Top 4 benefits of implementing an intranet software solution for your business

One of the biggest pain-points and most overlooked issues in a business, organization, and life in general is human communication. As humans, we have the basic need to communicate with each other in order to build relationships, exchange ideas, and feel a sense of belonging. A business most important component is internal and external communication and sadly, this is where most businesses need improvement on. Think about it, when there’s a missed deadline, overlooked assumptions and risks, poor quality, unclear expectations, etc; it all stems from poor communication between stakeholders involved.

Communication improvement in a business or organization starts by improving internal communication and one great tool to achieve this goal is to implement an intranet software solution. An intranet facilitates communication between people and improves data sharing and overall knowledge base of an organization’s employees.

If you are not sure whether implementing an intranet software solution is going to help your business, please read the following four benefits that will surely enhance the overall communication in your organization.

1. Improving internal communication and collaboration.

This is probably the most important benefit your business will receive from having an intranet software solution by promoting a culture of information exchange and collaboration. The intranet becomes the central hub and starting point for all users to find information they need that make their jobs easier and save time. Different departments in your organization can use the intranet as a tool to coordinate efforts and manage projects, minimizing duplication of efforts.

2. Promoting a paperless environment.

Intranet software will help your business become more “Green” by reducing the amount of paper-based processes and documentation and also reducing the costs associated with printing and storing of hardcopy documents. Policies and procedures manuals, employee handbook, training handbooks, staff directory, and several other documents and reports can be shared electronically from one central location through intranet software.

3. Centralizing corporate content.

One of the biggest productivity drops in an organization is when employees have to stop what they are currently working on to search for information that is critical to finalize a task or project. Most of the time, employees have to find out where they can obtain this information from by searching the internet or asking around the office. An intranet provides employees with a central hub for corporate content allowing them to focus more on their jobs rather than digging for information.  Intranets improve employee productivity by acting like self-service stations and empowering users with the ability to find the information they’re after without having to rely too heavily on others.

4. Contributing to employee retention

It is critical that employees feel a sense of belonging as part of the team and the only way to do this is by improving the quality of communication. With an intranet software, you can keep your entire team updated and in the loop with company news and events. It is a fact that employees stay with companies that have excellent communication with their entire team.

What other benefits can you think of when implementing an intranet software solution?

Businesses Use Document Management Systems To Keep Their Documents Organized

Who uses document management systems?

You’ve probably not heard of document management systems, unless you work within an organization that already has one. It’s not a system that is very popular with consumers as they don’t have much daily use for it. It is, however, very integral to businesses that store files and need an easy what to management them all.

These are some attributes of document management systems. Not all systems have all of the features listed. You should verify with the solutions you are looking at.

Document imaging
Text search
Multi-user access
Backup and restore

The better DMS’s will have these features

The will focus mainly on documents, although some will be able to store other file types, such as images, movies, etc.

Documents can be grouped together.

The DMS will allow you to archive documents and even place expiration dates on them.

A very powerful feature is being able to integrate a business’ workflow into the management of these documents.

Good DMS’s will have many levels of security. It will be able to secure a single document, groups and/or folders of documents, and many other types of security.

Some DMS’s will excel at providing web page views for each document.

An important aspect to note is that there is not really any relationship among documents, not in the same way content management systems would have.

There is some overlap with other management systems, such as content management systems, enterprise content management systems, digital asset management, and document imaging. It’s important to know the difference among each one if you are thinking of adding any of them into your organization.

Image credit: Grace

Content Management Systems – The Rise And Popularity Of WordPress

WordPress owns 15% market share

15 out of 100 domains on the Internet today are powered by WordPress, one of the content management systems available on open source. That means that the code is readable. You can see the entire programming logic of how a WordPress website is built.

Advantages of an open source CMS

The great advantage to open source is that it invites any and all web developers to contribute to the code. Doing this allows the best of the best minds in php, mysql, and javascript to volunteer their time.

Additionally, there are plenty of plugins available that one can use to enhance the default WordPress setup. You can do anything from install caching capabilities, automate backups, send your content to your social network accounts, etc. The list goes on.

Ease of use result in popularity

As a result of this widespread support from the developer community, WordPress has come be accepted by the wide consumer masses. It’s very easy to install a WordPress site. You simply download the script to your domain directory. Unzip the file, create a database and add your database credentials to the configuration file.

After that, you type in the URL of your domain and create an admin user account. The CMS will do the rest and populate the database and then provide you with access to the control panel. From here, choose your theme, install your plugins, and start posting. You can do this within minutes.

Cost-effective CMS

With all that you did in the previous steps, there never was any mention to hire outside help. You were not told to look for a web designer or programmer. That’s because WordPress takes care of all of that. Creating your website is fast, simple, and free.

Web Content Management Systems Keep Pace With Users

Traditional websites vs. CMS

Websites that are not run on a web content management system (CMS) are quickly falling behind. These sites simply cannot keep up with the publishing demands of web users. If you are going to have a website, do yourself a favor and consider one built on a CMS.

Advantages of web content management systems

Content management systems have come a long way in the last 10 years. Today, these systems allow for heavy-scale collaboration. CMS’s have the capability to allow multiple users to access the same document, while maintaining revision control.

They are fast, too. Data storage and retrieval gets faster with each new update to the software. Web visitors don’t have to wait long to start viewing the content they request.

Efficiency is the key to having a CMS. The code is efficient. It loads images, text, video, audio, files, and other media formats quickly.

Additionally, CMS design can make a website completely unique from another website. Templates and themes allow for one’s personal style come out. Your brand will not be sacrificed. Instead, it will be re-iterated on all pages, because of the CMS’s ability to deliver uniform design throughout the website. Not only is your brand delivered consistently, but so are text, images, videos, and audio.

CMS’s keep pace with consumer demand

Internet users continue to demand more and more content. Content marketing on social sites is a trend that may businesses are embracing. With special code add-ons (called plugins), your site can syndicate your web content to these social network and sharing sites. You can post your content on Instagram, Pinterest, Twitter, Facebook, web-based blogging platforms, etc.

With how far CMS’s have come, it’s easy to set up your very own web content management system.

 

Document management systems help office efficiency

In an effort to be environmentally responsible, most workplaces are going toward paperless offices. Physical filing cabinets are disappearing and workstations are replacing them.

Everything that ever went inside a folder in the cabinet drawer now goes inside a folder online for storage. Unless a document management system is in place, some – or all – of this material will be lost forever.

The Paperless Office

The time has finally come to embrace a paperless office. The numbers of people working remotely is rising around the world. Company headquarters could be miles away.

document management system would allow certain workers to access information from a remote location. Keeping this in mind, today’s paperless office will likely be tomorrow’s people-less office making document management very important.

The world is moving toward this scenario faster than ever. Issues of privacy and security are best in the hands of experts who can develop a working document management system. This is the tool that firms and companies use to organize vital information and keep it safe and secure.

On the Road to Office Efficiency

When a document retrieval system is tracking correctly from the beginning, workers with access should be able to obtain needed information quickly and efficiently. A document management operation tracks files and has ability to speed completion of projects. Office efficiency and productivity increases when information is easily accessible.

The hardest decision will be the choice of firm to change physical documents into copies. Some firms specialize in industry storage and retrieval while others employ specialists from each industry to supervise the transition process. The hiring of a firm to undertake this transition will be contingent upon the depth of security the information requires.

Meaningful Process

A document management system has the objective of environmental responsibility and office efficiency. The depth of security must match industry standards and appropriate levels of confidentiality. Certain parts of the process apply to each document:

  • Scan physical document into system
  • Devise and use a document management system beneficial to both the industry and the company under conversion
  • Name and label folders to identify documents

Healthcare and technology are two of the most vulnerable industries that demand protection. Decisions for clearance of certain individuals need thoughtful determination as to who has access to certain documents.

Additional procedures that most document management systems provide are:

  • Follow historical lineage of any document
  • Bring together individual files, form a relationship between them and establish a coded folder that is easy to find
  • Identify and link documents
  • Give new folders unique codes indicating the security level that accompanies it

System access is available to workers at various security levels and only those workers know the code for their level. CMS Crunch document management service helps to implement the system and can establish efficiency within an organization. The result is a higher level of productivity, which is evident to clients, patients or customers.