7 Potential Uses for Intranet Software in the Workplace
Intranet software provides companies and organisations with a secure, private website where they can collaborate with employees or members. An incredibly versatile platform, a good intranet system can provide an organisation with a number of helpful features to aid in day to day running and HR requirements.
A truly great intranet software solution will be tailor made for the company and address each of its needs. The potential for applications is limitless and your own intranet might be totally unique to your company, its workflows and structure. The first stage of any intranet project is to scope out your issues and highlight ways that an intranet software solution can be of a benefit to your business.
Here are seven potential uses for intranet software in the workplace:
1. Information distribution
With the rise of remote working, the traditional office is increasingly being replaced by the digital workplace. An intranet can provide your business with the perfect place to keep important documentation that needs to be accessed by your employees wherever they are. The major advantage of an internal intranet is that should these documents need to be periodically updated and replaced you can do so quickly and easily without the need to distribute manually amongst your employees. This means there’s no chance that employees will be working from different or outdated documents just because they’re not on site.
2. Information collection and submissions
An intranet can be used as a two-way system. For example, employee records can be stored in the online database for easy access, but also allow employees to update their information accordingly, such as in the instance of a change of address or contact information. This can significantly alleviate the stress that’s put on your HR department in having to manually process such information.
3. Planning and scheduling
Many intranet software solutions contain a detailed calendar and schedule for employees. This has many practical applications, such as distributing event information, meeting room bookings, absences and unavailability. This gives your employees a simple way to understand what’s going on at your company and what they need to be aware of in the near and distant future.
4. Taking confidential complaints, suggestions and feedback
Some employees are much less likely to submit honest feedback and complaints in person, which can lead to low staff morale as problems go unnoticed by management. An intranet can provide a way that employees can anonymously and confidentially submit these types of things without fear of repercussion. Management can even post tailored surveys and polls should they want to judge the feeling on a particular topic about the business and get suggestions on how to improve life in the workplace.
5. Holiday time management
Intranet software can be used to streamline the process for booking time off within an organisation. The internal system is the perfect place for employees to keep track of how many days they have left and make requests for time off that can be easily sorted through by your HR department or management team. Not only that, once approved the time can be displayed within the schedule so that other employees know when not to expect a colleague in the building.
6. Internal recruitment
If your organisation regularly seeks to promote from within, then an intranet software solution can help. It’s the ideal place to post new job listings alongside all of the relevant information required of potential candidates. It can also facilitate the submission of applications and sort them into an easy format for your HR or management department to sort through. Finally, you can use the intranet software to inform candidates of the status of their application and whether they have been successful or not.
7. Training and knowledge sharing
An intranet is a perfect place to keep information about training opportunities and the relevant materials that employees might need. You can store training information in many digital formats, whether it’s PDFs, PowerPoint presentations, Word documents or MP4s. This means that your training materials are available readily to all of your employees without the need to share resources, as is the case when they’re in a physical format such as on a DVD or manual.
8. To promote business-wide employee collaboration
If your business operates in multiple locations with employees on the road a lot, it can be difficult to encourage employees to collaborate effectively. An intranet can provide a simple solution to that which alleviates email overload. For example, an employee seeking a solution to a problem might post it in a discussion forum where other employees can comment with potential solutions. Not only does this provide a central system for collaboration, it often leads to employees revealing hidden skills that would have previously gone unnoticed.
At Claromentis, we truly understand the potential of intranet software and we’re experts in developing solutions that are bespoke to businesses of all shapes and sizes.
Contact us today and find out how we could help to simplify your internal processes and HR requirements