who do not have a computer, telecommuters, etc. Generally speaking, a SaaS solution will be recommended to companies with a fairly nomadic population;
- The possibility of adapting the intranet to the company's evolutions: for example, if the company opens a new subsidiary in a foreign country, could the intranet be translated and/or adapted according to the specificities of the country in question? Can internal communications be targeted according to the users' country ? etc.
- The ability to analyze the uses to improve the tool and/or detect trends ;
- Cost visibility: the cost of a SaaS solution is generally transparent (since the company pays a subscription fee, which makes it possible to smooth out costs over time), whereas on-premise software offers little visibility in this area. Indeed, you have to take into account the cost of the obsolescence of the technologies used, the cost of the workforce, the cost linked to the evolution of the solution, etc.
To provide an objective basis for this decision, our analysis of intranet costs and their hidden costs breaks down all budget items by deployment model.
Conclusion
As you can see, opting for a SaaS intranet solution has many advantages. Enhanced security, increased flexibility, reduced workload for IT teams, ability to use the solution remotely from any device...
While the "On Premise" model may be of interest to some companies, those who are above all looking for a practical, flexible and less restrictive solution, adapted to the evolutions of the labor market, will turn without hesitation to a SaaS intranet.
