Web based solutions provide a platform independent, low bandwidth medium for developing internal communication solutions. As access is through a web browser t his minimises the need to load any applications onto a users’ local machine resulting in easy deployment.
The ‘intranet’ is evolving from the information posting function used previously by large organisations. Advancements in web-technologies are enabling more organisations to develop bespoke applications for internal use. These in turn are being integrated with external facing solutions developed for Suppliers and Customers. This facilitates a holistic approach to information sharing within organisations holding information centrally.
The BBC is an excellent example of an organisation that has placed web based content management solutions at the heart of its internal/external communications. The systems are used to create, edit, authorise and publish content throughout the organisation and straight onto the internet. The following extract is from the DCMS - BBC Online review as part of their Assessment of BBC Online’s use of technology.
“Authors and editors generate content on terminals with editing facilities; their work is then published onto a content database (which catalogues and indexes the item) and subsequently published to the web, often with a template applied to the content to ensure a consistent look. The complete page is stored in the page cache until it is next changed. Rich media, such as images, audio and video, are stored separately from the content database and combined at the web server.” April 2004
When considering tools for developing a web-based solution for internal communications the golden rule is to make it easy for people within your organisation to use. The easier it is, the more likely people are to contribute and keep information current and relevant. The probability is that many of your users do not want to worry about “ftp access” or “cascading style sheets”. A successful intranet will have an easy to use content management system ensuring use throughout the organisation.
Web based means accessible, whether in the office, on the road or in the field. Users can access using Mac’s, PC’s, laptops, XDA’s, mobile phones, etc... It is the ultimate communication platform because it is so versatile. Accessibility is pivotal to ensuring a system is used and underpins the success of any internal communication system.
The advance in online database technology and web browser sophistication has compelled developers to create sophisticated interactive solutions. Applications include;
- Instant Messaging
- Document Management Systems
- Business Information Systems
- SMS Integration
- XDA Compatibility
Instant messaging is proving an effective tool for internal communications especially between disparate members of project teams. As all communications are typed and recorded it is as effective as email for validation whilst maintaining the interactivity of immediate responses. Instant Messaging has also evolved as an external communications tool for businesses as a live response feature on websites. This enables organisations to interact with clients online, enabling operators to handle multiple queries at the same time.
Document management systems enable users to collaborate on the development of documents and publish the final versions for use by others in the organisation. The system provides a single source of access ensuring that users know where to find what they are looking for. Changes to documents can be recorded and archived ensuring traceability for version control. Documents can be made accessible quickly in a quality controlled environment, reducing duplication and increasing efficiencies. The documents can then easily be made accessible to external users, for example case studies or technical specifications for customers.
Business information systems can be used to facilitate a wide range of internal business needs from timesheets, to project and customer management. The tools enable users to manage their tasks and time, while providing managers with over-sight. By capturing the information and managing it collectively users can collaborate as part of a project team. Managers can analyse the information collected to identify a range of criteria for example, EU working time regulations, trends and possible efficiencies, forecast future annual leave requirements, and measure return on business investment.
SMS Integration within your web-based internal communication system enables you to send short messages to many people even if they are working remotely from an office. The service is successfully used to communicate sales leads or appointments to the relevant person in the field, and the only tool they require is a mobile phone. We have also used the technology to acknowledge orders and even inform parents when their child has not registered at school. The potential applications are wide and varied, but the central technology can be easily integrated within a web-based internal communications solution.
XDA’s provide a flexible and mobile communication tool for interactive communication between users. XDA’s integrate well with a web-based internal communication system as they require low-bandwidth and generally all feature a web-browser, reducing the need for loading bespoke applications. XDA’s can make full use of the other solutions discussed including, Instant Messaging, Document Management Systems and Business Information Systems.
A web-based internal communications solution can utilise a number of security protocols from a secure password protected folder through to 128-bit SSL encryption. The access control system can then be established to enable all users’ general access or provide profiles that are assigned to users enabling restricted access and privileges dependent on login. Depending on the size of your organisation and specifically the number of users, you will need to identify an appropriate access control system.
The benefit of a bespoke web based content management system is that your users are restricted to the actions you choose. All usage can be traced with login ID’s providing complete audit tracking. For critical business areas, like document management systems, a change management system will enable you to archive previous versions for full document change control.
Bespoke web-based internal communication systems are an effective and reliable solution for managing internal communications. They are evolving to form an essential part of the knowledge based workers tool kit. The solutions can be scaled to suit most sizes of organisation. 998 words
