Use an Intranet to Increase Your Company's Efficiency
Not only can the Internet be a global storefront for your small business, Internet technology can actually make your company more efficient. In the form of a private intranet site, Internet technology can enhance team productivity, save you money, foster communication, keep employees up-to-date, and enable one-stop access to important documents. But first you need to understand the tools and technologies — e-mail, instant messaging, virtual conferencing, and more.
E-mail offers an electronic way to converse with employees without time-consuming meetings. You can also transfer documents across the Internet, saving money on printing and saving time by distributing the data to multiple recipients at once.
Productivity bonus tip: Sometimes employees can rely on e-mail so much that it begins to drag down productivity. It doesn't have to. Depending on your e-mail program, you should be able to filter incoming messages into mailboxes other than your inbox, helping you to avoid wasting time on non-work-related messages. It's also a good idea to invest in antispam software and to use a non-work e-mail address when posting on the Internet.
Instant Messaging
Small teams can use instant messaging to increase productivity. Instead of waiting for e-mail to download, employees can use programs like AOL Instant Messenger, Google Talk, ICQ, and Trillian to chat in real time with other employees around the world. This is extremely effective if employees need to be in constant communication but don't want to wait for e-mail to download.
Productivity bonus tip: To protect yourself from receiving instant messaging spam, don't publicize your user profile. Many programs also offer warning and block features to curtail unwanted messages.
Bulletin Boards
Like e-mail and instant messaging, bulletin boards foster communication. But message boards can be even less intrusive than either of the other two options, allowing employees to read and respond at their will. Bulletin boards can also keep the entire company up-to-date about new developments and important information without having to suck up e-mail channels used for client communication.
Scheduling
By using online shared calendars and to-do lists, you can schedule meetings and tasks without having to rearrange schedules via e-mail or phone. Furthermore, employees can easily check what times coworkers have open in one easy-to-reach place.
Virtual Conferencing
You can have real-time interaction with employees around the world with conferencing software. Holding online conferences can help minimize costly and time-consuming meetings, phone calls, and plane flights.
Document Management
You can manage documents online, and host the hundreds of documents you may otherwise have to print and distribute. Instead of spending hundreds of dollars printing internal documents — and repeating the process every time there's an update — you can publish important documents and forms on an intranet for employees to access as needed.
With the Internet and an intranet, you can enhance team productivity by allowing instant access to documents of all kinds. By letting teams collaborate in real time electronically, they'll get more work done. You can even save thousands of dollars in printing and reproduction costs if you distribute or publish documents electronically. You can save time and travel expenses by holding virtual conferences in lieu of face-to-face meetings. Use e-mail, online bulletin boards, and document management to avoid expensive overnight mailing and couriers.
