The Top Intranet Document Management Features
One of the main reasons for getting an intranet is to optimize and share information. A small company can generate a tremendous amount of knowledge, which can get chaotic much too soon.
According to research from McKinsey, employees spend 20% of their time looking for internal information or tracking down teammates with specific tasks in mind but are only successful 60-70% percent of the time! This means that they waste about 20 hours each month on this task alone–time could be better spent elsewhere if there were some sort social technology at hand (McKinsey found that it was possible).
So, if you’re vetting intranet vendors and are looking for the top solution when it comes to organizing your files in a single place, we’ve rounded up some of the best features that you should be on the lookout for.
The world is becoming more digital by every day which means businesses need an easy way to store documents electronically without wasting any time or money. Fortunately there many solutions available these days including document management software like SharePoint as well as online storage providers such as Box and DropBox who have created simple plans just right for business owners with all sorts of needs! Here are some key things you will want to look at before choosing:
Intranet Document Management Features
1. Smart Search
A search engine is the most important piece of technology for any company. It’s what employees use to find information they need, and it can be a real lifesaver when someone needs something quickly but doesn’t know where to look first. A good intranet should have an updated results page that includes bookmarks or links so you don’t waste time looking around on your own; if at all possible there should also be multiple versions available as well in case you’re working with outdated software and want more recent data (smart companies always keep up-to-date).
If you are looking to make your intranet the ultimate people finder, then you need tags. Tags will put certain documents into groups of related items in a way that is easy for employees and customers alike to browse through – just what they’ve been waiting on!
2. Integration
Do you have an intranet? If so, are your staff getting the most out of it by syncing seamlessly with what they’re already using in their digital workplace? The top vendors integrate with all three major services (Microsoft Sharepoint, Google Drive and Dropbox) at least via API. However, that doesn’t mean there’s a one-size-fits-all solution for integrating these platforms into any given company. Some vendors offer only cloud based sync while others let employees preview or open files without having to leave the intranet itself!
3. Editing Capabilities
Some intranets are built around specific document management software, such as Happeo with Google Drive or IntranetPro with Sharepoint. In some cases you can even edit documents, manage versions, and leave comments right in the same platform!
Intra-companies will often build their own custom social media platforms for employees to connect online through various dynamic features that make it easier than ever before for all types of people within a company to be able to access information quickly whenever they need it. Some companies choose more rigid options like sharing content on an always up-to date digital website where everyone has unrestricted access; while others take advantage of newer technology by building what’s called a “social intranet” – which is basically just
Some vendors go the extra mile with this principle and retain almost all features of their document management solution right in your intranet. You can drag and drop files, see previous versions that were uploaded to its account, upload or download bulk data by labeling them accordingly- there’s customization options for everything!
4. Workflows
A survey from Harris interactive found that email still eats up nearly 30% of the average employee’s time, but it doesn’t have to be this way. With workflows and automation within their intranet document lifecycle, knowledge workers can save an incredible amount of time by not having to send emails back and forth with coworkers while editing or managing documents. The whole purpose behind a company-wide system like this is efficiency in saving precious minutes for everyday tasks – which ultimately saves money too!
A well-crafted workflow can make all the difference in your document management system. Within an intranet, for example, a variety of workflows may be implemented depending on which vendor you go with. In general, these sequences should let you create steps that need to happen before certain files are publicly shared or created automatically from a template when specific actions have been met – like approval processes and automatic creation of documents respectively.
5. Mobile Readiness
A recent study by VMware found that making apps highly accessible from any device makes an overwhelming difference in performance. For example, 63% of respondents said that a digital workplace with high accessibility increased their personal productivity, and 77% said that it helped them accelerate their decision making. Not only does this contribute to the success of individuals within organizations but also proves beneficial for society as well!
If you’re thinking of starting a company intranet, make sure to keep an eye out for how these perform on the mobile version. You can ask to see certain actions during the demo or use your free trial time frame so that you know what it’ll be like in-person before signing up. Important content management tasks such as editing documents, going through comments and adding data in excel sheets should all easily work with any smartphone if your company’s new intranet is expected to do its job properly!
The intranet as document management system
Have you been looking for a way to make your company more efficient and productive? If so, an intranet platform is the answer. Document management capabilities are crucial when it comes to facilitating knowledge exchange within organizations—which should be included in any good intranet system. It’s important not just because of how much time digital document distribution saves (see our HR & Recruitment section), but also because of its effects on employee engagement levels and productivity rates as well! To find out what features matter most with regards to this particular aspect, take some advice from experts who’ve investigated the topic firsthand: “If you’re serious about getting an Intrauit Platform-and getting it adopted at high rate faster than internet memes come into existence
In order to make life easier for people, an intranet should provide information about company events and resources that are not only helpful in the workplace but out of it as well. To do this, you need metrics like employee engagement or how happy they are with their job – which is what will determine if a good intranet has been built.
