Every business, whether large or small, is facing multiple challenges at any one time. And if, for instance, you identify project management as being a pain point in your organization, it’s often tempting to go with a software solution or app that addresses that specific need. But when the challenges are multiple and each has its own solution, the situation can soon get out of hand, quickly becoming counter-productive. There was a time when having multiple business apps was almost like a badge of honor – the more you had, then the more ‘with it’ and innovative your organization had to be. But many businesses are now discovering that single-purpose apps are actually impeding rather than enhancing productivity. And so it’s time for organizations to rethink their approach. The future is, in fact, multi-purpose software with the cloud intranet being the perfect example. Let’s explore why.
The Problems With Overspecialization
Now don’t get us wrong, there are plenty of examples of single-purpose software that do a great job. But that’s it. They address just one problem when the reality is that businesses are simultaneously juggling a range of issues.
Overspecialization can also be an expensive option. Many of these apps are subscription based and although each app in itself may seem reasonable, when you combine all the fees across all the apps, then the picture is entirely different. What’s more, you can often find yourself stuck with long contracts that are difficult to get out of, which can be a nightmare if the software turns out not to live up to expectations.
Duplication Of Effort
Having multiple apps to achieve different tasks leads to a fragmented user experience. Any one member of staff is likely to have a number of tabs, apps and programs open at one time, requiring them to flip backwards and forwards. What’s more, the software isn’t necessarily compatible either. Your project management app, for example, may not be synchronised with your human resources app which means that you have to enter the same personnel information in two different places. It’s not difficult to see that this process, as well as wasting time, can lead to errors and mistakes creeping in.
The other problem with multiple apps is the interruption to the flow of work that it involves. Research suggests that it takes the average person four minutes to recover from an interruption and refocus on the task in hand. Constantly switching between apps, far from increasing productivity, is actually slowing things down.
It’s likely that all the single-purpose apps have their own proprietary features and operating systems which means that staff need to be trained in how to use and get the best out of them. Staff training is, therefore, a huge investment of resources and time for the organization.
In addition, to all of the above is the very real problem of shadow IT. It’s now so easy to source and download software in response to a perceived business need that, armed with a company credit card, managers are doing just that. As well as posing a potential security threat that could compromise the entire company network, such unauthorized software is causing real management headaches for organizations. In a recent survey 83 percent of respondents admitted to having some level of unauthorized cloud services on their corporate IT systems. As well as issues with compatibility, the lack of central oversight has resulted in inconsistent organizational practices.
The Solution: Multi-Purpose Cloud Intranet Software
An integrated, multi-purpose platform has a number of advantages over the single purpose app, and perhaps the most important one is its great simplicity. Instead of multiple apps, all the tools and features you need are in one, totally compatible platform with a single login. So just how good a solutions is the cloud intranet? Well, let’s examine its performance against the issues we identified earlier.
From document and content management systems, forms workflow and corporate calendars through to news blogs, collaborative workspaces and social features, the cloud intranet has the lot. You can even embed your favorite Microsoft Office 365 program or Google App directly in the intranet page for greater convenience and enhanced joint working. Plus, there’s no need to flit from one program to another, one logon gets you access to all these great business tools.
Cloud intranets are a cost-effective option. For a very reasonable monthly fee, you get unlimited numbers of users and data storage. Instead of several monthly fees associated with a number of different apps, there’s just one monthly cost. And so if cost certainty is important in your business then a cloud intranet is the way to go.
Streamlined Business Processes
The cloud intranet’s features and tools are all compatible and the software is supported by easy to use management tools, site permissions and rules. And so if you wanted to apply for vacation leave, instead of completing a form, emailing it to your manager for approval, entering your absence in the team’s separate calendar app and then informing human resources for reporting purposes through the HR app, the integrated nature of the intranet means that the online form is automatically routed to all those personnel that need the information.
Continuity of effort
Being able to solve all your business needs and tasks in one place, means that users won’t be facing unnecessary interruptions in their workflow. A few clicks of the mouse, rather than a process of opening up and logging in, is all that’s needed to move from tool to another. Productivity will be increased as staff are not wasting time going between different apps.
The requirements in terms of staff training are greatly reduced. Employees only need to learn how to operate and navigate one system rather than multiple ones. The investment of time and resources the organization has to stump up is much more manageable and cost-effective with just a single platform.
One major headache you can forget about with a cloud intranet is security. The cloud provider retains all responsibility for ensuring the security and integrity of your intranet using the very latest industry-standard security measures. These include SSL encryption and OKTA secure web authentication. What’s more, internal security threats are taken care of with user name and password protection, restricted access to sensitive information and role-based permissions.
In addition, management can easily maintain control and oversight of corporate IT because there’s only one platform to worry about.
And so if your company is grappling with an out-of-control proliferation of single-purpose apps then it may be time for a fresh approach. Why not take advantage of MyHub’s free demo or trial period and see for yourself what an integrated, multi-purpose intranet platform can offer your business.