How to improve workflows by using corporate portals?
Every company has objectives and goals to meet. To accomplish them, there must be good management, capable of controlling resources, time, and staff, but it is also important to ensure that all employees are aligned.
With proper communication between members and a more organized flow of information, growth is feasible. To reach this scenario, an interesting solution is the use of a corporate portal.
To better understand this tool and to know how it cooperates with process optimization, integration between areas, and cost reduction, read this article.
What is a corporate portal?
A company is a body with diverse functions and responsibilities. Data and information flow through all its departments all the time. In addition, a business is composed of a set of minds that strive to ensure that results are achieved.
To ensure that these people speak the same language, corporate portals are recommended.
The idea of corporate portals is similar to what was proposed with intranets — a term coined in the 1990s to define an internal communication network in a company.
A portal is typically integrated with an intranet, with the goal of concentrating information about processes and employees in one place. In this way, you can access any information at any time. This helps optimize the flow of data within the organization.
There are several applications for portals. From the aggregation of information about employees hired in the human resources sector, document library, image banks, to file storage for project management.
It is worth keeping in mind that the implementation of such a tool requires not only the adoption of technology, but a cultural change.
What are its advantages?
Here are some benefits of corporate portals.
Productivity and Agility
One of the points that should be highlighted about a corporate portal is the fact that it helps increase productivity and operational agility.
After all, with a fastest flow of information, without obstacles in the way, also with the integration of data and the availability of documents, it is possible to meet demands with the guarantee of consistency and quality.
If one sector needs some file from another department, for example, a portal makes it easy to find. Sharing is done in real time, quickly. These solutions also help managers in day-to-day monitoring, which helps control time and team performance.
In addition, process automation contributes to the elimination of rework and productive bottlenecks, as it assigns computational systems some bureaucratic tasks and frees human employees to more cognitive functions.
Since machines do not suffer from human interference, such as fatigue and psychological factors, they guarantee accuracy. In this way, the internal team is able to cope with demand increases and with several simultaneous tasks.
Support for decision making
The concentration of relevant data and the integration that can be made with other analytical software, such as the solutions provided by Microsoft, help with decision making.
After all, one of the major problems for the managers in charge of this function is the lack of clarity and transparency of the data, as well as the confusion about what really is important.
This problem is mitigated with corporate portals. Visualization of data and metrics provide insight into the state of business. Thus, leadership can opt for strategic actions to achieve the goals.
Communication and collaboration
Another great advantage is improved communication between employees. Corporate tools include interaction mechanisms, such as chats and forums, so that doubts are solved, and mutual assistance is encouraged in the business environment.
Thus, it is possible to better control the documents and data as well as better fulfill the need for integration between sectors, which is common in a company daily routine.
This facilitates the training of new employees, since they have tools to solve the problems they may face. In addition, the portals enable the transmission of information and news between the teams of collaborators, which helps to keep everyone connected and aligned.
This asset also improves the orientation of higher-ranking professionals. For this, tools like Microsoft SharePoint optimize project management with increased collaboration among members.
With these solutions, the team becomes more integrated and has access to the same documents to work together, with the possibility to control the modifications with version control systems, for example.
In the same way, this kind of application brings people from different sectors and areas of the company together. They can discuss, debate, and interact as in a social network, with the goal of achieving better results. With this interaction, the work environment becomes healthier and more productive, with greater employee satisfaction.
You can also organize and sort files according to defined categories, which favors viewing and sharing. Due to this, the management benefits from greater security for the important documents of the organization.
Reduction of costs
As a result of these points, companies are able to save more and offset their investments with higher returns. With automation of tasks, for example, you can reduce personnel costs, error-related disorders, process failures, and problems with end customers.
Already with increased security, the company spends less on contingency solutions and losses that can be caused by data loss. In addition, a corporate portal helps to save on employee training.
How is the SharePoint migration process?
SharePoint is Microsoft’s solution for enterprise portals, document integration and management, and project management. It is a widely used system that has been gaining new resources over the years.
One of the biggest doubts of the managers who have adopted this tool is the need to upgrade to the cloud version. If you choose to switch to the cloud, the company will have to go through a process of migration from the local system to the virtualized one.
In the case of a web portal, before migrating, careful planning is needed for the content of the site that will be migrated and for the impacts of this procedure.
For example, you need to think about the unavailability of the portal at the moment of migration. The approval flows and automated application processes need to be migrated accurately to avoid disruption. Therefore, it is not a simple task. It requires carefulness.
Another concern is security — actions should be planned to avoid errors that could put data at risk.
SharePoint Migration Tools
For this process, there is a proprietary SharePoint tool, SPMT, that migrates data from local libraries to those that are located online. By means of a simple process, the user defines the origin of the data and its destination. You can also add more than one source.
In this procedure, you still have the option of checking whether the documents already exist at the destination or if there was a change in the middle of the migration.
There is also the Share Gate tool. With it, you can choose to copy the entire structure of the site with one click, copy only specific files, or import from a particular location. There is no transfer limit, and the system is fast to install and to migrate.
Besides these mentioned tools, there are several other options in the market that can help you. Knowing which one to use is critical to planning and executing the migration process, so it is important to have the support of a specialist consultancy to help your business in this process.
The solutions that contribute to the improvement of the communication, management, and file sharing in the organizational environment are fundamental to ensure that results are achieved with agile and consistent processes. With them, management gains the ability to monitor everything and make appropriate decisions to maximize benefits and mitigate problems.
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