The Intranet is a powerful internal information system for any organization. Today we will see what it consists of, what are its potentialities and how it should be managed. Train now with a project management course!
What is an intranet?
A intranet It is an internal network that allows sharing of resources. Its birth was hand in hand with the emergence of the internet and, therefore, they have a history of approximately two decades.
In its beginnings it was a mere information system that evolved towards allowing the transmission and management of knowledge internally in the organization. In a second phase, utilities were added and the concept of the employee portal appeared, where applications were integrated for the Management of human resources: view the payroll, request permits and vacations, find out about the company’s training offer, request it and even do online training, etc. The third step was taken with the irruption of the 2.0 phenomenon. With the nickname of 2.0 in the corporate intranet the more static position of the worker is broken, giving him the possibility of interacting and being more part of the community. Thus, common and collaborative work spaces appear on intranets, being intranets in “the cloud” instead of hosted on traditional servers, evolving towards the concept of social intranet.
What benefits can it bring us?
The benefits of an intranet they are multiple. In fact, there are several studies of ROI (return of investment) that have been carried out in which it is concluded that corporate intranets have significant positive returns. Let’s see some examples:
- The first benefit to highlight is the improvement and optimization of information in the company. All relevant information for the execution of the organization’s work must be found on the intranet and, therefore, there will be no wasting time with a physical file, looking for information among computer folders or asking a colleague for said information. We would be surprised if we calculated the time spent searching for documentation that an intranet saves us!
- Facilitates interaction and communication between the different members of the company. Not only through chats or forums but also collaborative tools to provide information on the evolution of shared projects, among other advantages. And it not only makes communication more fluid between workers from the same team or from two interrelated departments, but also between technical workers and managers, with partners and even with other partners of the company who have access to the platform.
- Improves knowledge management and facilitates learning processes. What is generated in the company, with the intranet, it is easier for it to stay in the same and with universal access (or restricted if desired) to said knowledge, in an agile and efficient way.
- As a consequence of the above, it is clear that an intranet reduces the costs of information and knowledgeTherefore, it implies clear improvements in the productivity of the company.
- It facilitates the introduction into the corporate culture of values associated with collaboration, cooperation and transparency.
- Helps improve human resource management through this employee portal in which the worker can find out from his number of accumulated overtime, to his requested days of leave, his payroll or the status of his training request.
- Facilitates the incorporation of teleworking systemsby allowing virtual clock-in, remote connection to the office and, above all, having the necessary information to carry out the work without the need to be present at the company’s headquarters.
- Improves the work environment: more information, more transparency, more knowledge regarding the objectives of my department, more interaction with colleagues, more teamwork… they usually result in a positive result, in increased commitment and motivation.
How should we manage the intranet?
- must be a attractive instrument, easily accessible, and with a good skeleton that allows it to fulfill its central function of improving and optimizing information and that allows “make information and communication flow”.
- We must know what the company values and needs before designing or redrawing it. It is essential to know what will add value to your members is essential to guide the content of the intranet.
- You should consider allocating spaces for collaborative work.
- It should provide small spaces for leisure, to generate good weather, to carry out after-work activities, etc.
- It must be very up to date and, therefore, the involvement in the project of all areas of the organization is necessary.
- It is also convenient that we can enter a custom space from where we can manage our email, agenda or personal documentation of human resources, among others.
- And, although it seems obvious, it is also necessary to make it known among the staff.
Today we have seen the potential of having an Intranet in our corporation. Have you ever worked in a company with an intranet? Do you remember what it was like and what it allowed or not to do?
Related course: Human Resource Management 2.0