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12 Ways to Create a More Functional Employee Portal



By Mark Anderson, CEO/CFO   |   Posted June 5, 2017

An employee portal or intranet can provide convenient access to your corporate information online, which makes it a critical tool for any organization. So doesn’t it make sense to do everything you can to make your intranet function better?

Well, thankfully, there are countless ways you can improve your intranet’s functionality so that it does a better job of helping your employees find information, communicate, complete work tasks, and get more engaged.

But for the scope of this blog, I’m going to narrow my discussion to 12 elements you can include to create a more functional employee portal. They are:

  1. Templates: Professional templates can make the look and feel of your intranet consistent with your corporate identity. This can also make it easier to promote your brand and culture internally.

  2. A library of policies and procedures: An employee portal is the perfect place to stash the most up-to-date version of your policies, procedures and other important information. Having easy access to this type of information can enhance employee proficiency and productivity.
  3. Information about products/services: Your staff can’t function effectively without timely information about your products and services. An employee portal can place this information just a few clicks away.
  4. A repository of reusable documents: There’s no point in reinventing the wheel. So you should provide reusable document components through your employee portal to give personnel organized access to the information they use regularly.
  5. A blog and articles: Employees need more than technical knowledge and hard facts to do their jobs. Providing blogs and articles on an employee portal lets you share relevant insight about your customers, company and industry. 
  6. Online forms: Online forms make it easier to collect the information employees need to facilitate their work flow. An employee portal can automate the process and enhance the delivery and presentation of this information.

  7. Online training: Managing training initiatives online can enhance the delivery of your training materials. Using an employee portal can simplify the process of administering training courses, tests and documentation.
  8. A calendar: An interactive calendar is a vital tool for keeping up with upcoming events, meetings and other important dates. Your employee portal can not only keep everyone on the same page, but it can help employees stay more engaged. 
  9. Employee recognition software: Everyone likes to be appreciated for their hard work and contributions. With employee recognition software, you can highlight your staff’s accomplishments right on your Home page—which can improve employee engagement and morale for everyone.

  10. A help desk/ticket system: Having a ticket system inside your employee portal is essential to making sure personnel get the internal support they need to succeed. The quicker employees can resolve issues, the sooner they can get back to focusing on their jobs.
  11. Access to external websites and news feeds: You can also enhance the functionality of your employee portal by linking to external websites and RSS feeds. This can give your staff access to valuable outside information and the latest news automatically.

  12. Search tool: Your employee portal can have the most useful information in the world, but what good is it if no one can find it? Having powerful search capabilities lets users quickly and easily locate the information their looking for on your site.

I should point out that there’s one important element to creating a more functional employee portal that I haven’t mention: analytics. You need meaningful analytical information to effectively gauge how users are interacting with the content on your portal. Are they accessing documents, articles or blog posts? Are they reading, modifying or deleting content? If you know the answers to these questions, you can use this insight to improve user experience on your employee portal.

There are so many ways you can improve the performance and functionality of your employee portal. You may not be able to implement all of them at once, but the twelve areas listed above are a good place to start.


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