Why companies need intranets to work remotely

Wed, May 13, '20 •

Why companies need intranets to work remotely

The rise of remote work

Between 2005 to 2017, the U.S. has seen a 159% increase in remote work. The rise of remote work popularity is due to the evolution of technologies such as ultra-fast internet connections and mobile devices. Tools like cloud-based storage solutions also allow individuals to collaborate with colleagues instantly from anywhere in the world. 

As remote jobs continue to grow, experts indicate that there are many benefits to employers and workers alike. In addition to increased productivity and a flexible schedule, remote employees enjoy a better work-life balance and spend more time with friends and family when compared with those who sit in an office full-time. 

Managing a remote workforce can come with its own set of problems, however. The most common issues include connecting employees across different time zones. Employers should consider adopting certain technologies so people have the tools they need to succeed. An intranet is a powerful way to streamline processes and make teams more efficient. 

Intranet definition

We all know the pitfalls of working in a silo. It happens when each person on a team works independently without collaborating or sharing important files. This mentality quickly leads to misunderstandings and miscommunication. An intranet is a private online portal that contains everything employees need to stay connected. It acts as a central hub for all company communications and data sharing. 

A successful intranet design offers a broad range of features and functionalities. Social intranets can be accessed by employees from any device or any location. This makes them convenient for individuals who work in different time zones. Having a dedicated home base also ensures that people know where to access the latest and most accurate version of the information they need to complete projects. 

Keeps remote teams connected

No matter the industry or office setting, employees need to be able to communicate efficiently. Even though most organizations use email platforms, email can only go so far. Intranet software allows people to communicate in real-time or face to face through instant messaging and video chats. This means groups can solve problems and brainstorm solutions from one simple program. No more lost communications in an email thread. 

Intranets are also a great way to foster a healthy company culture. Senior executives and management could use the platform to share the company vision and objectives, promote new ideas, and share topics of interest. Human resource professionals could post policy updates and new initiatives to keep people engaged. As a result of better internal communications, employees will feel more connected to their place of work. 

Boosts employee productivity

Despite the growth of the digital workplace, many businesses still use paper and manual processes to manage tasks. Social intranet software addresses these challenges by streamlining certain processes to increase employee productivity. Organizations that embrace automation are known to save time and cut down on human errors. 

Relying on paper forms, for example, is a big time-waster. Employees must find the latest version of a document, fill it out, scan it, then email it to the appropriate manager. On an intranet platform, all files can be completed and sent online. The manager is then notified through email and will be reminded to act in a timely manner. 

Makes information sharing easy

It’s no secret that some businesses struggle with organization. Employees often store files in hard-to-remember places such as email threads or USB flash drives. Instead of wasting time looking for the right document or form, an intranet makes it easy to store everything in one central location. Most intranet platforms come with search capabilities so people can locate the right information quickly. 

Data stored in an intranet can take many forms, such as onboarding documents and company polls. Human Resources can use the intranet to keep employee benefits and legal policies, while marketing can upload the latest brand guidelines. One of the most significant benefits of having a content management system is that teams no longer have outdated or incomplete information. Everything can be arranged in a way that makes flexible working easy. 

Keeps your data safe

Every company has confidential files or information that needs to be kept private. There are all kinds of internal and external threats that could compromise this data. Security breaches, weak passwords, and unauthorized access could put everyone at risk. A company intranet is a closed, private network that protects businesses from unauthorized users. Employees and team members working from home are able to keep their projects secure. 

While intranet software does contain information that is useful to all employees, not everything is necessary or relevant to everyone. Some organizations want to restrict access to sensitive data such as personal contact information. Remote companies can create custom privacy settings so only specific people can view or edit certain files. This adds an extra layer of protection against anyone who may hack into your system.

Offers mobile access for flexible remote work

Outside of the traditional office environment, remote workers can miss out on company culture and face to face communications. To keep employees connected, organizations can implement mobile features to their social intranet. A mobile app keeps employee engagement high by allowing people to access what they need no matter where they are. Users can respond to messages from colleagues or keep tabs on a project easily. 

Managers may use their mobile app to keep in touch with remote teams or provide excellent customer service. When clients have certain questions or concerns, employees can simply open their mobile app to respond to messages. This is great for improving brand loyalty and company reputation. Best of all, the intranet design allows individuals who are working remotely to shut off notifications during non-work hours. 

Saves time of employees

One of the real benefits of using an intranet platform is the ability to integrate with tools such as Microsoft Office 365 and G Suite to make project management even more productive. Tools like Google Calendar also act as time management software since people can schedule meetings and video chats when it is convenient for them. Google Calendar also allows users to set aside time to work on projects and tasks. 

Why Happeo?

Whether full-time or part-time, work from home jobs have become a normal part of our working culture. Happeo enables organizations to bring people and resources together and solve common challenges and create a strong company culture. Whether you need a more efficient way to onboard remote employees or a central place to share information, our staff has a solution to meet your needs. Contact us to learn about our intranet solutions. 

Author:

Madina Baikulova

Date:

Wed, May 13, '20

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