Intranet systems are primarily geared towards improving the internal communications of a company, especially those who employ remote workers, who spend a lot of their time in the field rather than in the office. They can be used to share content, manage events, receive news updates are much more. An intranet system consolidates all the pertinent company information needed by employees on a day to day basis in one secure location, vastly improving efficiency and collaboration.
Intranet systems essentially act as centralised information hubs, from which employees can access the latest news and company documents. Given that employees are often accessing this information through mobile devices, responsive design is crucial. The whole point of developing an intranet system is to make processes simpler for employees, not add to their frustrations. Using our preferred dashboard design, employees can see all the most recent information from all the systems modules, as soon as someone logs in.
At Ultimate, we prefer to take a consultative approach to our work. We like to sit down with our clients and outline their requirements, ensuring that any solution we put in place is the right one. Our intranet offering is not a fixed, off the shelf product. We can certainly adapt it to meet the needs of any business. This adaptive ability extends to the design and feel of the technology. We can amend the style of the intranet so that it seamlessly integrates with your brand. Fonts, colour palettes and icons can all be modified to your specifications.
Within the intranet, a company’s internal communications can be managed through a ‘Latest News’ module. Aimed at replacing email, this component can effectively broadcast information to all or selected staff. Within the module, different types of news can be variously categorised. For example, ‘Sales News’ or ‘HR News’. Each of these categories can be branded, styled and coloured individually. To encourage engagement employees are able to comment on each news article. However, if you want to restrict the visibility of some to managers only, that functionality is available. For ease of use, there is a free search box.
Another key module is the ‘Document Store’. This is an area in which you can store useful information relevant to large sections of the company, reducing reliance on the likes of Dropbox. Examples of such documents would be pensions, holiday and expenses forms. Like in the aforementioned news module, these documents can be categorised, possibly within pre-set criteria. Similarly, employees can also comment on the documents and browse them via a free search box.
To further encourage collaboration, another dashboard module looks at ‘Discussion’. The idea of this component is to inspire employees to reach out to each other for information and assistance. This functionality is especially pertinent in companies that utilise remote workers. An example discussion might revolve around the launch of a new product. A member of the sales team could post requesting more information from those employees more actively involved in the product’s production. Those employees can then share their knowledge in a manner that other users can return to it later as reference, over time building up a discussion topic thread.
There is also the option of a simple event system. From a centralised point, management can add company wide events across various categories. All these categories can be visible to the end user. Events could include sales meetings, production meetings or simple get-togethers. The aim here is to move away from Google or Outlook calendars.
Profiles are also a key element of the intranet. Every user has a basic profile of their own, to which they can upload a photo, job title, email, chat initials and more. This contact information is then easily searchable through an organisation wide team directory. Attachable to each user profile is an employee level, identifying whether or not an employee is a manager and so allowed to view all content.
Throughout the intranet there is the capability to enable comment functionality. Additionally, there is also a notifications system. There are two types of notification: sticky and normal. The former indicates a high level of urgency or ‘must read’ and cannot be dismissed until read. A normal notification would be used to alert employees to a new news article or comment reply, for example.
On top of all these wonderful elements, we can add further functionality in line with a client’s requirements. These could be a sickness tracker or holiday booking system. We can also discuss any integration of third party systems.
Given the large and technical nature of an intranet project, we aim to work in close collaboration with the client. Frequent meetings and reviews ensure that tweaks can be discussed and worries allayed. Before rolling out a finished project we will always produce a demo for employees to trial, ensuring that their original problems have been solved and the system does its job.
"A successfully implemented intranet system should become the ‘beating heart’ of a company. It should be the one central systems that all members of staff need to use daily, keeping them abreast of any changes and allowing them collaborate and engage with colleagues. Ultimate’s intranet does it all."
Jon Walker - Managing Director
At Ultimate we believe new projects should be undertaken with great amount of consideration and vigilant planning and research. You can be assured everything we do, will be the best for you and your brand and not what is best for us!