By now, you've probably built a website for your business in order to capture leads and engage your customers. But did you know you can also build a website for your staff? It's called an ‘intranet' and it's one of the most powerful resources you could ever create.
Campbell Soup’s CEO, Doug Conant
, said, “To win in the marketplace you must first win in the workplace.” Winning in the workplace requires building a team of people who are passionate about having their daily tasks contribute to the company’s long-term goals. For your team to be effective in executing their daily tasks, they need an organised way of accessing information – like an intranet.
You may have used an intranet that looked a little rough. While simplicity is always an admirable goal, your intranet doesn’t have to look like it crawled out of the 1980s.
A company intranet can be a beautifully designed, user-friendly resource for your staff to empower themselves.
Here are three ways an intranet will increase the productivity of your team:1. An intranet is perfect for cognitive search
A report by Forrester Research
Inc. says, “Search is successful when the results returned are relevant for the person querying for them.”
Your staff needs to find files on a daily basis, and if you’re using a basic search function, they’re probably frustrated. Basic search functions return results relevant only to the keywords searched for – not the person who searched for them. This might not seem like a big deal at first, but when you consider the intricacies of the information contained within company documents, a basic search fails to perform.
Cognitive search, on the other hand, uses advanced technology to automatically learn how users behave
in order to return results that are most relevant to them. Using cognitive search within your intranet also unifies your content sources. If your files are located across multiple services, your staff can access all of them from within the intranet’s search function, resulting in faster and better collaboration. 2. An intranet provides quick access to web-based resources
Have you ever wondered how many times you type in website URLs and click around throughout the day? It’s probably a lot, and it may seem unavoidable, but an intranet can eliminate all that extra typing.
Your intranet can be used to create a toolbox full of links that your team needs to access daily like your email marketing account, website backend, social media accounts, sales page creators (like ClickFunnels or Leadpages), and more.
Creating a simple webpage that links to all of the web-based resources your team uses can eliminate the time spent opening browser tabs, typing individual URLs, or finding them among bookmarks every day. This is a sure way to increase productivity! 3. An intranet tracks file versions extremely well
Your team likely has a copy of your business plan, budget, and overall marketing strategy – files that tend to get updated regularly. When you ask someone to email your business plan to a client, how do you know they’ve emailed the latest one?
Without an intranet, it’s almost impossible. Having a solid intranet can include a document repository that houses important documents in their updated form. However, the document repository doesn’t work by itself. You also need a versioning system
and best practices.
For example, your system could be as simple as archiving older files first, then uploading the new files using a naming convention that identifies the date they were edited. You could require your staff to always retrieve a fresh copy of the document from the document repository instead of using an existing file from their hard drive. If anyone needs to reference the former versions, they will be available in the archive folder.
Even if you use an external cloud file storage program like Box, you can use your intranet to organise links to your folders in a way that makes sense to your staff. For example, you could create a dropdown menu labeled “Box” that provides quick links to each of your departments’ main document folders:
- “Shipping & Receiving”
- “Human Resources”
- “Web Team”
Each of the above menu items would conveniently go to the corresponding folder in your Box account.
Think of your intranet as a one-stop shop for every resource your staff could possibly need. Even when your files are spread out among multiple cloud-based solutions, your intranet brings everything together for your team to collaborate effectively and efficiently.