As the adoption of mobile workplace technologies continues to skyrocket, there is one question that operations, HR, and IT professionals face across many global industries: “When we optimize our workplace correspondence for mobile, what will become of our on-network company intranet?”
It’s a completely fair point of inquiry—and one we’ve spent a great deal of time thinking about as we continue to develop and expand the Beekeeper feature set. There’s no doubt we’re in a mobile content boom, which marks a lot of changes for your legacy content management system. In the spirit of getting to the bottom of this mystery, let’s talk about the state of intranets now, as well as where they may be heading.
Intranet Recon 101: It’s Like Flipping a Car for Parts
After your employees start using dynamic, interactive, real-time mobile correspondence tools, the fact is that a static web-based intranet hub will begin to look a little stale. There are many reasons why your intranet may feel outdated, a few of which we have outlined on our blog in the past. TL;DR (“too long; didn’t read”) intranets are often full of content made irrelevant due to the passage of time, they are technologically clunky, lack a clean, simple user interface, and are often far more expensive to maintain than they are worth to your organization’s overall productivity levels.
The fixed nature of intranets also make them less social, less engaging, and, most importantly, less collaborative. For dispersed workforces who rely on digital checkpoints to provide feedback and execute projects, lacking the ability to connect directly with coworkers on the intranet becomes especially problematic. In other words, while intranets do a decent job of connecting people to information, they fail miserably at connecting people to other people.
Despite these shortcomings, when we look at the lack of utilization of legacy intranet hubs, we see nothing but an ocean of potential ways to optimize to meet the fast-paced demands of today’s workplaces. In order to salvage the best parts of the hub, it can be useful to look at your intranet like an aging car. When you lift up the hood, determine the pieces of content that your employees still engage with regularly, either by mandate or choice. You can determine this in two different ways:
- If you have access to them, look at your backend analytics to see which portals and knowledge base articles your employees engage with the most.
- If you do not have access to your intranet engagement analytics or would simply prefer more anecdotal feedback from your employees, send out a pulse survey to gauge which aspects of the current CMS hub they still use and/or find helpful in their everyday workflow.
Once you’ve identified the parts of your intranet worth saving, it’s time dig deeper into what the next generation of company content sharing could look like. This begins with exploring ways to reconfigure your current CMS with tools like ours that were built specifically for a mobile-first world. When we look at legacy intranet hubs becoming less useful and more of a headache (like the depths of a library archive), we see vast potential for optimizations. Below, we outline three easy steps that will help you successfully converge your aging CMS with your new mobile-first workplace platform.
Our Beekeeper Marketplace is a great place to start brainstorming ways in which your legacy intranet can be updated for mobile and real-time use. For instance, if analytics or anecdotal feedback suggests that employees find the intranet’s company personnel directory useful to keep tabs on team members, you might consider a Bamboo HR integration. This would allow employees to upload photos, fun facts, and critical contact information for colleagues to quickly access to get in touch or get to know their teammates better. Another prime example of this would be implementing a Box integration, which would allow you to upload and maintain all frequently trafficked knowledge base articles and training materials to a centralized digital hub within Beekeeper. This allows employees to quickly look up and access files without having to dig through a graveyard of poorly managed documents that may or may not be up to date with the latest content.
Company content hubs should feel like a warm and lively gathering, not a ghost town. Carrying strong visual brand assets throughout your internal communications hub is a great way to encourage employee engagement and collaboration. Whereas a traditional intranet can feel as sterile and stark as a windowless chamber, the Beekeeper digital workplace suite can be customized entirely without robust assistance from IT or technical leaders in your organization.
In addition, the Beekeeper interface allows individual employees to customize things like push notifications and workflows, giving a more personalized feel to the workplace experience. In addition to increasing productivity, these interactive features and notifications also encourage higher levels of participation within the company culture, leading to higher levels of overall workforce satisfaction.
While we have touched on a couple of these features already, it is worth mentioning that automated workflows, communication streams, and content updates allow for a more dynamic version of your legacy intranet system to emerge. A common pain point among traditional intranet users is that that legacy hubs are resource-intensive to maintain, with technical ownership of the site frequently remaining murky or unassigned. With no one to steer the ship, documents and modules become quickly outdated and useless.
Beekeeper, on the other hand, was specifically designed to self-regulate as much as possible, including workflows, newsletters, and survey dispatches. While it may seem counter-intuitive that automation makes Beekeeper more dynamic and human, it’s touches like these that help your employees integrate the digital work hub into their everyday routines, making life less about logistics and more about productivity. For dispersed teams who may be scattered around a warehouse, kitchen, or retail floor, having check-ins automated becomes a true sanity preserver.
Why Folding Your Intranet into Beekeeper Will Set You on the Path to Success
At the end of the day, the goal of Beekeeper is to seamlessly augment and integrate with the tools that your employees already use and love, while replacing the tools that may be stuck in the past. Given that mobile apps are the primary method of communication for the modern workforce, our platform was built specifically for mobile rather than adapted for it.
Beekeeper enables employees to engage with their employer in the same way that they engage with their friends and family— on the go and on their own terms. While simply serving up content on a static hub falls radically short of this goal, building a digital space for employees to connect to one another and discover their purpose within their organization encourages all team members to find their purpose at work.