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Top 5 Signs You Need a Portal

 

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Intranet Portals have been around for a long time in some form or other, and yet there are many that either a) don’t know what they are or b) don’t see the value. For those in group “a” allow me to enlighten you. A portal is essentially a website that is hosted either internally on servers at your organization or by a third party in “cloud”. These are not websites that anyone can visit. Typically there is quite a bit of security around an intranet as they are often used to house private internal information. As for those that don’t see the value of having a portal, please read on!

5. You are having meetings about improving communication.

                That’s right; you are spending time communicating about your communication. It’s probably the most prevalent problem for every organization everywhere. Communicating daily goings on, decisions, changes, and updates in their entirety within your company is always going to be a challenge. A portal offers a location for anyone in a company to access records of such discussions. A good portal will also allow you a variety of methods for communicating those various details out to staff to alleviate the strain on everyone’s inbox. Don't add to the noise, but improve your efficiency.

4. Your IT department can’t keep up with all the requests made of them.

                Let’s face it, as more processes become automated more infrastructure is required to support these initiatives. The IT department is becoming more and more critical across all industries. Your IT department is undoubtedly already using a variety of software to accomplish their daily tasks. A portal offers the opportunity to centralize the tracking and completion of those tasks as well as the discussions that go on around them. Using Help Desk applications that plug directly into your company portal allow for the creation and tracking of tickets across the organization. In addition, a quality portal will enable you to place the administration of communication and content management squarely in the hands of your departments or branches. Allowing your managers to maintain their own content has proven to reduce the strain on tech support by reducing the number of simple requests and allowing the decentralization of the administration of these various aspects of a portal. Take things one step further and take advantage of a company that can host your portal on their servers for you. Suddenly your IT department will have a lot more time on their hands.

3. You spend at least 15 minutes a day digging through cluttered shared drives for that one document.

                Possibly one of the largest challenges that any organization will inevitably face is how to manage all of the various documents and their versions that you accumulate over the years. What if you could simply search for the topic, title, or a word you know is included somewhere in your document and it would appear? How much time would it save you if you received a notification every time a document was updated with changes and a link that took you directly too it? How much would employee productivity improve across the organization if they could log onto a portal and quickly be presented with all the documents you know they utilize every day? It’s a no brainer.

2.  You have accidentally renewed a contract with a vendor.

                Proper vendor management can’t be truly done with a spreadsheet. Trying to stay on top of 50 different contracts all with their own renewal and cancelation dates is like trying to count the individual grains of rice in your Panda Express fried rice on your lunch hour. Not only will having a centralized location for all of your vendors impress auditors, but you will save money hand-over-fist, when you don’t miss a cancelation date for that pesky carpet cleaner that has been stealing all your nice pens, but isolated locations for all vendor documents and information will make exams quick and painless. Compliance doesn’t have to be a headache anymore. A comprehensive vendor management program will more than likely allow you to upload that spreadsheet and all of its information at once, making implementation a snap.

1. Your staff has no idea what your company goals are.

    Synergy isn’t just a fun term that gets thrown around meeting rooms; it’s a vital part of succeeding as a company. Take it from a start-up, without good synergy and transparency in company goals, you are doomed to fail. How many of your employees could recite your vision or mission statement? How many of your managers know all of your strategic initiatives for this year? How many of your employees even know what your senior managers look like? An effective portal should offer access and benefits to not only your frontline staff, but to your executive team as well. Communication directly from the top on company goings-on is guaranteed to not only boost morale, but help reinforce the synergy your company so desperately needs to grow. Announcements and blog posts sent to staffers from your senior management should be easy to do and with a centralized location to manage content, a portal is the best solution to engaging your employees.

     

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    COMMENTS

    This list is very true. You really can feel the essence of an intranet search especially if you are trying to dig on shared drives for a single document/file.

    posted @ Monday, April 15, 2013 2:04 PM by Intranet Search


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