The document provides an overview of 10 key features to look for in a project extranet. These include: hosting the extranet in the cloud for accessibility; ensuring flexibility of use for different project types; strong security and privacy protections; customizable access privileges; tools for co-authoring and commenting on documents; version control and audit trails; email alerts; vendor support and training; and transparent pay-as-you-go pricing. Choosing a project extranet with these features allows for secure, adaptable and well-supported collaboration with external partners.

1. A PRACTICAL GUIDE
10 Killer Features
to look for in a
Project Extranet
A PRACTICAL GUIDE If it’s collaborative, it’s in Kahootz
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2. 10 Killer Features to look
for in a Project Extranet
An effective project extranet • Architecture and construction: • Manufacturing: linking manufacturers
bringing together architects, with suppliers, designers, customers,
allows controlled access to
engineers, builders, planners, joint manufacturing partners,
secure online workspaces,
developers, suppliers and others to distributors and others involved in the
which you can use for specific work in a secure online environment design, manufacture and distribution
business purposes when you as development progresses from of products.
need to share data, manage design to final construction
• Law: secure environments for
project milestones and get • Public sector: local authorities can legal teams to share and discuss
instant feedback from people use a project extranet to work with confidential case documents with
outside of your organisation. partners to deliver emergency plans, clients, experts and other law firms.
develop shared services, manage
You will have your own reasons for • Accountancy: creating secure
development projects and work with
adopting a new project extranet, environments for accountants to
government departments and key
but following are just some of the many collaborate on confidential financial
stakeholders
ways they can be deployed in statements and tax returns with
different industries. their clients.
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3. If you need to collaborate with any For this reason, many key industries But with a wealth of cloud collaboration
partners, clients or other third parties, are turning to flexible and feature-rich tools out there, how can you choose
a project extranet is an essential cloud collaboration tools, which allow the one that’s right for you? To help
business tool that delivers major cost them to set up and adapt workspaces you draw up a shortlist we’ve created a
savings and a level of productivity that for almost any kind of third-party checklist of 10 killer features you should
can’t be achieved in any other way. project collaboration. look for in any modern project extranet,
However, the key to enjoying these ensuring you choose a solution that is
benefits lies in choosing software that secure, flexible and well supported.
can deliver robust, secure and flexible
features, suitable for use in the most
demanding industries.
Choose a solution that
is secure, flexible and
well supported.

4. Contents
1. Go for Cloud 5
2. One size DOESN’T fit all… 6
3. Flexibility of use and administration 8
4. Security and privacy 9
5. Adaptable access privileges 10
6. Co-authored documents & commenting 11
7. A full version history and audit trail 12
8. Instant email alerts 13
9. Vendor support and training 14
10. The right price — and a fair contract 15
A PRACTICAL GUIDE 4

5. 1. Go for Cloud
The core requirement of any modern Second, because files are stored in a Lastly, there’s the issue of trust. Hosting
collaboration system is that it is hosted central location, each member of the a project extranet in the Cloud is also
in the Cloud — ensuring it is accessible project extranet will always have access a good approach for collaborations
to the third parties you want to work to the latest version of any document in which each organisation is an
with as well as your own teams. — you don’t have to contend with the equal partner — independent hosting
confusion and mistakes that arise from increases trust and a sense of co-
Cloud hosting not only allows you to
multiple drafts being circulated by email. ownership between all parties.
access your project extranets from any
Nor do you have to worry about the
location with internet access, but it However, do make sure that any
costs of traditional collaboration, such
helps you overcome many of the major software provider you consider stores
as printing and postage.
difficulties associated with external your data securely and offers you
collaboration. Storing data in the cloud brings two 99.9% uptime to ensure your projects
other advantages. First, you don’t have aren’t interrupted. See Point 4 for
First, Cloud solutions can be deployed
to worry about files being blocked by details of what to look for.
quickly — often within a few minutes.
organisational firewalls, or use complex
This ensures the software is there to
workarounds such as FTP sharing
support your project from the moment
sites to share large amounts of data.
you’ve been given the green light,
Second, because all relevant project
and doesn’t become an expensive or
information is kept in one place, every
complicated project in its own right.
team member can get instant, accurate
insights into the status of any part of
the project.
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6. 2. One Size DOESN’T fit all...
There’s no point creating a project you lean, agile collaboration for any • Team creation
extranet, only to find it’s not flexible purposes you choose. bringing the right people
enough to adapt to different together, easily
Different software offers different tools,
business uses.
but if you use the following as an • Version control
This is one of the major drawbacks essential shopping list, you should have to preserve a full document history
of some traditional project extranet the core flexibility needed to collaborate
• Email alerts
packages, as well as a number of online in most contexts.
to notify users to
collaboration solutions — they only give
• Secure file sharing changes in workspaces
you a limited number of tools and let you
the heart of online collaboration
deploy them only in inflexible ways. • Blogs and web pages
• Co-authored documents for information sharing
To avoid this ‘one-size-fits-all’ pitfall,
for collaboration on individual and project related news
look instead for software that gives you
document sections
the tools you need for different kinds of • Survey tools
collaboration. For example, if you’re a • File compatibility such as polls and questionnaires
local authority, you’ll have very different the ability to upload all
• Compatibility
demands for a project extranet used common file formats
for importing and exporting data
for emergency planning than another
• Calendars and task lists in different formats
used for supporting a local development
for project and meeting management
scheme. Find software that allows you
to configure your project workspaces
exactly as you need them, giving
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7. • Databases Choosing software with a wide range While it’s a good idea to choose
for creating shared registers of assets, of simple-to-use tools also brings you software that offers rich functionality,
issues and risks another major advantage — you’re be wary of packages that are far too
not limited to using your software as a complex for your needs. These may
• Data analysis
project extranet, but can also deploy it be difficult to use and hard to deploy
present management information
in a range of other ways, such as: flexibly. Look for software that you can
with a clear reporting interface
grow into, which is simple to use and
• Internal Project Management doesn’t lock you into a lengthy contract
• Search function
to find fully-indexed project • Corporate Intranet (see point 10 for help choosing the right
information quickly • Virtual Committee & Board Room pricing structure).
• Tender Management Workspaces
Also be sure to look particularly closely
at the functionality that will help you • Partner Portals
keep your project on track. Ensure • Secure Deal Rooms
you are able to delegate tasks to team • Stakeholder Consultation
members, monitor task progress at Look for software that
the click of button and co-ordinate you can grow into,
conference calls, team meetings and which is simple to use
project reviews. and doesn’t lock you
into a lengthy contract
A PRACTICAL GUIDE 7

8. 3. Flexibility of use
and administration
You want to collaborate with third If setting up workspaces is complex, Just as importantly, project extranets
parties as effortlessly as possible, or the software won’t let you adapt its need to be simple to administer.
not spend time and resources training interface to your needs then avoid it Choose a solution that allows you to
them. That’s why a modern project — you’ll spend valuable time trying to set up workspaces quickly and without
extranet must be easy to set up and force the software to adapt to your way technical help, and which allow
intuitive to use. of working when it should be flexible invited users to register and update
enough to do it instantly. their own profiles.
Look for a solution with a simple
interface, and one that offers you
plug-and-play templates for workspaces
with the exact tools you need for
common types of collaboration.
The fact these templates are an integral If setting up workspaces
part of the software is a reassuring sign is complex, or the
that the software is extensively tried and software won’t let you
tested in those contexts. adapt its interface to
your needs then avoid it.
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9. 4. Security and Privacy
Businesses used to be reluctant to When sourcing a collaboration • Robust encryption to keep the
choose Cloud based software because tool, be sure to look for a solution transmission of data safe, and away
they had misgivings about its security. that guarantees you the following: from prying eyes
That has changed, and today you • 99.9% uptime • Full control over user access,
can choose Cloud based project combined with a detailed audit trail
• Modern servers, kept in secure data
extranets that are both highly reliable of system usage.
centres
and very secure. But be careful –
When collaborating with other
some providers are very coy about • Adherence to high security
companies or organisations, security
the security they provide, and it’s wise standards, such as independent
is paramount — so don’t cut corners
not to assume that good security is a ISO 27001 certification (be sure
here. If you do and your data is
feature of every package. to check the service itself has this
compromised, the damage to your
certification, not just the vendor’s
reputation could be catastrophic.
data centre provider)
• Independent penetration tests,
carried out regularly by a CHECK or
CREST accredited 3rd party
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10. 5. Adaptable Access Privileges
For all but the smallest and simplest Look for software that allows you to Choose a system that makes it
projects, adaptable access privileges assign different privileges to teams easy to set both team and user role
are a must-have feature of any of individuals and user roles. For permissions, and to change them
project extranet. example, you may wish some people as and when needed. That way
to be able to read documents, but not you keep your workspaces secure,
upload them. You may want others focused and purposeful.
to be able to add to co-authored
documents in one project folder, but
not in another.
Look for software that
allows you to assign
different privileges to
teams of individuals
and user roles.
A PRACTICAL GUIDE 10

11. 6. Co-authored Documents
and Commenting
These two functions deserve special Ideally, when a document has been Commenting is equally important. If a
mention because they are fundamental completed, you should be able to user uploads documents, photographs,
to project extranet collaboration. download it in a suitable format such plans or other content, others should
as Microsoft Word or a PDF. Similarly, be able to comment on them — but
Co-authoring allows different individuals
you should also be able to upload without changing the content itself. In
to add content to the same document
documents in Microsoft Word (it is still this way, individuals can quickly gather
within a project workspace. You can
very much the business standard word feedback on content that doesn’t
see what content each person has
processing program) — that way you require co-authorship.
added, and when, and your own
can share a first draft and use it for
amendments are visible to other
subsequent collaboration.
authorised users.
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12. 7. A Full Version History
and Audit Trail
When working with a third party For that reason, look for project extranet Similarly, systems that retain a copy of
organisation, accountability is essential; software that offers you an audit trail every version of a document are best. If
particularly if you are dealing with — a detailed record of which content you or a partner disagree with changes
sensitive or confidential information. has been accessed or amended, by made to any content, it is then a simple
whom, and when. This will allow you matter to roll back to an earlier version.
to clarify any misunderstandings that
may arise during the collaboration
process, and give you proof that no
unauthorised individuals have accessed
the workspace.
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13. 8. Instant Email Alerts
Users of a project extranet need to This will allow you to cut response And be warned — some software isn’t
know as and when content is added and turnaround times, ensuring your very reliable when it comes to sending
or amended within their workspaces. projects are completed faster. out email alerts. Where possible, trial
Avoid solutions that only provide the software to make sure it does what
updates to logged in users — choose it claims.
one that will send automatic email alerts
to relevant workspace users when
something changes.
Avoid solutions that
only provide updates
to logged in users
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14. 9. Vendor Support and Training
Some project extranet packages and So be aware that some vendors cut • User training
online collaboration solutions have a corners by offering little or non-existent either on your premises or theirs,
major Achilles heel, which often doesn’t support, or charging you over the odds depending on what’s most convenient
reveal itself until you’ve signed on the for help — on top of any contract you for you. This will help you ensure
dotted line. have with them. smooth user adoption and reduce any
risk of the software failing when it is
That weakness is a lack of support. Avoid this by asking software
introduced to your business.
providers about their support
No matter how easy to use a software
packages. Look for those that offer: Before you make the decision to buy,
package may be, you will encounter
also check what additional costs are
times when you need a helping hand • A friendly and well-staffed help desk
involved in training or support. Ideally
— whether to set up a specialist put their service to the test by using it
your chosen vendor should include
workspace, untangle user permissions before you buy, possibly during your
support at no extra cost. Training costs
or simply check that all systems are free trial period.
will vary, but ask for quotations — and
up and running. And because external
insist on a free software trial so you can
partners will be using your project
assess how much (if any) user training
extranet, problems need to be solved
will be necessary.
fast — or it reflects badly on your
organisation.
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15. 10. The right price -
and a fair contract
Be very careful not to get trapped by Worse still, some vendors won’t With a pricing structure of this kind,
inflexible pricing structures. If you are reveal what they charge until you can control what you spend,
using project extranets effectively, they’ve got you on the hook with encourage innovation and get the
you will continually find new uses for a free trial. That means you get best value out of your project extranet
it and want to add or remove users bombarded with sales calls and — at all times.
on a regular basis. emails from company reps who are
desperate to make a sale.
So, if a software provider offers usage
bands for the software (eg for up Avoid companies like these and
to 50, 100 or 1,000 users), you will instead opt for a vendor with
seldom have exactly that number transparent pricing who charges on a
of people using the extranet. pay-as-you-go basis. If you have 57
That doesn’t give you value for users, you shouldn’t have to pay for
some vendors won’t
money, and you can find yourself 100. And if you drop to 30 users, you
reveal what they charge
pushed into significantly higher price shouldn’t have to continue paying for
until they’ve got you on
bands as you add more users. 57 when you renew your license.
the hook with a free trial.
A PRACTICAL GUIDE 15

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A PRACTICAL GUIDE If it’s collaborative, it’s in Kahootz
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