When emails exercised their hegemonic power over all other convenient file and data sharing services, we wouldn’t think that more robust methods were on the way. Globalization has become a reality, businesses regardless of their sizes are breaking jurisdictional boundaries, and the workforce is more diverse than ever.
While the world of communication transformed rapidly, the email system got stunted. Soon it became pointless for forward-thinking organizations once the first SharePoint intranets slithered its way into their communication system. Let’s see how intranets made email services redundant and inept.
What’s Dragging the Email System
We cannot say that the application and adoption of intranets are utterly ubiquitous, but at least a fair share of top organizations embraces the system. Few companies still use the system to spearhead their communication processes, and they’re still experiencing success with it. Only that they could even be more successful with intranet portals.
Let’s see how emails are increasingly becoming inappropriate for current work environments.
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Lacks Urgency
Emails received are always in bulk with tons of information to be read. Also, one could receive one email after the other from diverse departments. It is difficult to gauge which correspondent requirements urgent attention. Searching for relevant in the emails info in the emails takes time, drags down workflows and causes attrition thus lowering efficiency.
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Some Significant Information Can Go Unnoticed
Because information in emails is highly fragmented, team members receiving numerous emails may just sift through them immediately without paying attention to detail. Information which could have helped acquire or retain a lead may go unseen.
For instance, Katy the marketing officer sends you pieces daily about progress, but today, she sends you a message asking you if you had finished completing the list. And you are like, which list? A list of what? In some email, Katy embedded a list of high-profile leads that required you to learn them closely.
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Cluttered Inbox
When one misses a day because of shift swap or because of a one-day leave, the next time he touches his inbox, an endless number of email messages streams in. The entire inbox is confounding; you don’t know which correspondent to respond to first, which one is urgent or which one is spam. The email system is disorganized and leads to work overloads due to unstructured workflows.
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Business Emails Lack Flexibility
Most companies use standalone email apps that integrate with the employee organization’s email. The app may not accept other email addresses such as those of Gmail or Yahoo. This means that once the employee leaves his desk until the next day, no one will reply emails coming in odd hours. Most enterprises are looking for ways to answer messages from partners, prospects or even fellow employees within minutes and not hours or days. The email system can’t deliver that.
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Data Security
Business emails usually involve sharing of confidential and sensitive information, and therefore their security is of paramount concern. Hackers and other malicious people can use DDOS, phishing or social engineering techniques to acquire staff emails and send malicious attachments containing malware and ransomware. Time has proved that email systems are very vulnerable to these attacks costing enterprises millions of money.
9 Reasons Why the Intranet is the Best Alternative to the Email System
Technological experts for decades have been looking for a way to avert the problems coming with the email system. They required a secure, synergic platform that streamlines workflows and processes within companies. Microsoft introduced SharePoint, although it did not beat the email system at the time, it was the turning point for software engineers who worked tirelessly to launch the system.
Nowadays, we have a couple of intranets like the LS Intranet serving organizations of all sizes, streamlining tasks and increasing workforce engagement. We’ve highlighted 9 ways that make LS Intranet service robust over the traditional emails systems.
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Measurable Returns
Aligning communication KPIs within the email system is not feasible. Intranets empower organizations to monitor KPIs such as employee engagement rates, employee attitudes, and development of top-down relationships. Tracking performance and accurately measuring ROI is possible with the intranet.
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Diverse Workforce
Companies can now hire remote employees because of the capabilities of the intranet portals. Managers can follow up on projects without being seated in front of their desktops. Marketers, accountants, customer care reps and all other professionals are connected to one platform facilitating them to portray one brand name.
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One-to-One Communication
With intranet systems, junior employees can effortlessly get in touch with departmental heads. Directory sites allow one to find the contact of every employee with just a click.
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Fast and Easy Onboarding
Organizations can cut down costs of training by creating special microsites in the intranet platform dedicated to orientate the new talents. Whenever a newbie wants a document regarding privacy laws or organization’s policies, he/she just taps on the site that hosts training materials for new employees.
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Reliable Scheduling
No more missed schedules. Intranets have calendars and reminder widgets for notifying users of upcoming birthdays or anniversaries as well as significant company’s events all on one website.
Managers can follow up on projects and get reminders on which reports to respond to and get to know when survey/poll results are completed.
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Instant Dissemination of News/Updates
The intranet news site enables everyone in the organization to be up-to-date concerning the companies’ ‘hot’ news. Community sites’ admins can also post news and updates appropriate for the members. Whether it is something related to change in insurance policies, performance appraisal results, the arrival of new talents or about forthcoming team building event, the intranet enables delivery of the information in real-time.
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Finding Old Correspondence is Easy
Unlike the email system where one can waste valuable time retrieving information, the intranet system has robust search tools that integrate with the database to produce accurate search results in less than a minute.
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One Platform for Everything
Intranets system for business empowers teams to collaborate, socialize, coordinate projects, train recruits, conduct appraisals, conduct polls/surveys and anything else that the organization wishes to include on their sites. Emails could only permit sharing of files and information, which could or not be responded to.
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Building Collaborative & Productive Team
Users can send birthday cards and urgent files in real-time. They can remain on schedule with reminders, connect to managers without facing protocol hurdles and view the latest company news effortlessly. Managers can easily coordinate multi-departmental projects while admins can set permissions to control files that should be shared and who posts news, updates, events, etc.
Cut down on costs and stop slicing your budget for various ools to perform tasks that could be realized with a single LS Intranet platform. Enhance confidence and collaboration among your workers while streamlining project and workflow management. Our team can work you through the entire process, no need to panic of common challenges coming with system overhaul.
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