Do you really need an intranet portal?
A crucial questioning looming over the implementation of intranet portal is do we really need to invest in collaboration platform?. This question cannot however be answered without a clear understanding of the strategic fit between a collaboration platform and business goals. This is a simple question that needs to be asked not just by large companies, but also by small and medium sized firms.
The idea here is therefore to have an end in mind. Based on that end, the question to thus ask is, why do you need an internal collaboration tool? why do you need an intranet portal? What business problem are you trying to solve?. To get an answer to these questions, you need to first look for the signs that point towards business requirement for a collaboration platform.
Below are some of the common signs or business problems that surfaces; then you know it is time to invest in an intranet portal.
DOCUMENT AND INFORMATION MANAGEMENT HAS BEEN A PROBLEM
Manual management of documents and information is one of the biggest problems faced by organizations, big or small. Especially now with concepts such as remote work, dispersed workforce, global presence being non-negligible trends; keeping tab on documents and information on the fingertips have become a huge problem. An intranet portal can chain together documents, files, forms etc in one central hub where all employees can easily access and share documents quickly. This becomes easier with intranet portal’s integrated search functionality and role-based access, making it convenient and secure to find information they need.
You might have noticed that many a times information and notifications shared with employees via email do not get response and at times, also get completely ignored. That’s because with emails being used for every little update and information, people find themselves drowning in emails, thus are likely to skip on one or two. Implementation of a collaboration platform where everything is available based on roles and functions can dramatically reduce the number of irrelevant information. It also helps simplify employee responsibility as a result of focused communication and information dissemination; employees become clear as to what affects them and what they are expected to do. An intranet portal where you’re able to trace engagement and analyze statistics on who is reading what, can be an invaluable tool to your human resource and corporate communications department.
NO CENTRALIZED EMPLOYEE ADMINISTRATIVE PROCESS
There are many admin-related tasks that every employees need to fulfill on a regular basis, even if they are digitally enabled. There’s nothing worse than going over different software, emails, links, etc., to fulfill such duties. For instance, applying for leaves or reimbursements and updating information on virtual or remote work, sharing calendars, meeting requests, files, looking for email addresses and contact details of employees can all get in the way of daily processes and duties for employees, and even instant messaging. Having a single portal through which employees perform various admin-related tasks can help reduce time and streamline the job of the administrative officer.
DISPARATE AND DISCONNECTED BUSINESS SOLUTIONS
With time, even the most disciplined and structured of IT departments will find itself with disparate applications that were installed at different points in time in various functional areas solve a specific business problem. This eventually leads to business process inefficiencies and software integration challenges. Trying to integrate each of these applications may prove too costly, however what can be done easily, is to provide a common interface into all of these applications. An intranet portal with an open platform and single sign-on capabilities can serve as an interface to each of these applications, such that users only need to come into a single portal to access various business application solutions.
DISCONNECT BETWEEN EMPLOYEES AND ORGANIZATIONAL GOALS
Senior managers and leadership teams do not have time to sit and discuss company mission and share business vision with all the employees. This disconnect can become a source of blockage for employees to identify with the organizational goals. Therefore, it is important to integrate for employees, especially the ones that have recently entered the workforce, into the company vision; giving sense of the larger organizational goals enhances a sense of belonging to the organization and helps them feel that they are integral part of something larger than themselves. A collaboration platform where employees can read on what the leadership is working and sharing can help them connect with the organizational goal.
While these signs do not represent an exhaustive list, those are the top 5 we witnessed over and over with most of our customers. An intranet portal, when implemented right, can reduce massive amount of time involved in the various business processes. It can help simplify access to data/information while promoting effective employee communication and collaboration towards achieving business objective. By addressing these problems, an intranet portal definitely pays for itself many times over.
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