Imagine working on Friday, planning next week’s content for your intranet. You have the responsibility of spreading the word of your brand and materialize your company’s work culture (such heroic and intangible objectives), to end up in a few opens and being ignored by your teammates. Love work? Sounds familiar?
Possibly, the main problem of internal communications departments is not technical, nor budget or skills gap: it’s simply the fact employees don’t like to open and make use of intranets.
How frustrating it might be to spend thousands of dollars in software to realize that you’re simply posting new content that your employees are happily ignoring it.
Another common scenario is noticing people are consuming your content but internal communications and collaboration —the main objective of all this stuff— is failing in the most basic and silly things. You have a communication problem. You implement intranets. Now you have two problems.
Today, we will review some useful intranet tools to help you boost engagement and collaboration. Perhaps you know most of them, but we will raise the bar by showing you examples and specific cases where you can take the most out of them.
Web calendars might not be the most surprising and exciting feature that would make your employees eager to open their intranets, but, well, they surely must review them on a daily basis. It’s a surefire to make your employees engage(?) with your content—every morning.
Push notifications are instant alerts that show up in your browser or mobile phone (After your approval). They’re great to instantly notify users to check recent activity such as content updates, tags, projects and calendars updates, and so on.
While simple, push notifications are great to make users go back to your Intranet—it’s a way to promote your content. Browser notifications are not the only way to notify your users in real-time. You can also enable email and SMS alerts.
Intranets don’t need to be static pages where managers are the only ones that can create and update content. When you integrate tools like project management, you’re making sure everyone can interact and become more productive. HyperOffice, for instance, lets you create widgets to visualize projects, tasks, and their status.
Your intranet won’t be sticky just by using “engaging” content— the experience you give should be useful, too. Intranets can be a great place to store contacts; providers lists, colleagues, other companies, and so on.
Among other features, hyperOffice Contact Management feature offers you:
- Importing and exporting contact lists through Outlook synch, mobile contacts, import or export from a spreadsheet or from another contact management system.
- A strong filtering and search tool to find every contact, at any time.
- Contacts tagging and categorization.
Forms are necessary elements are necessary elements to get inputs from users. They serve as the way to manually collect data that you can use to trigger automation and end up with a custom database app. Among other uses of web forms for intranets, some of the most common ones are:
- Absence requests
- Events participation confirmation
- Apps signups
- Processes tracking
- CRM contacts uploads
- Sales and leads tracking
- Task management and scheduling
- Internal applications
- Supply management
Sometimes, Intranet and overall collaboration tools don’t suffice your organization’s punctual needs. Here’s where being able to embedding elements to your intranet becomes important. This is why your intranet providers should let you embed HTML/JS elements to implement 3rd parties. A simple example is embedded forms, Google Maps, data dashboards, and so on.
Multimedia content is helpful to engage an audience. Intranets, in general, are known as a boring blank page with some text. Using resources like photos, buttons, and videos will help you to communicate and resonate better.
After all, data says that 90% of traffic will come from video. Also, 45% of users watch more than an hour of video each week on Youtube or Facebook. Video is the most engaging content format and a great way to make your employees “stay” on your Intranet.
The benefits of document management are proven; almost every mid-sized company has a document management system. HyperOffice understands this. This is why it brings necessary features like permissions management, backup, enhanced security to ensure data privacy, large storage space, and version control.
Instant messaging services have become hot. You can notice this with the intense fights from Slack, Teams, and other services that have attracted millions of users. What you can find unique with HyperOffice is the fact that you can access instant messaging inside your Intranet. Otherwise, what is the sense of fragmenting collaboration? Literally, HyperOffice gives you everything in one page.
If you want better insights on intranets before changing your current legacy systems or starting a new collaboration software project from scratch, we recommend you these further readings