The idea of the intranet application has evolved from a simple web page with links to events and company data, to an internal application that flows with an organization and complements the users and departments that use it. The days of posting notices on the coffee machine or pinning a blurry copy on the corkboard above the water cooler are just about gone. The intranet has evolved into a necessary internal application that disseminates information faster and more accurately than ever before.
A well designed Intranet can bring together multiple geographic locations by centralizing an internal application used by the entire company. Groups can work together, share information or coordinate tasks through one or many applications running on the company intranet. From the management point of view, applications can be tailored to act as the traffic cop for work flow. Allowing certain tasks to be completed and signed off on before the next task is started. This permits multiple departments with different tasks and technology to work seamlessly in unison from any geographic location using the internal network and an intranet application as their guide.
HR loves this stuff, most of the Human Resources daily routines are done through frequent communication with many different members of the company. They will be frequent users of a system that is user friendly and allows them to distribute information to certain individuals, groups or the entire organization by simply publishing to their intranet site. This is where a content management system can shine.
A content management system allows any user the power to manipulate and publish data through a simple web browser from anywhere with network access. Files and documents can be managed through the web browser and published for certain individuals or entire groups within the organization. The simplicity of the application is its most important attribute, keeping the content design, look and feel, images etc. accurate, without the need for expensive web publishing software or an experienced web developer.
Intranet applications are browser based and simple to use by just about any employee with a minimum of internet experience. The application can be designed around each groups needs thereby customizing each application arm in a centralized pool. Also, the application can be written in just about any language that is browser based. Allowing the corporate development team to continue supporting and developing as needs arise. This reduces the cost of consulting and development for each and every new tool that will be requested as the employees get familiar with working through the intranet.
The goal of any modern intranet application should not be to simply display company documents or submit an email form; the application should follow the daily routine of each and every employee by allowing them to drive work flow and process according to the company guidelines. This is where it’s important to customize the application as a tool not as a simple bulletin board site. The application should become an integrated part of an employee’s job.
Through better design, common information can be accessible via the application screens that the employee uses. For example, recording project hours or reporting trouble issues that can delay the project deadline are visible to the members of the project who may have resources that can clear common log jams. How many times have projects been delayed due to the lack of information passed between team members? Simplify and centralize, this keeps everyone informed and allows the process to move forward and repair itself.
Management can monitor daily work loads and project flow with an internal intranet application using stored statistics and metrics. Metrics can be generated live and stored in a database for management to view through their intranet gateway. Groups and roles can be assigned so only the relevant metrics will be visible to each management group separating the need for detailed information on the group management level and compiled numerical data for the executive level. You know everyone loves those pretty graphs!
There are still many companies who have not yet achieved the paperless process; reports and graphs are printed out for morning meetings and documents are sent via inter office mail. Using a content managed intranet can offer just about any size company the tools to work smarter, not harder and improve process and project flow as they decrease cost and improve the bottom line. Here are some of benefits of developing an intranet application:
The network administrator can impose firewall restrictions permitting only HTTP or the more secure SSL across the internal network. They can also institute encryption for the documents and file system that is more complicated when working across the internet.
The intranet would be an internal application that is free from geographic limitations. Employees can work together from anywhere in the world using the same application with only a web browser.
Management can centralize metrics and track employee time through the intranet interface, bringing the power of accurate and timely information to their desktop and to every meeting. Metrics is an idea that’s custom to every company depending on what they sell. Service oriented companies may be mostly interested in project time, when product oriented companies combine time, sales, customer complaints and returns to maximize profits.
Human Resources can usually come up with more creative ideas than I can, here’s a few;
Employee surveys, important Documents, FAQ, address/phone changes, tax information; bulleting board notices (outings, holidays, new employees, job postings etc.)
How would your sales team benefit if they could get a copy of every published piece of marketing material in the last year or so via the intranet? What about product details, marketing ad copy, previously published ads or deals that have come and gone? Customer history reports? Hmmmm...To a salesman, the availability of information is crucial to every sale. The availability to research past promotions, ad copy and their results, improves the sales lexicon and energizes the creative process when attempting to close a deal.
Who’s the new guy? What’s his position? What office is he working at?
The focus of this article is on Content Management and the ability to utilize the browser based technology available to developers today in building an intranet application. Desktop applications exist that can perform many of the duties detailed in this article but usually incur a large license fee depending on the user base. A browser based application is available to anyone with network access and requires very little training especially when the application is tailored to the duties of each department. Content Management can prove to be a cheaper and more user friendly solution when creating and publishing content or while developing a working intranet that compliments your organization.