The average employee uses between 10 and 20 individual software applications throughout the course of their day. This makes sense considering modern businesses run on software. However, using too many individual applications stifles productivity by wasting time, which subsequently wastes payroll dollars. For instance, employees use separate applications for the following tasks:
- Time tracking
- Customer Relationship Management (CRM)
- Email marketing
- Shopping carts
- Direct messaging with team members
- Video conferencing
- Document storage
- Client communication
- Knowledge base
- People directory
- Document collaboration
- Scheduled appointments
- And more
When teams are required to use all of these applications separately, productivity suffers. Using applications that combine multiple features will strengthen productivity, especially for remote teams.
Increase productivity by using fewer applications
Using fewer applications will increase productivity, but that doesnâ€™t mean you need to stop using the features you need. The ideal solution is to find software applications that provide multiple functions. For example, many popular CRM software applications provide email marketing, sales process management, a shopping cart system, and more.
Similarly, there are company intranet solutions that combine communications needs. One of those solutions is Happeo. Happeo is an internal collaboration platform that allows teams to work productively in a secure environment. The platform combines many functions like document storage, a knowledge base, a people directory, announcements, and document collaboration.
Many useful features not native to Happeo can be plugged into the network using integrations. For example, Happeo integrates with Google Workspace (formerly G Suite), which gives teams access to Google Workspace features from within the intranet, eliminating the time required to switch between applications to perform tasks.
If you havenâ€™t implemented a company intranet like Happeo, youâ€™re missing out on a massive increase in team productivity.
How does an intranet increase team productivity?
An intranet increases team productivity by improving communication and engagement, maintaining mobility for your remote workers, and supporting better collaboration. In other words, an intranet mitigates the challenges that halt productivity, especially for remote workers.
The most significant impact comes from the reduction of applications used throughout the day. For instance, when a team member has to switch from one application to another, it could take anywhere from 30 seconds to a couple of minutes, depending on where the application is located and what steps are required to log in. If multi-factor authentication is required, it could take up to five minutes.
A few minutes here and there doesnâ€™t seem like a big deal, but those minutes add up quickly. If a team member uses ten separate applications that take one minute to switch between, and they use each application twice per day, thatâ€™s twenty minutes wasted just switching between applications. That adds up to 3.33 hours per pay period per employee. For a team of 15 employees, thatâ€™s 50 hours per pay period wasted.
What are the benefits of increased productivity?
Aside from the obvious increase in ROI, productive teams offer many benefits to their company, company clients, end users, and other team members.
Productive teams make their companies look good
Productive teams get results that get companies noticed. Companies that build a positive, in-demand reputation based on their high-quality work are seen as leaders in their industry.
In the corporate world, many companies are on strict client deadlines that arenâ€™t always realistic, but productive teams get pretty close to the goal. On the other hand, unproductive teams wonâ€™t be anywhere near the goal when the deadline hits, and they usually have to do plenty of apologizing to their clients. This drastically reduces the clientâ€™s potential to recommend that company to their colleagues and friends.
Productive teams create and manage expectations realistically. They can estimate the time it will take to complete a project, including accounting for inevitable breakdowns. This means theyâ€™ll have an easier time meeting client expectations because a productive team will set those expectations correctly from the start.
Productive teams make end users happy
Productive teams tend to produce better quality work, which makes end users happy. For example, end users donâ€™t want to start using a new software application only to find a bunch of bugs that should have been taken care of prior to release.
Part of what makes a team productive is a lack of unnecessary back-and-forth to solve problems. Productivity stems from efficiency, and efficient teams handle issues as they arise to full completion.
When a team completes a project designed to be used by end users beyond the client, thereâ€™s no room for sloppy mistakes. The client will be held accountable by their end users for anything that goes wrong even though itâ€™s not the clientâ€™s fault.
Only a productive team can produce a project that will make end users happy.
Productive teams create happy clients
Productive teams get their work completed on time and in full to deliver stellar projects to clients. When clients are impressed with high level work that gets delivered on time, theyâ€™re happy.
Happy clients matter because they are likely to order more work and refer your products and services to others.
An intranet will reduce your operating costs
How many different software applications are you paying a monthly fee to use? Considering most popular software applications are subscription-based, youâ€™re likely using at least fiveâ€”and thatâ€™s a conservative estimate. If access to each software application costs $20 to $100 per month, thatâ€™s $100 to $500 per month (or more if you use more apps) that you may not need to spend.
Using an intranet can help you combine many of the software fees youâ€™re paying unnecessarily to separate entities. Your teams will need time to adapt to new software, but once they get going, theyâ€™ll find it easier to use an intranet for everything.
Donâ€™t let the subscription model drain your software budget
Every company wants the best software for their teams, but that doesnâ€™t mean you have to buy the most expensive software on the market. You may not even need some of the features offered by some software applications.
The subscription software market is big. Digitalist Magazine projected that by 2022, 53% of all software sales will come from subscriptions. For most companies, thereâ€™s no way around buying subscription software. While an intranet will combine many disparate software applications for you, it wonâ€™t replace every subscription software you need. Thatâ€™s why itâ€™s important to take stock of your current applications to see if you have overlap with your intranet and if not, start looking for a cheaper option.
Donâ€™t drain your budget by thinking you need to buy a subscription to every popular application on the market. There are other options, even some that donâ€™t require a monthly fee. Itâ€™s hard to find, but there are software developers who sell their applications for a one-time fee.
However, when it comes to getting a cloud-based company intranet, youâ€™ll probably need to pay a monthly subscription fee. Although, youâ€™ll be saving money by condensing the number of applications you use, so itâ€™s worth every penny.
Company intranets are the future of productivity
Corporations have been using intranets for decades to provide teams with information, files, training materials, and ways to communicate. Until recent years, intranets were largely hosted on-premises on the same server that ran the company network.
Although many companies still utilize on-premises servers to manage private, secure networks, cloud-based intranets are the future. The enterprise collaboration market is expected to grow from $31 billion (2019) to $48.1 billion by 2024.
If you havenâ€™t implemented an intranet for your teams, itâ€™s time. Businesses are rapidly moving to a remote team structure, and an intranet is the best way to keep remote teams connected and productive.
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