Guest Blog By Mike Hicks, VP of Strategy at Igloo Software
Today’s human resource teams are tasked with keeping companies connected in a time when offices and employees are more distributed than ever. A big part of this task is making sure employees have quick and easy access to company news, policies, and documentation. But this can be particularly difficult for HR teams that don’t have the means to effectively store or transfer knowledge.
According to a study we conducted at Igloo Software, 60 percent of HR professionals are only “somewhat confident” that the company documents they’re accessing and sharing are accurate and up to date. To cite a common example, almost half of the respondents admitted that they would obtain their company logo via Google search instead of through an official company channel. Information siloes and access barriers can negatively affect all areas of the business, but they can be especially problematic for HR teams that need to store and circulate critical employee information related to company policies, benefits, and compensation.
Sharing and Updating Company Information Starts with Ease of Access
HR teams need fast, easy access to company information, but all too often, their tools slow them down. For example, 40 percent of HR professionals have avoided sharing a company document with a co-worker because it was too difficult to find. Hard-to-find company information becomes stale and disorganized. It slows productivity for HR. Worse still, it leaves employees without access to information that can affect their day-to-day work, their employment status, and even their well-being. Poor knowledge management can also take a toll on collaboration, which is essential in today’s fragmented workplace.
How are smart organizations overcoming these and other critical knowledge-sharing challenges? They’re implementing digital workplace solutions that connect people, information, and technology. A digital workplace can help you maintain a unified company culture and keep collaboration at an all-time high – even as offices and employees continue to spread apart. When knowledge is accessible to all employees, departments, and locations, HR teams can shift their focus to moving the company’s strategic vision forward, not just keeping company information afloat.
Think of your digital workplace as a next generation intranet. It doesn’t just store documents; it helps you improve communication, collaboration, knowledge management, company culture, and employee engagement – across the entire organization.
To drive access and connectivity across the organization, your digital workplace must include two key functions (among many others):
- Multi-Service Search: A tool that searches all relevant locations based on a few keywords allows employees to access information faster. In an age of instant gratification, employees will naturally look for other ways of obtaining information if the process takes too long. Leading digital workplace platforms have the capability to search multiple repositories out-of-the-box.
- Integration With Apps: Knowledge management is far more effective when all your files and conversations are in one place. A solution that integrates with file sharing apps like Dropbox, Sharepoint Online, Google Drive, Box, or OneDrive or messaging apps like Outlook, Gmail, or Teams makes it a one-stop-shop for information, knowledge sharing, and communication.
Choosing a Digital Workplace Based on Feedback and Organizational Needs
Deciding on a digital workplace platform begins with a thorough assessment of your organizational needs and employee input. Before diving in, you’ll want to understand the challenges employees are facing and what’s preventing them from sharing and communicating with each other.
A digital workplace isn’t a one-size-fits-all situation, which is why it’s important to study these challenges carefully, consider all possible use cases, then pinpoint the most straightforward and sensible solution. For example, if employees are struggling to locate policies and procedures then a Governance Center might be the answer.
Once you have a solid handle on your business challenges, you can begin to implement the right digital workplace solution: one that allows you to be strategic and purposeful in the way you collectively store information. The knowledge management solutions that fail are those that are treated like filing cabinets, storing thousands of outdated documents that no one’s likely to use.
The key to maintaining a thriving and engaging digital workplace is understanding what information exists, organizing it in a way that’s easy and accessible for employees (wherever they’re working), and assigning a team or person to ensure it’s always up to date. With this new approach to knowledge management in place, HR teams can tackle more strategic projects, knowing employees have what they need to remain productive and engaged at work.
Learn more about Digital Workplace Solutions at www.igloosoftware.com.