Background and Challenges the company faced
Company X is a company that over the past few years had faced many challenges. The company had very few documented processes and procedures and it became evident that their existing information system was not adequately supporting their growth strategy. The organization’s, communication was poor and the inventory accuracy was less than 70%. As we all know, communication is always the key for a successful business. It was inevitable that management finally made the decision to incur the expense and implement a new Intranet system.
Another challenge the Company faced is that they had over 1000 employees from different countries and as their daily activities revolved around accessing files, business would be impaired every time there was a miscommunication or downtime. Ensuring the proper permissions and content migration is one of the things that the company should strive to achieve.
All this was as a result of the high turnover, communication error across divisions and departments, hiring of unskilled labor, employee skills did not match what was required of them. There was no robust way of training new and existing employees and there was no performance feedback throughout the organization hence the production rate was very low. Generally, the company lacked a clear and consistent information system.
The services we offered to address the challenges
The company sought us out to help them plan, develop, and implement a new and efficient information system as we have a track record of helping businesses to achieve operational excellence. Partnering with us was a sure guarantee for the company’s improved results. We used our intranet system to implement an operational driven culture in the organization with a standardized and visualized performance in all the departments. We improved the communication and the interaction between all the teams. “Once employees perceive that the intranet is simple to use, they may search it for timely information that facilitates better decisions and allows them to be more productive in accomplishing their tasks (Hussein et al., 2008)”
Using our system, we were able help the customer transition from the existing unreliable system to a new intranet system which immensely helped to put all the company information, department introduction, and policy in a centralized platform. Through our system, we were able to train critical processes as well as bringing the departments to work together as a team and develop best practices across all levels of the organization. We also came up with a better content management and exemplary workflow governance.
Our system process and functionality
Our system’s functionality is unique and geared to achieve the following: setting the control access for over 1000 employees; introduction of social chatting and functionality which aims at increasing employee interaction among divisions and fellow employees; accessing the history gallery which is aimed at helping the new employees to walk through the gallery of the past and understand more about the company; security by encrypting all the confidential information of the employees; compatibility for mobile, desktop, and tablet for all employees to enjoy their work in their preferred devices.
Positive results from our services
Through our services, the company has become a success as we have saved up to 5.8 million dollars of cost reduction in 6 months. The company saw a tremendous reduction of communication errors in 5 months which amounts to a 69% reduction. Another great outcome was in the improvement in production rates reaching up to 40%.
All the employees across all the departments are now happy and motivated as we standardized dynamically documented processes as well as developing training videos. We have the best services and we help companies achieve operational excellence. We specialize in developing and implementing a foundation of communication, standard operating procedures, and employee engagement to drive a culture that is sustainable for improvements as in the case of Company X which was a success.
Masrek, M. N., Karim, N. S. A., & Hussein, R. (2008). The effect of organizational and individual characteristics on corporate intranet utilizations. Information Management & Computer Security.