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1 www.happeo.com COMPARISON GUIDE Internal Communication tools and intranet sol

1 www.happeo.com COMPARISON GUIDE Internal Communication tools and intranet solutions Your all-in-one guide for Internal Communications tools and Intranet software. This is the best way to get yourself up to scratch with the options of today and what the differences are. 2 www.happeo.com Intranets. To most this is a matter of the page you see (and probably half-ignore) when you open your company-designated computer, but not you. No, you’re different – you’re on the other side, trying to figure out how to make these pages interactive and powerful, and stimulate conversation. Because like us, you see the potential for intranets to be so much more than they currently are. It’s not a place to read. It’s a place to form a community, and grow a business. COMPARISON GUIDE Internal communication tools and intranet solutions So you have this great vision for how you can improve the internal communication experience, but then after a couple of Google searches, you’re hit by a wall of tools and vendors, offering different features, use cases, and descriptions of their software. At this stage, it can seem like a challenging task to pick what is right for your unique needs as a business, but don’t worry we’ve been there too. This is why we have worked very hard to create for you, the believers, the ultimate guide to help you wade through this jargon jungle a little bit easier. Within the following pages, we hope to give you a baseline reference for the different things to look out for and the vendors that offer these experiences. 3 www.happeo.com CONTENTS Table of contents 1. Compare Internal Communications software • Intranet software • Enterprise Social Network (ESN) • Chat tools • Video conferencing • Team Collaboration and Management tools 2. Compare Social Intranet solutions • Happeo • Lumapps • Interact Intranet • Jostle • Jive • Simplrr 4 www.happeo.com COMPARISON Internal Comms software We are at the stage now where many companies have taken the age-old formula of an Internal Communication tool and progressively added their own innovative ideas on top, especially to adapt to the fast-moving corporate world. This has resulted in multiple types of software with huge differences. You can find 5 different types of Internal Communication software that can be used as a centralized platform for communication and collaboration. These are: • Intranet software (Traditional Intranet vs Social Intranet) • Enterprise Social Network (ESN) 5 www.happeo.com • Chat tools • Video conferencing tools • Team Collaboration and Management tools 6 www.happeo.com COMPARISON GUIDE Intranet software Traditional Intranet (Intranet 1.0) As the name might suggest, this is what people normally think of when they hear ‘intranet’. This is similar to an internal web page, where there are top-down communications commonly with company news, and some basic self service web apps. Due to the static nature of these setups, there is a big focus on content quality to generate interest and engage people. Advantages of a Traditional Intranet • Simple information aggregation following enterprise organisation chart • Access to company document database Disadvantages of a Traditional Intranet • Only top-down communication 7 www.happeo.com • Static information sharing • Passive employees who are not engaged in the communication • No collaboration functionality • No knowledge sharing; no opportunity to grow knowledge base • No positive influence on building corporate culture Example vendors: Google Sites, Sharepoint Social Intranet (Intranet 2.0) So what happened when a Traditional Intranet and an Enterprise Social Network got together? Well, that’s basically what the Social Intranet does. You have the benefit of both the social communication aspect and the more static web pages which can be used together to create wikis, blogs, and forums, and encourage both top-down and bottom-up communication. Overall this gives employees both: access to information and communication options. Advantages of a Social Intranet • Improved internal communication from all levels • Involved, engaged and satisfied employees 8 www.happeo.com • Reduced clutter in email inboxes • Increased collaboration • Increased productivity • EncourageD knowledge sharing • Access to company document database • Brings work culture alive Disadvantages of a Social Intranet • Information security risk needs extra consideration • Less face-to-face interaction • Change in work culture Example vendors: Happeo, Lumapps, Interact Intranet, Jostle, Jive, Simplrr 9 www.happeo.com COMPARISON GUIDE Enterprise Social Network (ESN) This one is perhaps more similar to websites you would use at home, such as Facebook or Twitter - there is a large focus on timely updates and more tolerance to imperfect content. A solution like this is great for instant communications and networking, giving every employee a profile. Some companies do use an ESN in tandem with a Traditional Intranet style system for longer form and more crucial communications. Advantages of an ESN • Easy social communication in a private or group chat 10 www.happeo.com • Improved collaboration • Encourages idea sharing • Brings work culture alive Disadvantages of an ESN • Too much social information can disrupt work and distract from work- related communication • Increased ability for surveillance and possibility of control • Information security risk needs extra consideration • Employees may engage in harassing behaviors toward co-workers • No access to company document database Example vendors: Microsoft Yammer, Workplace by Facebook 11 www.happeo.com 12 www.happeo.com “87% of CIOs believe digitally empowering employees can drive at least 5% additional revenue growth over 3 years.” Source: The Impact of a Digitally Empowered Workforce report COMPARISON GUIDE Chat Tools Chat tools are a must-have tool for your business! Internal communication is not only about passing down information but also about encouraging an open communication, idea sharing and collaboration. Chat tools or forums are a great tool to do so because they allow employees to share ideas and opinions and to address problems openly - either in a private or in a group chat. New live chat offerings include integrations with popular tools and video chat, however they do not offer a centralized hub for information. 13 www.happeo.com Advantages of Chat tools • Real-time talk • Quick and clear discussion in a private or group chat • Improved collaboration • Encourages knowledge sharing • Keeps a written record of conversations Disadvantages of Chat tools • No access to company document database • Many topics & many groups can distract from work • Low participation amongst employees • Siloed communication between departments or groups Example vendors: Slack, Chanty, HipChat 14 www.happeo.com COMPARISON GUIDE Video Conferencing tools The rise in remote work and having remote employees, clients or prospects across multiple locations, has made video conferencing software a necessary tool for many businesses. Adoption has been rapid, with many enterprises keen to embrace a video-first culture. Apps like Skype or Facetime aren’t advanced enough for companies because they can’t handle groups well and are difficult when setting up meetings. If you want to take your conference calls to the next level with video, you should consider a professional video conference vendor. Used correctly, 15 www.happeo.com video boosts productivity, enhances engagement, and even keeps remote teams connected. Advantages of Video Conferencing tools • More engaging than chat tools or telephone calls • Reduced travel time and costs • Optimised attendance • Improved collaboration • Improved productivity Disadvantages of Video Conferencing tools • No access to company document database • Unreliable technology; slow internet connection • Conferences with many people can feel impersonal Example vendors: Zoom, Google Meet, Poly, BlueJeans 16 www.happeo.com COMPARISON GUIDE Team Collaboration & Management tools Team Collaboration and Management software is on the rise. Such tools allow multiple users to plan & manage projects and to work on tasks simultaneously. Popular features of a modern Collaboration and Project Management tool enable several people to have access to the same project/ document, sharing is easy and feedback or notes can be added. Moreover changes are tracked and as the project evolves and changes are made different versions are saved. 17 www.happeo.com Also, strategic planning of teams will be improved by the ability to assign tasks to other team members, add followers to a project and monitor deadlines. Advantages of Collaboration tools • Become better organized • Easy to keep track of projects • Easy reporting • Documents are stored in one place • Multiple users can work simultaneously on the same document • Improved collaboration • Improved productivity Disadvantages of Collaboration tools • Information security risk needs extra consideration • Problems with commenting in Project Management tools • Integration limitations for Project Management tools Example vendors: Google docs, Asana, Trello 18 www.happeo.com COMPARISON Social Intranet solutions The market for Social Intranet solutions is growing rapidly. Driving factors like globalization, digitisation, the pandemic 2020 and an increasing demand of the workforce for more flexibility and working from home is forcing companies to re-think the way they work. Social Intranets differ from traditional intranets because they include many social and relationship-building features - features that have an impact on employee engagement and satisfaction. Because of the importance we give Social Intranet providers special attention in this guide. 19 www.happeo.com uploads/Management/ comparison-guide.pdf